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The Office Manager's IT Binder
The Office Manager's IT Binder
What to document so you're not stuck when "the IT guy" is gone
What to document so you're not stuck when "the IT guy" is gone
If your internet goes down, a computer won’t log in, or the phones stop ringing… who knows what to do?
In a lot of small businesses, the answer is: one person. A tech-savvy employee, the owner’s “computer friend,” or a vendor who set things up years ago. And when that person is on vacation (or disappears), everyone’s stuck.
The fix isn’t complicated: build an IT Binder—a simple set of notes and logins that lets you get help fast, avoid downtime, and keep your business running.
This isn’t about turning you into IT. It’s about making sure you’re never stranded.
What is an IT Binder?
What is an IT Binder?
An IT Binder is just a single source of truth for the basics:
who your vendors are
what equipment you have
how to access critical accounts
what to do when something breaks
It can be a physical binder plus a digital version (recommended). The goal is: any trusted manager can open it and take action.
The 10 things every office should document
The 10 things every office should document
1) Emergency “Who to Call” list (print this!)
1) Emergency “Who to Call” list (print this!)
Include:
Internet provider support number + account number
Phone/VoIP provider support number + account number
IT support (current vendor or internal contact)
Alarm/camera vendor
Copier/printer vendor
Line-of-business software support (POS, scheduling, estimating, etc.)
Tip: Add a short note like:
“Internet down = call ISP first, then IT.”
2) Core accounts + where they live
2) Core accounts + where they live
List the platform and the admin contact email for:
Email (Microsoft 365 / Google Workspace)
Domain/DNS (where your website/email settings are controlled)
Website host (if different)
VoIP portal
Password manager (if you use one)
Backup portal (if you have one)
You don’t need to print passwords here if that feels risky—just document where the passwords are stored and who can access them.
3) Password rules that prevent chaos
3) Password rules that prevent chaos
Write down your standards so everyone follows the same playbook:
Do you require MFA (multi-factor authentication)? (You should.)
What password manager is approved?
Who is allowed to reset passwords?
What happens when someone leaves?
This alone prevents “shared Gmail password on a sticky note” situations.
4) Employee onboarding / offboarding checklist
4) Employee onboarding / offboarding checklist
This is huge for security and sanity.
Onboarding (new hire):
Email account created
MFA enabled
Shared mailbox access (if used)
App access granted (accounting, scheduling, file shares)
Printer access set
VoIP extension assigned
Offboarding (employee leaves):
Disable email immediately
Reset shared passwords they knew
Remove from shared apps
Forward email if needed
Collect devices/keys
Document what access they had
5) Device list (doesn’t need to be fancy)
5) Device list (doesn’t need to be fancy)
Track:
Computers (name/label, user, location)
Server/NAS (if any)
Printers/copiers
Network gear (router/firewall, switches, Wi-Fi access points)
VoIP phones
Backup drive or cloud backup service
Tip: Put a label on devices like “Front Desk PC” or “Back Office Printer” so support calls are painless.
6) Wi-Fi info (the safe way)
6) Wi-Fi info (the safe way)
Don’t print the Wi-Fi password in a public binder. Do document:
Network names (Staff Wi-Fi, Guest Wi-Fi)
Where the router and Wi-Fi equipment are located
Who has authority to change Wi-Fi passwords
A reminder: Guest Wi-Fi should be separate from business devices
If you must store the Wi-Fi password, keep it in a password manager and document how to access it.
7) Backup basics + proof it works
7) Backup basics + proof it works
Most businesses think they have backups until the day they need one.
Document:
What is backed up (server, files, QuickBooks, PCs, etc.)
Where backups go (cloud, external drive, NAS)
Who can restore data
When the last restore test was performed
Add a simple note: “Backups aren’t real until tested.”
8) Software list + license keys / renewals
8) Software list + license keys / renewals
List critical apps and renewal dates:
Accounting
Scheduling/CRM
Design/print software (if relevant)
Antivirus/EDR
Backup subscription
VoIP subscription
This prevents surprise shutdowns because a card expired or a renewal was missed.
9) “When something breaks” quick steps
9) “When something breaks” quick steps
Give your team a calm script.
Example:
If internet is out: check modem lights → reboot modem/router → call ISP → call IT
If one PC is slow: restart → check if updates are pending → report to office manager
If email login fails: verify MFA code/time → reset password through approved method
Keep it short. The goal is reducing panic and speeding up escalation.
10) A change log (the secret weapon)
10) A change log (the secret weapon)
Any time someone changes something important, log it:
Date
What changed (new Wi-Fi password, new printer, new vendor, etc.)
Who did it
Why
This prevents the dreaded: “It worked yesterday… nobody knows what changed.”
Where should you store this?
Where should you store this?
Best practice:
Digital binder in a shared, access-controlled folder (Google Drive / OneDrive)
Passwords in a password manager (not in a Word doc)
Printed emergency page (vendor list + steps) kept somewhere secure
When you partner with Coastal IT Care as your MSP, we build your IT Binder as part of onboarding—so your business isn’t dependent on one person’s memory (or “that IT guy” who’s hard to reach). We’ll inventory your devices, document vendors and account access securely, set up onboarding/offboarding checklists, and create a clear “Emergency Page” your team can use when something goes wrong. The result is fewer surprises, faster fixes, and a smoother day-to-day experience for your office. Want to get started? Click Schedule a Quick MSP Intro Call and we’ll walk you through next steps.
When you partner with Coastal IT Care as your MSP, we build your IT Binder as part of onboarding—so your business isn’t dependent on one person’s memory (or “that IT guy” who’s hard to reach). We’ll inventory your devices, document vendors and account access securely, set up onboarding/offboarding checklists, and create a clear “Emergency Page” your team can use when something goes wrong. The result is fewer surprises, faster fixes, and a smoother day-to-day experience for your office. Want to get started? Click Schedule a Quick MSP Intro Call and we’ll walk you through next steps.
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