Self-hosted

Master this essential documentation concept

Quick Definition

A deployment method where software is installed and run on an organization's own servers or infrastructure rather than using cloud-based services.

How Self-hosted Works

graph TD A[Documentation Team] --> B{Deployment Choice} B --> C[Self-Hosted] B --> D[Cloud-Based] C --> E[Own Infrastructure] E --> F[Install Documentation Platform] F --> G[Configure Security] G --> H[Set Up Integrations] H --> I[Manage Updates] I --> J[Monitor Performance] J --> K[Backup Management] K --> L[Active Documentation Site] C --> M[Benefits] M --> N[Data Control] M --> O[Custom Security] M --> P[Full Customization] M --> Q[Cost Predictability] L --> R[Content Creation] L --> S[User Access] L --> T[Analytics & Reporting]

Understanding Self-hosted

Self-hosted documentation platforms represent a deployment strategy where organizations install and manage documentation software on their own infrastructure, maintaining complete control over the system, data, and security protocols. This approach contrasts with Software-as-a-Service (SaaS) solutions where the vendor manages the infrastructure and platform maintenance.

Key Features

  • Complete data ownership and control over storage locations
  • Full customization capabilities for branding, functionality, and integrations
  • Direct access to underlying databases and file systems
  • Ability to implement custom security protocols and access controls
  • Integration flexibility with existing enterprise systems and workflows
  • Scalability control based on organizational needs and budget

Benefits for Documentation Teams

  • Enhanced security and compliance adherence for sensitive documentation
  • Reduced long-term costs for large-scale documentation operations
  • Unlimited customization potential for specialized documentation workflows
  • Independence from vendor service limitations or pricing changes
  • Ability to maintain documentation systems during internet outages
  • Complete backup and disaster recovery control

Common Misconceptions

  • Self-hosted solutions are always more cost-effective than cloud alternatives
  • Technical expertise requirements are minimal for setup and maintenance
  • Self-hosted automatically means better security without proper configuration
  • All documentation tools offer equivalent self-hosted capabilities

Managing Self-hosted Documentation Across Your Infrastructure

When deploying self-hosted solutions, your team likely records numerous technical walkthroughs, installation guides, and troubleshooting sessions. These videos capture critical knowledge about your on-premises infrastructure, custom configurations, and security protocols that differ significantly from cloud deployments.

However, relying solely on video recordings creates challenges unique to self-hosted environments. Engineers troubleshooting server issues can't easily search through hour-long installation videos to find specific configuration steps. Security teams need to quickly reference firewall settings without scrubbing through lengthy recordings. And when your self-hosted infrastructure evolves, finding and updating scattered video content becomes nearly impossible.

Converting these technical videos into searchable documentation transforms how you manage self-hosted knowledge. Engineers can instantly locate precise commands for your specific server setup. Onboarding new team members becomes more efficient with step-by-step guides extracted from expert walkthroughs. Most importantly, your documentation can evolve alongside your self-hosted infrastructure, with text being far easier to maintain than re-recording videos whenever a configuration detail changes.

See how to transform your self-hosted knowledge videos into searchable documentation →

Real-World Documentation Use Cases

Enterprise Compliance Documentation

Problem

Financial services company needs to maintain API documentation with strict data residency requirements and audit trails that cannot be stored on third-party cloud services.

Solution

Deploy a self-hosted documentation platform on internal servers with comprehensive logging and access controls to meet regulatory compliance standards.

Implementation

1. Set up dedicated servers with appropriate security hardening 2. Install documentation platform with database encryption 3. Configure LDAP integration for user authentication 4. Implement audit logging for all documentation changes 5. Set up automated compliance reporting 6. Create backup procedures meeting regulatory requirements

Expected Outcome

Fully compliant documentation system with complete audit trails, meeting all regulatory requirements while maintaining team productivity and collaboration capabilities.

Multi-Brand Documentation Portal

Problem

Technology conglomerate with multiple subsidiaries needs a unified documentation platform that can be extensively customized for different brands and product lines without vendor limitations.

Solution

Implement self-hosted documentation platform with custom themes, branding, and functionality tailored to each subsidiary's specific needs and brand guidelines.

Implementation

1. Deploy base documentation platform on scalable infrastructure 2. Develop custom themes for each brand identity 3. Create brand-specific navigation and content organization 4. Implement custom authentication systems for different user bases 5. Set up automated content syndication between brands 6. Configure analytics and reporting per brand

Expected Outcome

Unified yet flexible documentation ecosystem supporting multiple brands with consistent management overhead and seamless content sharing capabilities.

Offline-Capable Field Documentation

Problem

Manufacturing company needs technical documentation accessible to field engineers who frequently work in locations with unreliable internet connectivity.

Solution

Deploy self-hosted documentation system with offline synchronization capabilities and local caching for field access scenarios.

Implementation

1. Set up central self-hosted documentation server 2. Implement Progressive Web App (PWA) functionality 3. Configure local caching and offline reading capabilities 4. Set up synchronization protocols for when connectivity returns 5. Create mobile-optimized interfaces for field devices 6. Implement conflict resolution for offline edits

Expected Outcome

Reliable documentation access for field teams regardless of connectivity, with seamless synchronization and improved field operation efficiency.

Integration-Heavy Developer Portal

Problem

Software company requires deep integration between documentation, code repositories, CI/CD pipelines, and internal tools that exceed typical SaaS platform capabilities.

Solution

Self-host documentation platform with custom integrations and automated content generation from multiple internal systems and development workflows.

Implementation

1. Deploy documentation platform on container infrastructure 2. Develop custom APIs for internal system integration 3. Set up automated content generation from code comments and specifications 4. Configure real-time updates from development workflows 5. Implement custom search indexing including code repositories 6. Create automated testing for documentation accuracy

Expected Outcome

Seamlessly integrated developer experience with always-current documentation that automatically reflects code changes and development progress.

Best Practices

✓ Implement Comprehensive Backup Strategies

Self-hosted documentation requires robust backup procedures to prevent data loss and ensure business continuity. This includes both content and configuration backups with tested restoration procedures.

✓ Do: Set up automated daily backups of both database and file systems, test restoration procedures monthly, maintain offsite backup copies, and document recovery procedures for different failure scenarios.
✗ Don't: Rely solely on local backups, skip testing restoration procedures, ignore configuration backups, or assume that version control systems alone provide adequate backup coverage.

✓ Establish Security Hardening Protocols

Self-hosted platforms require proactive security management including regular updates, access controls, and monitoring to protect documentation and user data from security threats.

✓ Do: Implement regular security updates, use strong authentication methods, monitor access logs, configure firewalls appropriately, and conduct periodic security audits of the documentation platform.
✗ Don't: Delay security updates, use default passwords, ignore access logs, expose unnecessary services to the internet, or assume that internal hosting automatically provides security.

✓ Plan for Scalability and Performance

Documentation platforms must handle growing content volumes and user bases effectively. Proper capacity planning and performance optimization ensure consistent user experience as the platform scales.

✓ Do: Monitor resource usage patterns, implement caching strategies, optimize database performance, plan for traffic spikes, and set up load balancing when necessary for high-availability requirements.
✗ Don't: Ignore performance metrics, over-provision resources unnecessarily, skip caching implementation, or wait until performance problems occur before addressing scalability concerns.

✓ Maintain Update and Patch Management

Self-hosted platforms require ongoing maintenance including software updates, security patches, and dependency management to ensure optimal performance and security posture.

✓ Do: Create scheduled maintenance windows, test updates in staging environments, maintain update logs, subscribe to security advisories, and plan for both minor updates and major version upgrades.
✗ Don't: Apply updates directly to production, skip testing procedures, ignore dependency updates, or postpone critical security patches due to convenience concerns.

✓ Document Infrastructure and Procedures

Self-hosted documentation platforms require their own documentation covering setup, configuration, troubleshooting, and operational procedures to ensure knowledge continuity and effective team management.

✓ Do: Create comprehensive setup documentation, maintain configuration change logs, document troubleshooting procedures, record administrative procedures, and ensure multiple team members understand the system architecture.
✗ Don't: Rely on single-person knowledge, skip documenting configuration changes, ignore troubleshooting documentation, or assume that vendor documentation covers your specific implementation needs.

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