Document Analysis

Definition

Document Analysis is a technique where the Business Analyst reviews existing documentation — policies, procedures, reports, specifications, and regulations — to understand current processes, rules, data, decisions, and constraints. It is often one of the first techniques used when joining a new initiative or domain.

Inputs

• Existing organizational documentation (policies, procedures, reports, specifications)
• Regulatory requirements and compliance guidelines
• Audit findings and prior project deliverables
• Stakeholder list to identify document owners for validation

Outputs

• Documented requirements and identified constraints
• Glossary inputs and clarification questions for follow-up
• Inputs to process models, data models, or requirements specifications
• A gap list identifying missing, outdated, or conflicting information

When to Use

• Working in regulated industries where formal documentation is authoritative
• Replacing or enhancing legacy systems with existing specifications
• Joining an initiative mid-stream to quickly build domain understanding
• Preparing for interviews and workshops by understanding the documented baseline

When Not to Use

• When documents are significantly outdated or known to be inaccurate
• When work is largely undocumented and stakeholders rely on tribal knowledge
• When actual processes differ significantly from documented ones — supplement with observation and interviews
• As the sole elicitation technique on any initiative