Management must agree to what ever is done. Are the PLC's passworded? That
complicates matters.
I usually print out 2 copies of the ladder and 2 copies of the program. One
copy is public the other is under lock and key.
Proper "documentation" goes far beyond just "program" lists or the
equivalent.
The goal of documentation is to: 1) make it easy for a "new guy" to truly
understand what is going on; and 2) make it easier to detect "coding"
errors whereby the system might not do what is expected. Thus, the
documentation should describe the "philosophy" of the control system and
offer justification of why things were done a certain way. With proper
documentation, it's easier to both find errors in the existing "code" and
change the "code" to meet new requirements or improve operation.
That said, the reality is that "proper documentation" just doesn't take
place very often. If management will not go along with someone taking the
time the truly understand things then just print out what's necessary to
duplicate the system.