Technical documentation for mechanical engineering that keeps pace with your technology

If machines differ only in specific assemblies, options or performance features, there is no need to produce a completely new manual or risk assessment for every variant. A more effective approach is to reuse shared content and manage variant-specific differences selectively. For this, variant char­act­er­istics, validities and depend­encies must be described clearly. Depending on the product portfolio, this can be implemented in existing tools or in a content management system. The crucial point is that only the information that belongs to the delivered conf­ig­ur­ation is output in the end.

Supplier documents cannot simply be collected and passed on without review. First, the documents relevant to the operation, maintenance and safety of the overall system must be identified. They are then reviewed, assigned to the relevant components and organised within a clear, coherent structure. Missing, contrad­ictory or unsuitable information that does not match the delivered version must be identified. Equally important is a clear distinction between the docum­ent­ation of the overall system and the documents of individual components. The language of the supplier documents may also need to be adapted.

In the case of an interc­onn­ected system, it is not sufficient to simply compile the instruct­ions for the individual machines. The docum­ent­ation must also take into account the interaction of the components. This includes, for example, overarching functions, interfaces, operating modes, central protective devices and hazards that only arise due to the interc­onn­ection. Whether the interc­onn­ected units legally constitute an assembly of machines must be assessed on a case-by-case basis. This class­if­ic­ation influences the risk assessment, the conformity procedure and the required scope of docum­ent­ation.

The requir­em­ents for partly completed machinery differ from those for a complete machine. Under the currently applicable Machinery Directive, these include in particular an assembly instruct­ions document and an incorp­or­ation declaration. The documents must provide the manuf­act­urer of the product into which the partly completed machine is to be installed with the information needed for safe install­ation and for their own conformity assessment. Which requir­em­ents apply also depends on when the product is placed on the market. From 20 January 2027, the EU Machinery Regulation will be decisive.

The operating instruct­ions must accurately describe the  protective measures and identify any residual risks of the machine. They must therefore be based on the risk assessment. Safety information must match the intended life phases, activities and target groups. Changes to protective measures or to the intended use must also be reflected in the docum­ent­ation. Clean alignment prevents contrad­ictory statements and warning notices that have been added purely as a precaution, without explaining a specific risk.

Modif­ic­at­ions can change the functions, performance data, protective measures and intended use of a machine. Therefore, the first step should be a transparent assessment of how the modif­ic­ation affects safety, risk assessment and the existing docum­ent­ation. Operating, maintenance and spare parts information must then be adapted to the actual new status. In addition, it must be checked whether a substantial modif­ic­ation is present and whether this results in new manuf­act­urer obligations. This assessment should be technically and legally sound.

Regulation (EU) 2023/1230 will replace the Machinery Directive on 20 January 2027. Among other things, it addresses issues such as digital instruct­ions, software, cybers­ec­urity and machines with self-evolving behaviour in greater depth. Under certain conditions, operating instruct­ions may be supplied in digital form only. However, manuf­act­urers must ensure that users can access the information, store it and obtain it in paper form if required. Which changes are spec­if­ic­ally necessary for a company depends on the products, forms of provision and existing docum­ent­ation processes.

The Machinery Regulation permits digital instruct­ions but ties this to specific conditions. Among other things, it must be apparent on the machine or in the accomp­anying documents how the instruct­ions can be accessed. They must remain available online for the expected lifetime of the machine, but for at least ten years after being placed on the market. Users must be able to download, save and print the instruct­ions. On request, a paper version must be provided free of charge within a specified period. For machines intended for non-professional users, safety-related information must still be supplied in paper form. Before implem­ent­ation, it should be checked which requir­em­ents apply to the specific product.