TECHNICAL DOCUMENTATION
A technical manual is useful only when it reflects the actual equipment and the way it is used. Problems often begin when machinery is modified while the documentation continues to describe an earlier version.
Incomplete documentation can affect operation, maintenance, employee training and the handover of equipment to customers.
The manual describes a different version of the machine
Changes to construction, controls or components can make earlier instructions inaccurate.
The documentation should describe the version that is actually placed into service or delivered to the customer.
Important working methods are missing
Users need practical information on start-up, normal operation, shutdown, maintenance and relevant hazardous situations.
If critical knowledge exists only in the experience of individual employees, the company becomes dependent on those people.
The manual and risk assessment do not match
If a risk assessment identifies a specific hazard, the operating or work instructions should also provide practical guidance for controlling it.
The documentation is too generic
A generic manual may describe a type of equipment without reflecting the actual configuration of the specific machine.
This can create contradictions between drawings, machinery, risk assessment and operating instructions.
Documentation should change when equipment changes
Whenever machinery or a technical system is significantly modified, the related documentation should also be reviewed.
Good technical documentation should allow another person to understand what the equipment is, how it is used and which hazards need to be controlled.