Machinery Regulation: Digital Operating Instructions Are Here!

He pointed out one limitation right at the outset: If a product that is subject to the Machinery Regulation is aimed at consumers or non-professional users or can be used by them, manufacturers must continue to enclose the safety information for commissioning and use in printed form. In all other cases, there just needs to be a digital copy available. “But you have to adhere to certain rules and restrictions,” the expert explained to his audience of technical writers.

• There must be a QR code or link on the machine, packaging or enclosed so that product operators know how to access the operating instructions.
• The operating instructions must be easy to print.
• Users must also have the option to download them and save them on their device. It is not enough to only provide access to the operating instructions via the machine, such as via the display. Users must be able to open the instructions at any time, even if the machine were to break down.
• It must be possible to call up the operating instructions during the expected lifetime of the product and for at least ten years after the placing of the product on the market.
• If the customer requests it at the time of purchase, the manufacturer must provide the operating instructions in printed form within one month. This is easy to achieve with SCHEMA ST4 Content Management System, as the content is created centrally according to the single source principle and then output in various formats, such as a printed PDF.

How can machine manufacturers respond to the latest requirements for operating instructions?

Lars Kothes suggested four solutions in his talk:

1. Do nothing: Manufacturers can continue to only provide printed copies of the operating instructions. This complies with the requirements of the new machinery regulation.
2. Simple: Manufacturers can create their operating instructions in PDF format for printing. Customers can download the document online and save it. Manufacturers provide the download link on paper enclosed with the product. If the customer wants a printed copy, the manufacturer can easily print out and send a printed copy of the PDF themselves.
3. Convenient: Manufacturers can set up a Content Delivery Portal. This means that customers and service technicians can call up the operating instructions on their website and search for specific topics. Users don’t need to scroll through an entire PDF to find the section they need. Manufacturers use their existing Content Management System to feed content into the Content Delivery Portal. The portal should have a download and print function.
4. Top solution: Manufacturers proceed as per solution three and also produce multimedia content, such as explanatory videos or FAQ. This helps them to convey content that is difficult to understand via text and images. Manufacturers can search engine optimize specific topics in the operating instructions which are frequently searched for on the internet. This solution is particularly user friendly.

The new Machinery Regulation doesn't come into effect until 2027. So manufacturers have time to prepare for the digital operating instructions requirements, should they wish to make the content available online for their customers and service personnel in future. However, they can already offer the digital version now, as is stated in the latest Guide to the application of the Machinery Regulation from the European Commission from June 2024. Now nothing stands in the way of digital operating instructions.

For more information see the white paper: https://www.kothes.com/en/on-the-way-to-digital-operating-instructions