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documentation requirements
New laws, technologies, and standards are rapidly changing documentation requirements. Are you ready? We show you how to stay on top and future-proof your documentation. Do you need support with implementation? Get in contact with us.
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New laws like the AI Regulation and the EUDR require more comprehensive and precise documentation to ensure compliance and minimise legal risks.
Technologies such as Headless CMS and AI integration accelerate documentation processes and enhance user experience. The efficiency of technical writers can be increased by up to 25% through automation.
Compliance with standards (e.g., standard series 82079) and the use of Simplified Technical English (STE) ensure the quality and comprehensibility of the documentation, leading to fewer queries and higher customer satisfaction.
The world of documentation requirements is constantly evolving. Technological advancements, new legislation, and changing user expectations are forcing companies to continuously adapt their processes. This article provides you with a comprehensive overview of the most important developments and gives you concrete recommendations on how to tackle current challenges and optimise your technical documentation. We show you how to ensure compliance while simultaneously increasing your efficiency.
Our goal is to highlight the current challenges in the field of documentation requirements and provide you with practical solutions and best practices. We explore the impacts of technological developments such as headless CMS and AI, address key legislative changes, and show you how to effectively integrate norms and standards into your documentation processes.
Government grants and funding programmes offer an excellent opportunity to optimise your documentation processes and invest in modern technologies. Enter provides comprehensive advice and support in selecting the right tools, meeting technical requirements, and navigating complex regulatory demands. Contact us today to start your personalised consultation and make your documentation processes future-proof. Visit our contact page.
Technological developments significantly influence how technical documentation is created, managed, and delivered. Headless CMS and cloud-based infrastructures enable faster and more flexible content delivery, while mobile-first documentation and AI integration enhance user experience. Adapting to these technologies is crucial to remain competitive and improve the efficiency of documentation processes.
Headless CMS offer the advantage of rapid content delivery across various platforms. Technical documentation teams need to prepare for this shift by developing expertise in API-driven content delivery and decoupling content from presentation layers. This allows for more flexible and efficient content management that can be used across different devices and platforms. For more information on the benefits of digitalisation, see our article on digitalisation.
Cloud-based infrastructures provide scalability and accessibility, which are essential for modern technical documentation. Technical documentation strategies must incorporate data analytics to optimise storage and data management in cloud environments. This requires expertise in data analysis and backend systems. The tecteam study shows the importance of integrating cloud technologies for the future of technical documentation.
Mobile-first documentation requires rethinking user experience (UX) design. Technical writers must understand UX design principles to create user profiles based on data analysis and feedback. This enables the provision of context-related information and guidance on mobile devices. The integration of Augmented Reality (AR) offers additional potential for product training and information provision, especially on mobile devices and smart glasses.
Legislative developments present companies with new challenges in the area of documentation requirements. New regulations and directives such as the Product Safety Regulation, the Product Liability Directive, the AI Regulation, and the Machinery Regulation significantly impact the requirements for technical documentation. It's crucial to understand these changes and adapt documentation processes accordingly to ensure compliance and minimize risks.
The new regulations require more comprehensive safety assessments, an extended product liability (including software and component interactions), and rigorous documentation for AI systems. In particular, the AI Regulation places great emphasis on the documentation of AI systems, especially those classified as 'high-risk'. The GFT Academy provides detailed insights into the effects of these regulations.
The Machinery Regulation promotes digital documentation and introduces new requirements for the versioning, accessibility, and long-term archiving of documents. The Blue Guide Update differentiates between safety information (paper) and other content (electronic) and emphasizes compliance with specific directive and regulation requirements. The Blue Guide offers detailed information on this.
The analysis of case law, such as the tractor incident, highlights the legal consequences of inadequate warnings and instructions. The concept of 'obvious dangers' and the expected expertise of users in various contexts play an important role here. Companies must ensure that their documentation is clear, understandable, and comprehensive to minimize legal risks.
Norms and Standards play a crucial role in creating high-quality technical documentation. The 82079 series of standards provides a comprehensive framework for the preparation of operating instructions and other technical documents. ISO standards such as ISO 24183 (Terminology) and ISO 26514 (Software User Documentation) contribute to clarity, accuracy, and user comprehension. Adhering to these norms and standards is essential to ensure the quality and comprehensibility of documentation.
The 82079 series of standards includes various parts, including Part 2 for products for self-assembly/by laypersons and a part concerning plant engineering (systems and their interactions). These standards define the requirements for information on safe maintenance, troubleshooting, and component disconnection. The development of these standards is an ongoing process aimed at improving the quality and clarity of technical documentation.
Simplified Technical English (STE) is gaining increasing importance due to its understandability and ease of translation. Prioritising STE skills and using English as the source language for international documentation are important steps to ensure the global comprehensibility of documentation. Companies should train their technical writers in STE and adjust their documentation processes accordingly.
Automating translation processes can also contribute to improving the efficiency and consistency of documentation. By using translation memory systems and machine translation, companies can save time and costs while ensuring the quality of their documentation. However, it is important to carefully review and potentially correct the results of machine translation to avoid errors.
The financial sector faces particular challenges in the area of documentation requirements. The Digital Operational Resilience Act (DORA) aims to strengthen the digital operational resilience of financial companies and ensure the stability of the financial system. The BaFin provides a non-binding overview of the DORA documentation requirements to assist financial companies in implementing the regulation.
The BaFin overview provides a structured summary of the minimum requirements and a visual representation of the document hierarchy. The ICT strategy is a document that must be submitted, but all listed documents must be prepared in accordance with Article 4 DORA and will be reviewed by BaFin from 17 January 2025. The BDO overview offers detailed information on the DORA requirements.
The documentation plays a crucial role in the supervision and monitoring of financial companies. BaFin will review the documentation from 17 January 2025 to ensure that companies meet the DORA requirements. Companies must ensure that their documentation is complete, correct, and up-to-date to guarantee compliance and avoid sanctions.
The integration of artificial intelligence into documentation processes can help improve the efficiency and accuracy of documentation. AI-based tools can assist in the creation, review, and update of documents, ensuring that all relevant information is included. However, it is important to carefully monitor and validate AI systems to avoid errors and ensure the quality of documentation. For more information on artificial intelligence, see our article.
The EU Deforestation Regulation (EUDR) presents new challenges for companies in the area of due diligence for raw materials. The EUDR aims to combat deforestation and ensure that products sold in the EU do not contribute to deforestation. Companies importing, distributing or exporting affected raw materials and products must meet comprehensive documentation requirements.
The EUDR affects raw materials such as cattle, cocoa, coffee, palm oil, rubber, soy, and wood as well as products made from these. Companies must collect, verify, and publish information about the origin of these materials annually. Traceability to the production region is mandatory, regardless of quantity or value. The Morrison Foerster analysis provides detailed insights into the EUDR requirements.
A due diligence statement is required to confirm compliance with the EUDR due diligence obligations. This statement is submitted to the EU information system and assigns the responsibility for the product's compliance with the EUDR to the company. A reference number obtained upon submission is essential for the import/export of relevant products. The EUDR obliges companies to a three-step due diligence process, which includes information gathering (including geolocation), risk assessment (EU Commission's benchmarking system), and risk mitigation (additional information or audits).
Companies must establish a documentation and reporting system to document, assess, verify, and report compliance with due diligence obligations. Annual reviews and public reports are required. SME market participants can use existing due diligence statements under certain conditions. Enforcement of the EUDR is the responsibility of the member states, and breaches can lead to significant penalties.
To efficiently meet documentation requirements, companies should leverage best practices and available resources. A compliance checklist for user manuals can help ensure that all essential requirements are met. This checklist should consider aspects such as purpose, clarity, warnings, layout, illustrations, and text quality. The GFT Academy offers useful checklists and templates for this purpose.
There are numerous available resources that can support companies in creating and managing their documentation. These include sample user manuals, warnings templates, checklists, and e-books. Companies should utilise these resources to optimise their documentation processes and enhance the quality of their documentation. The integration of ESG risk management systems can also help improve compliance and promote business sustainability.
Companies should assess their EUDR applicability, gather geolocation data, comply with local laws, and register with the EU information system. Using ESG risk management systems and integrating EUDR reporting into broader ESG reports can enhance the efficiency and transparency of their documentation. It is important to keep abreast of ongoing ESG developments, particularly concerning the omnibus regulation.
Assess EUDR applicability: Identify which products fall under the EUDR.
Gather geolocation data: Collect precise data about the origin of raw materials.
Comply with local laws: Ensure that production meets local environmental and social laws.
The implementation of documentation requirements presents businesses with various challenges. The complexity of regulations, the resource requirements, and the training needs can make implementation difficult. It is important to recognise these challenges and take appropriate measures to address them. Automating processes and integrating AI can help increase efficiency and reduce resource needs.
Future developments will further change documentation requirements. Further automation of processes, improved AI integration, and the use of new technologies (e.g. Blockchain for traceability) will fundamentally change the way documentation is created, managed, and delivered. Companies need to prepare for these developments and continuously adapt their documentation processes.
Certification of documentation processes can help ensure the quality and compliance of documentation. Companies should invest in employee training and ensure they have the necessary knowledge and skills to meet documentation requirements. Collaborating with external experts and consultants can also be helpful in managing the complexity of regulations and finding the best solutions for the company.
The integration of real-time data, ensuring data quality, continuous improvement of AI models, and adapting to regulatory requirements are crucial factors for the success of documentation processes. Companies must ensure that their documentation is up-to-date, accurate, and complete to ensure compliance and minimise risks.
The documentation requirements are subject to constant change. Technological advancements, new laws, and changing user expectations demand continuous adaptation of documentation processes. Companies that quickly adapt to these changes and optimize their documentation accordingly can secure a significant competitive advantage. Documentation management software plays a crucial role in this.
It is important to recognize the importance of continuous adaptation to new requirements and to shape documentation processes accordingly. Companies should invest in employee training, deploy new technologies, and seek collaboration with external experts to manage the complexity of regulations and find the best solutions for the company. The ISO provides detailed information on this.
The future of technical documentation will be shaped by automation, AI, and new technologies. Companies that adopt these technologies early and adjust their documentation processes accordingly will be able to increase efficiency, improve quality, and ensure compliance. Continuous adaptation to new requirements is the key to success in the ever-changing world of documentation requirements.
Are you ready to optimize your documentation processes and ensure compliance? Enter offers comprehensive advice and support in implementing current documentation requirements. Contact us today to start your tailored consultation and make your documentation processes future-proof. Visit our contact page.
The tecteam study highlights the importance of integrating cloud technologies for the future of technical documentation.
The GFT Academy provides detailed insights into the impact of new regulations on technical documentation.
The Blue Guide by the European Commission offers detailed information on directive and regulation requirements.
The BDO overview offers detailed information on the DORA requirements in the financial sector.
The ISO provides detailed information on norms and standards in the field of technical documentation.
The Morrison Foerster analysis provides detailed insights into the EUDR requirements regarding due diligence for raw materials.
Which new laws and regulations are influencing documentation requirements?
New regulations such as the Product Safety Regulation, Product Liability Directive, AI Regulation, and Machinery Regulation significantly impact the requirements for technical documentation. Companies must conduct more comprehensive safety evaluations and produce rigorous documentation for AI systems.
How can headless CMS and cloud-based infrastructures expedite documentation processes?
Headless CMS enable rapid content delivery across various platforms, while cloud-based infrastructures offer scalability and accessibility. This leads to more efficient management and distribution of content.
What role does the 82079 standard play in creating operating manuals?
The 82079 standard provides a comprehensive framework for the creation of operating manuals and other technical documents. It defines the requirements for information needed for safe maintenance, troubleshooting, and component shutdown.
What is Simplified Technical English (STE) and why is it important?
Simplified Technical English (STE) is a controlled language that is gaining importance due to its clarity and ease of translation. The use of STE ensures the global comprehensibility of documentation.
What documentation obligations must financial companies fulfill under DORA?
The Digital Operational Resilience Act (DORA) aims to enhance the digital operational resilience of financial firms. The BaFin provides an overview of the DORA documentation requirements to assist financial companies in implementing the regulation.
What are the due diligence requirements for raw materials under the EUDR?
The EU Deforestation Regulation (EUDR) requires companies to collect, verify, and annually publish information on the origin of raw materials like cattle, cocoa, coffee, palm oil, rubber, soya, and wood. Traceability to the production region is mandatory.
How can compliance checklists and ESG systems improve documentation?
A compliance checklist for operating manuals can help ensure all essential requirements are met. The integration of ESG risk management systems can also help improve compliance and promote the sustainability of business practices.
What penalties are imposed for breaches of the EUDR?
Breaches of the EUDR can result in significant penalties, including fines (up to 4% of EU-wide annual turnover), product confiscation, exclusion from public procurement, and temporary business bans.
