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documentation requirements
New laws, technologies, and standards are rapidly changing the documentation requirements. Are you ready? We show you how to stay on top of things and future-proof your documentation. Do you need support with the implementation? Contact us.
New laws such as 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. series 82079) and the use of Simplified Technical English (STE) ensure the quality and comprehensibility of the documentation, leading to fewer enquiries and greater customer satisfaction.
The world of documentation requirements is constantly evolving. Technological advancements, new laws, and changing user expectations compel companies to continuously adapt their processes. This article provides you with a comprehensive overview of the key innovations and gives you concrete recommendations on how to tackle current challenges and optimise your technical documentation. We demonstrate how you can ensure compliance while simultaneously enhancing your efficiency.
Our goal is to clarify the current challenges in the field of documentation requirements and to equip you with practical solutions and best practices. We explore the impact of technological developments such as headless CMS and AI, address key legislative changes, and show you how to effectively integrate standards and norms 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 you with comprehensive advice and support in selecting the right tools, meeting technical prerequisites, and navigating complex regulatory requirements. Contact us today to start your personalised consultation and future-proof your documentation processes. Visit our contact page.
Technological advancements have a significant impact on 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 the user experience. Adapting to these technologies is crucial for staying competitive and increasing the efficiency of documentation processes.
Headless CMS provide the advantage of rapid content delivery across various platforms. Technical documentation teams need to prepare for this transition by developing expertise in API-driven content delivery and decoupling content from presentation layers. This allows for more flexible and efficient management of content that can be used on different devices and platforms. Further information on the benefits of digitalisation can be found in our article on digitalisation.
Cloud-based infrastructures offer scalability and accessibility, which are essential for modern technical documentation. Strategies for technical documentation 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 demonstrates the importance of integrating cloud technologies for the future of technical documentation.
Mobile-first documentation demands a rethink regarding user experience (UX) design. Technical writers must understand UX design principles to create user profiles based on data analysis and feedback. This allows for the provision of context-specific information and guidance on mobile devices. The integration of augmented reality (AR) offers additional potential for product training and information delivery, especially on mobile devices and smart glasses.
Legal developments present new challenges for companies 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, have significant impacts on the requirements for technical documentation. It is crucial to understand these changes and adjust documentation processes accordingly to ensure compliance and minimise risks.
The new regulations require more comprehensive safety assessments, enhanced product liability (including software and component interactions), and stringent documentation for AI systems. In particular, the AI Regulation places great emphasis on the documentation of AI systems, especially those deemed to be 'high-risk'. The GFT Academy offers detailed insights into the implications 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 distinguishes between safety information (paper) and other content (electronic), and stresses the necessity of adhering to specific guideline and regulation requirements. The Blue Guide provides 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 in this. Companies must ensure that their documentation is clear, understandable, and comprehensive to minimise legal risks.
Norms and Standards play a crucial role in the creation of high-quality technical documentation. The 82079 series of standards provides a comprehensive framework for creating user manuals and other technical documents. ISO standards such as ISO 24183 (Terminology) and ISO 26514 (Software User Documentation) contribute to clarity, accuracy, and user understanding. Adhering to these norms and standards is essential to ensure the quality and comprehensibility of the documentation.
The 82079 series of standards includes various parts, such as Part 2 for products for self-assembly/non-experts and a part for plant construction (systems and their interactions). These standards define the requirements for information needed for safe maintenance, troubleshooting, and component shutdown. The development of these standards is a continuous process aimed at improving the quality and comprehensibility of technical documentation.
Simplified Technical English (STE) is increasingly gaining significance due to its clarity and ease of translation. Prioritising STE skills and using English as the source language for international documentation are important steps to ensure global comprehensibility of the documentation. Companies should train their technical writers in STE and adjust their documentation processes accordingly.
The automation of translation processes can also help enhance the efficiency and consistency of documentation. By implementing 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 correct the results of machine translation where necessary, to avoid errors.
The financial sector faces specific 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 support 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 created in accordance with Article 4 DORA and will be reviewed by BaFin from 17 January 2025. The BDO overview offers detailed information on DORA requirements.
The documentation plays a critical 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 their documentation is complete, accurate, 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 the documentation. AI-powered tools can assist in the creation, review, and updating 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 the documentation. For more information on artificial intelligence, please refer to our article.
The EU Deforestation Regulation (EUDR) presents companies with new challenges regarding due diligence obligations for raw materials. The EUDR aims to combat deforestation and ensure that products sold in the EU do not contribute to deforestation. Companies that import, distribute, or export affected raw materials and products must meet comprehensive documentation requirements.
The EUDR covers raw materials such as cattle, cocoa, coffee, palm oil, rubber, soy, and timber, as well as products made from them. Companies need to collect, verify, and annually publish information regarding the origin of these materials. Traceability to the production region is mandatory, regardless of quantity or value. The Morrison Foerster analysis provides detailed insights into EUDR requirements.
A due diligence statement is required to confirm compliance with due diligence obligations under the EUDR. This statement is submitted to the EU information system and assigns responsibility for the product's EUDR compliance to the company. A reference number obtained upon submission is essential for importing/exporting relevant products. The EUDR requires companies to engage in a three-stage 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, evaluate, verify, and report on compliance with due diligence obligations. Annual reviews and public reports are required. SME market participants may use existing due diligence statements under certain conditions. Enforcement of the EUDR falls under the jurisdiction of member states, and violations can lead to significant penalties.
To efficiently meet the documentation requirements, companies should rely on best practices and available resources. A compliance checklist for operating instructions can help ensure that all essential requirements are met. This checklist should consider aspects such as purpose, comprehensibility, 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 the creation and management of their documentation. These include sample operating instructions, warning notice templates, checklists, and e-books. Companies should use these resources to optimize their documentation processes and improve the quality of their documentation. Integrating ESG risk management systems can also help improve compliance and promote the sustainability of business operations.
Companies should check EUDR applicability, collect geolocation data, comply with local laws, and register for the EU information system. Utilizing ESG risk management systems and integrating EUDR reporting into broader ESG reports can enhance the efficiency and transparency of documentation. It is important to monitor ongoing ESG developments, particularly regarding the omnibus regulation.
Check EUDR applicability: Identify which products fall under EUDR.
Collect geolocation data: Gather precise data on the origin of raw materials.
Comply with local laws: Ensure production complies with local environmental and social laws.
The implementation of documentation requirements presents various challenges for companies. The complexity of regulations, the need for resources, and the need for training can make implementation difficult. It is important to recognize these challenges and take appropriate measures to address them. Automating processes and integrating AI can help increase efficiency and reduce the need for resources.
Future developments will further change the documentation requirements. The 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 must prepare for these developments and continuously adapt their documentation processes.
The certification of documentation processes can help ensure the quality and compliance of documentation. Companies should invest in training their employees and ensure they have the necessary knowledge and skills to meet the 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, the continuous improvement of AI models, and adapting to regulatory requirements are crucial factors for the success of documentation processes. Companies need to ensure their documentation is current, accurate, and complete to ensure compliance and minimize risks.
The documentation requirements are subject to constant change. Technological advancements, new laws, and evolving user expectations demand continuous adaptation of documentation processes. Companies that anticipate these changes early and optimise their documentation accordingly can secure a crucial competitive advantage. Documentation management software plays a pivotal role in this.
It is important to recognise the importance of continuous adaptation to new requirements and to shape the documentation processes accordingly. Companies should invest in training their staff, use new technologies, and seek collaboration with external experts to manage regulatory complexity 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 optimise your documentation processes and ensure compliance? Enter offers comprehensive advice and support to implement current documentation requirements. Contact us today to start your bespoke consultation and future-proof your documentation processes. 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 of the European Commission offers detailed information on directive and regulation requirements.
The BDO overview provides 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 obligations for raw materials.
Which new laws and regulations affect 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 assessments and create stringent documentation for AI systems.
How can headless CMS and cloud-based infrastructures speed up documentation processes?
Headless CMS allows for quick content delivery across various platforms, while cloud-based infrastructures offer scalability and accessibility. This leads to more efficient management and deployment of content.
What role does the 82079 standards series play in creating operating manuals?
The 82079 standards series provides a comprehensive framework for creating 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 increasingly important due to its understandability and ease of translation. The use of STE ensures the global comprehensibility of documentation.
What documentation obligations must financial companies meet under DORA?
The Digital Operational Resilience Act (DORA) aims to strengthen the digital operational resilience of financial companies. 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 publish information annually regarding the origin of raw materials like cattle, cocoa, coffee, palm oil, rubber, soy, 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. Integrating ESG risk management systems can also enhance compliance and promote the sustainability of business operations.
What penalties are faced for breaches of the EUDR?
Breaches of the EUDR can lead to significant penalties, including fines (up to 4% of EU-wide annual revenue), product seizures, exclusion from public tenders, and temporary business bans.
