A New Era of Digitalization in Technical Documentation

What key changes does the Machinery Regulation introduce in technical documentation?

Piotr Garbela: The most significant change concerns making documentation available in electronic form instead of printed copies. Manufacturers must ensure that customers have access to documentation, for example, via a “content delivery” platform, which can be linked through a QR code placed on the product.

This solution opens up incredible opportunities for creating interactive materials tailored to the needs of the end user. Instead of traditional paper versions, documentation can take the form of videos, animations, or transcripts, making knowledge easier to absorb in a modern way.

What possibilities does interactive documentation offer?

Piotr Garbela: Interactivity allows users to quickly access the information they need. With proper permissions, operators can easily find instructions, such as how to replace a part—just by entering a few keywords or filtering results appropriately.

Interactive documents enable instant data searches, unlike flipping through paper manuals, which takes more time. Moreover, well-designed tools work across multiple platforms, including phones, computers, and tablets.

What features should an ideal platform for managing technical documentation have?

Piotr Garbela: First, the system should be easy to use. It must support saving in various formats, especially XML, ensuring compatibility with different platforms.

Second, it should have a structure based on standards such as DITA or S1000D, which are used not only in the defense sector.

Most importantly, platforms should be tailored to user needs. The tool should handle diverse metadata and attributes for better information management. A process audit can help select the right tools.

What are the benefits of having a system where documents are stored in one place rather than just linked?

Piotr Garbela: An integrated document system offers many advantages for companies. It enables quick access to information, making it easier for employees to find what they need.

All documents are cataloged in one place, saving time. Users can personalize their libraries, increasing efficiency.

The system is supported by artificial intelligence, which simplifies documentation management and speeds up access to necessary information. Remote access from various devices adds flexibility. In short, this solution streamlines information management and improves team productivity.

What challenges do clients face when transitioning from paper to electronic documentation?

Piotr Garbela: Creating documentation for companies is crucial and requires proper structure. A system that allows generating and processing universal XML files is very helpful.

Costs associated with implementing digitalization can also be a challenge. However, solutions can be tailored to the size, profile, and budget of a company.

It’s also worth having a dedicated person responsible for documentation so engineers can focus on their tasks rather than writing manuals. This approach aligns with modern specialization trends.

Can clients implement your solution themselves, or do you recommend outsourcing?

Piotr Garbela: Clients can carry out the digitalization process themselves, but outsourcing is safer. The client knows their products but needs expert support to build the information architecture and document structure.

The provider only implements the system. Collaboration between the client, provider, and expert creates synergy that delivers the best results.

How do you see the future of technical documentation in the context of further digitalization and technological development?

Piotr Garbela: Artificial intelligence is becoming an essential tool for supporting the creation of documentation and procedures. It plays a key role in transforming the technical writer’s profession, assisting with tasks such as migrating documents to electronic versions and verifying compliance with legal requirements.

The most important skill will be the ability to use these technologies effectively in daily work. AI excels at repetitive tasks, opening new opportunities for employees and allowing them to focus on conceptual work.

The future requires readiness to adapt and a flexible approach to upcoming changes.