Technical Document Management

Technical Documentation Management
Technical Documentation Management involves the development, production, storage, maintenance, security, and the distribution of technical documentation. Below we follow through each of these stages in more detail. Why is it required? After a product is initially supplied it will undoubtedly, throughout its life, be upgraded. These upgrades can be through design change, advances in technology, software upgrades or as a response to customer feedback. It is essential that any technical documentation accompanying a product continually reflects the latest build standard. What does it achieve? Technical document management ensures that:      Documents supplied fulfil the needs of the user/maintainer Only valid ‘up to date’ information is published Resources are not wasted on the distribution of ‘out of date’ information Information can be classified so as to restrict the people who have a need to use it Any documentation changes are recorded and retained for configuration control and auditing purposes

How is it achieved? Development/Production New documentation for a product is produced to enable the user/maintainer to have a detailed knowledge of the equipment, and be able to operate, diagnose failure and maintain the equipment to which it relates to a set standard. Storage Maintaining a library, electronic library or database of all publications held ensures that the information for a particular product can be held ‘up to date’. Its current status and any amendment and distribution details are held alongside the most current documents. Maintenance/Security Technical documentation is maintained through processes which involve periodic reviews, external requests and several processes by which a change can be implemented. Reviews can be conducted when:    Remedial action is required to correct an error in the document noted during a periodic review, as a result of a user observation or through design changes Corrective action is required to prevent an accident or error from occurring Information requires updating due to advancements in technology

Any changes are reviewed by subject matter experts who judge the accuracy of the document to ensure that it satisfies its intended purpose. Authors will then implement the changes, ensuring that the appropriate areas are highlighted and any resultant changes are independently approved. Every change to a technical document is version controlled and the original records relating to the change request retained as part of any audit process. Distribution Distribution of publications, appropriate amendment packs or revised documents to all users are undertaken, ensuring that the removal and destruction of out-dated documents are carried out if necessary. Original documentation, together with source information is retained within a dedicated database for history. Please visit our website for more information on technical documents, translation services and technical document services.