Insight Mobile



If one mentions document management during the maintenance phase, this often means only the administration of technical documents such as drawings, technical specifications or test specifications. This usually also represents the extent that is managed in a document management system (DMS). Technical documents are mainly prepared before commissioning a plant or provided by the manufacturer. During the operating phase, these are processed in revisions via a quality-assured release process.

In addition, there are operational documents which are produced in large numbers during the planning and execution of maintenance work. These include, for example, work orders, inspection or test reports. These documents are often only available in paper form and are not archived in a document management system. After completion of the documentation of a maintenance work, the operational documents are also completed. There is no subsequent revision.

For example, a technician needs different documents to perform an inspection job. This includes the inspection order as well as the inspection protocol to be completed. In the case of more extensive inspections, an inspection instruction and, if necessary, technical drawings are added. In order to assess the results of the on-the-spot inspection and, if necessary, carry out additional measures, the results of the last inspection would be helpful.

In the example mentioned, both technical and operational documents are required to carry out maintenance work. To facilitate access to all documents, it would be helpful if all documents were accessible from one place. If operational documents are not digitized, the central access can not be realized.

“In contrast to technical documents, the number of operational documents is growing rapidly, resulting in a great deal of effort in digital archiving.” “The production of the operating documents is not subject to a quality-assured document management process, but is carried out parallel to the maintenance process, which means that operational documents can not be stored in a quality-assured DMS archive.” “Operational documents contain signatures and hand entries which can not be digitized automatically.”

All these are often reasons for not archiving operational documents digitally. However, there are several, already established solutions for the digitization of operational documents with which these arguments can be weakened. In particular, solutions that prevent or reduce media breakages are the key to the digital archiving of operational documents. One of these is the use of mobile solutions.

The use of suitable mobile devices can completely dispense with documents in paper form. On a mobile device, all necessary documents can be kept in digital form (also offline). If the screen size is sufficient, paper forms can be played back on mobile devices 1: 1. The input with a pen including handwriting recognition is now also standard. This makes it easier to switch to digital documents for technicians.

By the digital recording of the operative documents all collected data can be analyzed. Thus, inputs from the inspection log can be compared with the target specifications from the specification or the results of the last inspection (s). In the case of a deviation, the device points directly to the technician. In this way, for example, error inputs can be corrected on site and thus data, and document quality can be improved. If rework is necessary due to deviations, these can also be signaled on site and carried out by the technician. This saves additional paths and speeds up the maintenance process. Also, faults detected on the spot, including photographs or by other persons, can be recorded directly digitally.

With the completion of the maintenance work, all data are available in digital form so that the operative document can be digitally archived with minimal effort. Additional documentation steps, e.g. The manual recording of paper forms is omitted. Signatures such as e.g. Which are carried out on paper so far can also be carried out on a mobile device and archived in such a way that a signature on paper can be dispensed with.

Author: Andreas Rosemann, Head of Sales at GiS – Gesellschaft für integrierte Systemplanung mbH