What is Technical Documentation?

The term "technical documentation" refers to the preparation and publication of technical facts in a form appropriately optimized for the target group and objective.

The structure of information, concise formulation of texts, preparation of visual information and selection of the correct medium all play an essential role here.

Technical documentation is published not only as user and operating manuals, but also as electronic parts catalogs, service and repair manuals, software manuals, interactive help systems and online help. Technical documentation is not necessarily (just) in printed form; depending on its purpose, it can also be published on CD-ROM or on websites.

Legal fundamentals and standards for technical documentation

The provision of technical documentation is required by directives and laws. Relevant EU directives apply to manufacturers in the EU.

EC directives affecting technical documentation
EU Machinery Directive 2006/42/EC
Low Voltage Directive 2006/95/EC
Pressure Equipment Directive 97/23/EC
Equipment in Explosive Areas (ATEX) 94/9/EC
Lifts Directive 95/16/EC (for elevators)
Medical Device Directive 93/42/EEC
Product Liability Directive 85/374/EEC
General Product Safety Directive 2001/95/EC
… and many more

EU member states implement directives in national laws (such as the German GPSG). The GPSG states, for example, that when equipment or products are sold, a user manual must also be supplied in German if "particular rules must be observed to ensure health and safety when using, supplementing or maintaining technical work equipment or a ready-to-use consumer product".

Moreover, individual directives, such as the machinery directive and the medical device directive, contain specific content requirements for technical documentation. Compliance with these regulations is mandatory for and also in the interest of manufacturers and distributors of such products. Consequently, in cases of product liability, inadequate information is repeatedly referred to as a means to assign liability to a manufacturer.

In addition to the legal obligation, the following applies to the content of technical documentation: standards and guidelines of institutions and associations which are authoritative for the product concerned in the technical documentation must be taken into account. Standards and guidelines of this sort are issued, for example, by DIN, VDE, VDI, EN in Germany and the ISO internationally.

There is also a standard for writing instructions, specifically for their structure, content and presentation: DIN EN 62079 summarizes requirements and methodical rules which are to be taken into account when preparing manuals for users of products. The VDI 4500 series of guidelines has similar objectives.

Often the extent to which these laws, standards and directives have been followed when creating a specific piece of technical documentation only becomes apparent in a product liability case. A legally compliant manual can contribute to protecting the manufacturer against compensation claims.

The GPSG also presents a new approach: prevention is emphasized; dangerous or hazardous products should be stopped from reaching the market. In this respect, the authorities have the power to remove unsafe products from the market or to warn the public against their use, and technical documentation is once again an essential criterion for determining the safety of a product.

Internal and external technical documentation

In order to ensure that the user can handle the product safely and use it in accordance with the intended purpose, technical documentation for external use, such as an operating manual, is created. This is supplied together with the product.

Furthermore, the machinery directive also requires internal technical documentation which is used in a liability case as proof of product safety. This internal technical documentation includes, for example, risk assessments, design drawings, lists of standards, reports and test results.

Language and structure of technical documentation

Technical documentation represents a particular type of text. It has to meet strict requirements vis-à-vis comprehensibility, clarity and consistency. With respect to international marketing, the translatability of texts also plays an important role which must be taken into account at the preparation stage.

To meet these requirements, technical editors use what is referred to as "controlled language". This is characterized by rules and limitations in syntax, grammar and style which, together with a defined terminology, are to ensure the functionality of technical documentation. Methods for structuring often complex content are used in a formal sense to the same end.

Looking for specific information and understanding it quickly are supported by functional design, for example. Moreover, the structuring of content is an essential prerequisite for creating, managing, reusing and publishing it with an editorial system.

Usability and technical documentation

Linguistic and structural rules are not all that contribute to creating technical documentation appropriate for a target group. Usability tests can also check whether the user can actually find the necessary information in the manual quickly and understand the product instructions easily. Test persons use a specific product to check whether it can be operated easily and safely with the associated technical documentation. The information gained from usability tests can be used directly to improve the technical documentation.

Who creates technical documentation?

Technical editors are sought-after to prepare complex technical content for technical documentation in a way that is understandable for a particular target group. They have technical knowledge and an understanding of specialist language as well as rhetorical and teaching skills. Thus they themselves can understand the information they document in detail and at the same time rework it for users in an instructionally effective way.

Technical editors frequently come from the fields of mechanical engineering, electrical engineering or software programming - primary areas where technical documentation is created and used.

Even if an engineering background is not mandatory, basic technical knowledge is indispensable for a technical editor. Just as necessary are knowledge and skills in editorial work (research, text production, etc.) and in the conventional applications used for creating documentation, such as editorial systems and image processing software. These skills as well as the legal and normative requirements for technical documentation are learned by a technical editor in an internship or in-house training program. There are also (continuing) education courses for technical editors offered at some technical colleges and elsewhere throughout Germany.