Introduction

Product and system documentation is crucial in product development and manufacturing to ensure efficiency, quality, and long-term product support. These documents—including product specifications, system requirements, and design records—serve as blueprints for engineers, technicians, and future teams. When incomplete, outdated, or ignored documentation occurs, businesses face serious operational and financial risks.

The genesis of this article is a seemingly barrage of family, friends, and colleagues about the lack of documentation of manufacturing equipment and the lack of following the design documentation when developing new products and systems. I then had flashbacks over my career.  This lack of care in documentation seems to be habitual.  I had a specific flash at a vehicle OEM that had set the acceptable 0km (zero kilometer) failure rate for the product, this was a contractual obligation by the supplier to the OEM.  However, the product’s design had constituent parts that would violate this contractually documented obligation.  There was no way the product would meet this obligation.

Product documentation is a tangle of many inputs and dependencies.

The Importance of Product and System Documentation

Documentation is not meant to be punitive. There are reasons for documentation; well done, we know how the system works even after we have modified it. It seems easy to conclude that one does not need documentation, so nobody needs documentation of the product, system, or process. Other parts of the company will make use of accurate documentation.  For example, the aftermarket folks may use systems documentation to develop the maintenance and other vehicle manuals.  In our experience, the lack of documentation is punitive, costing money and organizational efficiency.

Consistency and Quality Control

Comprehensive product and system documentation ensures that manufacturing processes remain consistent across different production cycles. Specifications guide engineers in maintaining quality standards and reducing production variability.

Efficient Troubleshooting and Maintenance

When machines malfunction or require upgrades, well-documented system specifications allow engineers to diagnose and fix issues quickly. Without proper documentation, troubleshooting becomes time-consuming, leading to costly downtime. Those engineers who will maintain the system after we have moved on will be grateful to have an articulation of how the system works and the upgrades over the life of the product.

Compliance with Industry Standards

Regulatory requirements in manufacturing demand accurate system design records, safety protocols, and operational guidelines. Inadequate documentation can lead to non-compliance, legal penalties, and potential product recalls.

Problems with Insufficient Documentation

Increased Errors and Rework

When teams do not have access to accurate documentation, mistakes become inevitable. Engineers may misdesign components, leading to rework, wasted materials, and increased production costs.

Wasted

We once served in a leadership role of a vehicle manufacturer’s Electrical/Electronic and Embedded test and verification department.  There was one extensive vehicle multisystem change project.  A supplier of a significant subsystem that was part of the update was also part of the changes.  The supplier sent no release notes in the delivered iterations, neither did they point to their design documents.  There was nothing from the supplier to help define the verification space, what they intended the subsystem to do in the vehicle context.

Fortunately, as the purchasing customer, we had systems specifications describing how the final product incarnation should work. So, we tested every system-level interaction defined by these cross-functional systems specifications.  The result was that test cases were executed on features that were not yet included in the subsystem – arguably a waste of effort.  However, since the test failed, a defect report was written against the subsystem, the negative side of this was the increased stress on the supplier.  On the positive side, at the end of the first pass testing, we had a method of tracking what would be in each iteration from the supplier via their response to the logged defect.

Loss of Tribal Knowledge

Many manufacturing companies rely on experienced employees who understand complex systems. Without documented processes, this knowledge is lost when key employees leave, making it harder for new team members to maintain or improve systems.

Delays in Product Updates and Adaptations

As manufacturing technology evolves, adapting to new requirements becomes challenging without proper records. Engineers must spend unnecessary time reverse-engineering systems instead of focusing on innovation.

The Consequences of Not Updating Documentation

Legacy System Challenges

Manufacturers often use equipment for decades. If product and system documentation is not updated, future teams will struggle to integrate new technologies, leading to inefficiencies and higher operational costs.

Supply Chain Disruptions

Outdated documentation can result in procurement issues, especially when sourcing replacement parts or modifying production lines. Suppliers need accurate specifications to provide compatible components.

Safety Risks and Liability Issues

Failure to document and update safety protocols can lead to hazardous working conditions. Companies may face lawsuits and regulatory fines if an accident occurs due to outdated instructions.

Best Practices for Maintaining Product and System Documentation

• Standardize Documentation Formats: Use consistent templates and structures for all technical documents.
• Document reviews: Team reviews as part of the release process, help spread knowledge to other team members and find errors and unfulfilled needs.
• Implement Version Control: Track changes and ensure teams access the latest specifications.
• Regularly Audit and Update Records: Schedule periodic reviews to keep documentation accurate and relevant.
• Use Digital Documentation Systems: Cloud-based solutions make managing, searching, and updating records easier.
• Train Employees on Documentation Importance: Encourage teams to follow and contribute to documentation practices.

Conclusion

Neglecting product and system documentation can lead to costly mistakes, inefficiencies, and safety hazards. Manufacturers can streamline operations by prioritizing accurate, up-to-date documentation, enhance product longevity, and ensure seamless future adaptations. Proper documentation is essential for a resilient, future-proof manufacturing process.

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