Introduction
In the world of electrical engineering, it is more than just a compulsory exercise: the documentation of electrical systems and machines. Not only is it required by law, it is also the most important tool for maintenance, expansion and troubleshooting in complex systems. In many companies, however, it is neglected or incompletely maintained - with serious consequences.
In this comprehensive article you will learn:
- Why the documentation of electrical systems and machines is so crucial
- Which standards, regulations and minimum requirements apply
- How structured and practical documentation should be structured
- Which tools and methods facilitate creation and maintenance
- How to avoid typical mistakes and benefit from them in the long term
- How to significantly increase the availability and safety of your electrical systems with consistent documentation
1. why professional documentation is essential
1.1 Legal requirements
The Ordinance on Industrial Safety and Health (BetrSichV), the Occupational Health and Safety Act and various VDE standards require complete and up-to-date documentation of electrical systems. The responsibility lies with the operator and, in the case of modifications or conversions, also with the company carrying out the work.
If the documentation is missing or incomplete, this can lead to
- Delays in commissioning
- Problems with safety checks
- Liability risks in the event of damage
- Refusal of machine acceptance by experts
- Fines and sanctions imposed by supervisory authorities
1.2 Technical and economic relevance
The documentation not only serves to comply with the standard, but also to ensure the:
- Fast fault diagnosis in the event of malfunctions
- Efficient spare parts procurement thanks to clear component details
- Optimized maintenance planning through structured maintenance tables
- Integration into digital maintenance systems (predictive maintenance)
In short: good documentation saves time, money and nerves - especially in industry.
2. what must be documented?
2.1 Mandatory components according to standards
According to DIN EN 60204-1, VDE 0100, VDE 0113 and DIN EN 61439, at least the following documents are required:
- Circuit diagrams and wiring diagrams
- Terminal diagrams and wiring lists
- Parts lists of the components used
- Circuit and function description
- Cable lists / connection layouts
- Protection concepts and safety-relevant functions (SIL / PL)
- System diagrams, assembly drawings, control cabinet layouts
- Test reports, CE declaration, commissioning reports
- Maintenance manual / operating instructions / user manual
2.2 Additional, useful documents
- Network calculations, voltage drop verifications
- Measured values from initial test and repeat test
- Risk and hazard assessments
- Training documents for operators
- History of conversions or extensions
- Links to software versions, control programs, safety data
Especially in Industry 4.0, complete digital documentation is becoming the foundation of system communication.
3. which standards and regulations are relevant?
| Standard / regulation | Contents |
|---|---|
| DIN EN 60204-1 | Safety of electrical machines |
| DIN EN 61439 | Requirements for low-voltage switchgear and controlgear assemblies |
| DIN VDE 0100 | Installation of electrical systems |
| DIN VDE 0113 | Electrical equipment of machines |
| BetrSichV | Plant safety obligations for operators |
| Machinery Directive 2006/42/EC | CE marking, technical documentation |
| DGUV Regulation 3 | Periodic inspections of operating equipment |
| DIN EN ISO 12100 | Risk assessment and risk mitigation |
💡 Tip: Regularly check whether your documentation complies with current standards - especially for conversions.
4. structure of professional documentation
4.1 Recommended structure
Well-structured documentation follows this pattern:
- Cover sheet (attachment, creator, date, version number)
- Table of contents (with page references)
- System overview / system diagram
- Circuit diagrams and wiring diagrams
- Terminal diagrams, wiring lists
- Device list / parts list
- Functional description
- Safety functions (e.g. emergency stop, light curtain)
- Test protocols (e.g. DGUV 3)
- CE Declaration of Conformity
- Maintenance instructions / operating instructions
- History / conversions / updates
- Software versions and control logic (PLC programs)
4.2 Formatting and design
- Standardized layout, e.g. according to DIN 82045
- Version management and change history
- Unique file names and document numbers
- Electronically searchable PDFs and editable source files
- Use of a DMS (document management system) or CAE system
A consistent structure saves search time, prevents errors and creates trust among inspectors.
5. mistakes that should be avoided - and what they can cost
The quality of documentation is not a nice-to-have, but a directly measurable economic factor. In practice, the following typical errors lead to long downtimes, misunderstandings and legal problems:
5.1 No or incomplete documentation
The most common and at the same time most critical error: only incomplete, outdated or no documentation exists. Without a complete circuit diagram or device list, structured troubleshooting is hardly possible - especially in shift operation or when staff are absent.
Consequences:
- Extended downtimes in the event of faults
- Increased personnel costs for troubleshooting
- Danger to operational safety
5.2 Outdated plans in the control cabinet
Still standard in many companies: A yellowed paper plan in the switch cabinet, last updated in 2009. Changes in the meantime have been "passed on verbally" or are stored in the foreman's head.
Consequences:
- Safety-relevant changes are missing
- Responsibilities are not transparent
- External technicians cannot work effectively
5.3 Unclear or duplicate designations
If cable designations are assigned twice or devices are numbered several times, chaos is inevitable. Consistent naming is a must - both on the plan and in reality.
Consequences:
- Risk of confusion during maintenance and conversions
- Increased risk during recommissioning
- Incorrect test logs due to incorrect assignment
5.4 No version history or change documentation
Who changed what and when - and why? Without traceable change tracking, you lose control over the technical status of the system.
Consequences:
- No more CE conformity after conversions
- Loss of legally secure verifiability
- Problems with insurance claims
5.5 Media discontinuity: documentation on paper, data on USB, plans in folders
A widespread problem is decentralized storage: some of the documents are stored in the office, some on a USB stick and the rest in the control cabinet. This means that information can neither be kept up to date nor found quickly.
Consequences:
- No overall overview of the system status
- Increased susceptibility to errors during conversions
- Loss of time due to searching and inquiries
5.6 Lack of integration of software versions and control technology
Modern machines have PLCs, HMIs, bus systems and often several software versions. However, these are often missing from the electrical documentation - even though they are relevant to safety.
Consequences:
- Danger from unknown security vulnerabilities
- Total failure after software updates
- No possibility for quick recovery
👉 Conclusion: These errors are not only annoying, but also dangerous and expensive. As a rule, they are avoidable - through consistent maintenance of documentation and professional processes.
6 The real benefits of complete documentation - and why you should act now
Complete, structured and digitally available documentation of electrical systems is far more than just a regulation. It is a real competitive advantage and offers you concrete added value on several levels:
6.1 For operators: more availability, fewer liability risks
- Fast troubleshooting: In the event of a fault, technicians can work directly with the right plan - regardless of whether they know the system.
- Reduced downtime: Up-to-date documentation saves valuable minutes and hours for every malfunction.
- Legal certainty: You fulfill your obligations towards authorities, employers' liability insurance associations and insurers.
- Safe operation: Well-maintained safety functions (e.g. emergency stop circuits, protective disconnections) protect your employees and systems.
6.2 For maintenance teams: efficient work without wasting time
- Fewer queries: technicians can find all information immediately in the documentation.
- Mobile use: Modern DMS systems enable access to plans directly at the machine via tablet or smartphone.
- Preventive maintenance: Traceable history allows you to recognize patterns at an early stage before faults occur.
- Fast training of new colleagues: The training period is significantly reduced thanks to clean documentation.
6.3 For planners, designers and external service providers
- Faster implementation of conversions and extensions thanks to comprehensible wiring diagrams, cable lists and PLC structures
- Reliable basis for CE conformity and risk analyses
- Professional appearance towards customers and authorities
- Reduced effort for tenders, quotation calculation and project planning
6.4 For management: Clarity about your investment situation
- Transparency in the plant inventory: Which machines meet which standards? Which safety functions are installed where?
- Investment protection: Existing documents can continue to be used for conversions and modernizations.
- Digitalization advantage: Documentation is the first step towards true Industry 4.0 integration of your electrical infrastructure.
➡️ Conclusion: Whoever documents, wins. Your documentation is your insurance policy, your store of knowledge, your efficiency engine. And it can be expanded at any time - if you start today.
7. documentation in the life cycle of a system
Created once and filed away? That's not enough.
The documentation accompanies the system throughout its entire life cycle:
- Planning and project planning - recording all requirements and risks
- Construction and commissioning - adaptation to the real structure
- Operation and maintenance - addition of measurement data and maintenance reports
- Modifications / extensions - Maintenance of the version history
- Decommissioning / dismantling - dismantling concepts, proof of disposal
➡ Each phase requires the documentation to be updated and maintained. This is the only way to keep your documentation valuable.
Conclusion: Documentation is not an appendix, but a central system element
Anyone who believes that documentation is just an expense fails to recognize its true value: it is risk management, investment protection and a productivity factor at the same time. Modern tools make the creation and maintenance of documentation efficient and practical.
Whether you are a planner, operator or maintenance engineer, everyone involved benefits from standard-compliant, complete and well-structured documentation.
➡ Would you like to take your electrical system documentation to a new level? Contact us for advice, software recommendations or an individual optimization concept.
How up-to-date is your plant documentation? What challenges do you face? Write to us in the comments - or let us talk.
