Digital Machinery Manuals: Can Paper Be Eliminated From 2027?
- Wednesday, August 26, 2026
From 20 January 2027, Regulation (EU) 2023/1230 will become fully applicable, replacing the current Machinery Directive 2006/42/EC.
One of the main changes for machinery manufacturers is the possibility of providing instructions for use and safety information in digital format, avoiding the systematic delivery of bulky printed manuals.
Will Printed Manuals Still Be Mandatory from 2027?
The new Regulation allows manufacturers to provide machinery instructions exclusively in digital format, provided that specific requirements are met.
The documentation must be:
- easily accessible to the user;
- downloadable and storable on a device;
- printable;
- clearly associated with the correct machine;
- available for the expected lifecycle of the product and, in any case, for at least ten years.
The manufacturer must also indicate, on the machine, its packaging or the accompanying documentation, how to access the digital instructions.
When instructions are provided exclusively online, the purchaser may still request a free paper copy at the time of purchase.
For machinery intended also for non-professional users, essential safety information must continue to be provided in paper format.
Simply Uploading a PDF Online Is Not Enough
The possibility of eliminating the routine delivery of printed documentation represents a significant advantage, but it requires a structured approach to digital document management.
A simple link to a shared folder may not be sufficient. Over time, the link could change, the file could be replaced, or the customer could end up consulting an incorrect version of the manual.
Manufacturers must be able to ensure that every user can easily find the documentation relating to their specific machine and its installed configuration.
The Benefits of Digital Documentation
Moving from paper to a digital system helps reduce the costs associated with printing, preparing and shipping manuals.
However, the benefits also extend to internal organisation and after-sales service:
- manuals and certificates linked to each individual serial number;
- quick access to the correct documentation;
- easier distribution of updates;
- lower risk of using outdated versions;
- fewer repetitive requests to technical support;
- immediate access to information directly from the machine;
- more organised management of diagrams, spare parts documentation and certificates.
Preparing Today for the 2027 Machinery Regulation
The transition to digital documentation is not simply about replacing paper with a PDF.
It requires proper organisation of machine serial numbers, document versions and the methods customers use to access information.
Starting today makes it possible to progressively digitise the documentation archive for installed machinery and be ready for 2027 with a system that is already organised and operational.
How to Manage Digital Manuals with TecnoScan
TecnoScan allows each machine and serial number to be linked to its corresponding technical documentation.
Through a QR code applied directly to the machine, customers can quickly access:
- operation and maintenance manuals;
- electrical and pneumatic diagrams;
- declarations and certificates;
- spare parts documentation and drawings;
- photographs and video tutorials;
- after-sales service contact details.
This means that documents are not simply stored in a generic archive, but organised according to the specific machine they belong to.
Customers can find the information they need more quickly, while manufacturers reduce the time spent searching for and manually sending files.
Would You Like to Digitise Your Machinery Documentation?
With TecnoScan, you can make manuals, diagrams, certificates and spare parts documentation accessible directly from the machine via QR code.