What is O&M documentation?
Operations and Maintenance (O&M) documentation is a crucial part of any company’s maintenance strategy. It includes the documents you collect from the contractor on your project or from the supplier of your components and spare parts. It can also consist of operational data that you record yourself during daily operations.
O&M documentation typically includes:
- Technical drawings
- Manuals
- Certificates
- Receipts
- CE marking
- Operational data
These documents can provide guidelines on how to maintain your components. They can also be used to develop operational or project plans within your company.
If your O&M documentation is not well organized, you risk breakdowns and errors. But how do you ensure that your documents are accessible when you need them?
Learn about the importance of documentation and digitalization
Manage O and M documentation in a Digital Maintenance System
Today, nearly all documentation is sent digitally. This is both smart and efficient, as it saves you from having to return to the office to find paperwork in a binder. But how should you store the files to easily locate the right document when you need it?
File server or Maintenance System?
Many companies choose to structure their documentation on a file server because it is a familiar way to store files. While this may seem straightforward, it comes with several drawbacks:
- Documents are independent of maintenance tasks, making it difficult for colleagues to find the right files when they need them.
- Lack of version control can result in employees using outdated documentation.
- No link to maintenance history, making it hard to track which documents were used previously.
By storing your O&M documentation in a digital maintenance system, you gain several advantages:
- Documents are directly linked to relevant machines, equipment, or buildings.
- Employees can quickly locate documentation using search functions and metadata
- Version control ensures that only the latest documents are used
- Documentation is accessible from both computers and mobile devices
This makes maintenance tasks easier to perform, as you can instantly access the necessary documentation without needing to know exactly what to look for.
Mandatory documentation
O&M documentation is not just about keeping internal workflows organized – it is also essential for complying with legal and safety requirements.
- Building and machinery documentation, such as CE markings, certificates, and safety documents, is often legally required and must be available during inspections.
- In the event of an incident or breakdown, you must be able to prove that proper maintenance has been carried out.
- Inspections and certifications often demand precise documentation of maintenance tasks.
By using a digital maintenance system, you ensure that documentation is always up to date and easily accessible during inspections and audits.
Operations & Maintenance documentation in INEXTIA
INEXTIA is a maintenance system that allows you to link your O&M documents directly to the relevant components and maintenance tasks. This means that manuals, technical drawings, and similar documents can be attached to specific equipment, eliminating the need for maintenance personnel to search for files on a file server or in a binder at the office.
Da INEXTIA kører som et website med tilknyttet app – INEXTIA Appen, kan du tilgå dokumenterne, uanset hvor du befinder dig. Du undgår altså at tage turen tilbage til kontoret, hvis du har glemt nødvendige D&V-dokumenter til at kunne udføre vedligeholdet.
By digitizing your O&M documentation in INEXTIA, you save time, reduce errors, and ensure that maintenance is always carried out with the right information.
