Technical documentation according to the Machinery Directive – requirements, content, and responsibility.
Oct 21, 2025
Establishing and managing technical documentation for machines is a central part of the Machinery Directive and a prerequisite for CE marking. The documentation demonstrates that a machine meets the essential safety and health requirements and serves as evidence to authorities and users.
Requirements for technical documentation
For the documentation to be valid, it must meet the following requirements:
Archiving period: stored for at least 10 years from the manufacture of the machine.
Language: must be written in an official EU language.
Accessibility: must be made available upon request to the responsible national authorities.
Traceability: content must be traceable back, including origin, allocation of responsibility, and changes.
Contents of the technical documentation
According to the Machinery Directive, the documentation must include the following parts:
Plan for the entire machine as well as control circuit plans.
Detailed drawings and plans, including calculations, test results, and conformity assessments.
List of relevant essential requirements, standards, and technical specifications.
Description of chosen solutions to prevent risks (often related to the risk analysis).
Technical reports, certificates, and test results for conformity.
User manual for the machine.
Declaration of conformity or declaration of incorporation and installation instructions.
Declaration of conformity for machines or units that are incorporated into the machine.
Responsibility of operators and employers
Even after manufacturing, responsibility for documentation and safety may lie with operators and employers, especially when machines are modified. If the change is not considered a substantial modification, it is the operator/employer who is responsible for safety. This means that one must:
Ensure that the work equipment is safe.
Comply with national occupational safety legislation.
Follow the operational safety regulations (e.g., Betriebssicherheitsverordnung in Germany)
Establish documentation as proof of control over changes.
Digital platform for machine safety
With Noex's digital platform, companies can simplify the work with technical documentation, CE marking, and risk analysis. The platform makes it easy to consolidate all requirements in one system, ensure traceability, and facilitate communication internally within the company as well as with authorities and customers.
FAQ
What is technical documentation according to the Machinery Directive?
It is a collection of documents that shows that a machine meets the essential safety and health requirements and is necessary for CE marking.
How long should technical documentation be kept?
The documentation must be archived for at least 10 years from the date the machine was manufactured.
What language should technical documentation be written in?
It should be written in an official EU language so that national authorities can review it.
What should technical documentation include?
It should include drawings, risk analyses, test results, user manual, as well as a declaration of conformity, among other things.
Who is responsible for documentation during modification of machines?
If the change is not substantial, the operator or employer is responsible for safety and updated documentation.
