ISO 20607 Definitive Guide: Creating Instruction Handbooks

Creating user manuals that comply with the long list of requirements of the Machinery Directive is a challenging task. Callusnow: +49030258142572 Home Howwehelp INSTRKTIVadvises INSTRKTIVcreatesyourmanuals INSTRKTIVprovidesauthors INSTRKTIVprovidestools&training Howwework Blog INSTRKTIVBlog-Law&Legislation INSTRKTIVBlog-Usability INSTRKTIVBlog-Tools&efficiency INSTRKTIVBlog-Othertopics INSTRKTIVPodcast References JOBS About Contact SHOP Articles WritinginSimplifiedTechnicalEnglish CreatingaDeclarationofConformity Writinguser-friendlyuserassistance TechnicalWritingTools WritingU.Scompliantmanuals CreatingVideoTutorials   Languageselect NL DE EN Youaresearchingforkeyword:{{keyword}} Sluiten {{page.title}} GuidetoISO20607:InstructionHandbooksforMachinery 10/9/2019FerryVermeulenLaw&Legislation Creating usermanualsthatcomplywiththelonglistofrequirementsoftheMachineryDirective isachallengingtask.  Thepersonwhoseresponsibilityitistocreatetheuserinstructionswillnotonlyneedtomastertechnicalcommunication,butshouldalsobeskilledinriskassessing,designing,visualising,usabilityandlegalmatters. Butthereishope. Finally,astandardhasbeendevelopedthatspecificallyfocusesoncreatinginstructionhandbooksformachinery.   Ifyouwanttomakesurethatyoufulfilalllegal,market,andregulatoryobligationsforyourmachinery,applyingtheISO20607standardisanabsolutemust. NotonlywillthestandardhelpyoutocomplywiththeMachineryDirective,itwillalsohelpyoutocreateinstructionsthatsupportyouruserstoworkwithmachinerysafely.  InthisguideI’mgoingtoshowyoueverythingyouneedtoknowaboutthenewISO20607standardfor creatinginstructionhandbooksformachinery. Let’sgetthisstarted! DOWNLOAD THE MACHINERYCHECKLISTANDSEEIFYOURMANUALCOMPLIES     DOYOUWANTTOCHECKIFYOURDOCUMENTATIONCOMPLIES? Wecancheckifyourtechnicaldocumentationandmanualscomplywiththe ISO20607standardandtheEuropeanDirectives. CONTACTUS! TheISO20607standardinanutshell TheISO20607standardforInstructionHandbookshasbeendevelopedbyISO,theInternationalOrganizationforStandardization.  Inoneofmyotherarticles,Idiscussthe82079-1:2019standardforInformationforUse.ThisstandardhasbeendevelopedundertheIEC/IEEEumbrella.Thereisarelationshipbetweenthetwostandards.  AtthemomentthatthedevelopmentoftheIS020607standardstarted,thecommitteewasnotyetawareoftherevisionofthe82079standard.Whentheydidbecomeawareofthisfact,thescopechanged. Thecurrent20607standardisnowbasedonthe82079standardandshouldbeseenasanenhancementtothe82079standardthatcontainsadditionalguidelinesfordevelopinginstructionhandbooksformachineryspecifically. Manyguidelines,asdescribedinthe82079standardhavenotbeenrepeatedinthe20607standard,suchashowtowritecleartextsorapplytheprinciplesofminimalism.  Sowhataretheshortcomingsofthe82079standardandwhatdoesthe20607standardincludethatthe82079standarddoesnotcover?Inotherwords:whydoweneedastandardformachineryonly? The20607standardprovidessafetyspecificationsformachinerythataremorespecificthanthe82079standard.ThereisastrongrelationshipbetweentheISO12100standardforriskassessmentandriskreduction.  ISO12100standardisintendedformachineryonly,sothisstandardhasnotbeentakenintoaccountforthedevelopmentofthe82079standard. The82079standardisdevelopedforabroadscopeofproducts,rangingfromtoystomachineryandleavesituptothetechnicalwritertodecidewhatrequirementstouseforaspecificproduct,regardlesswhetherthisisatoy,machineormedicaldevice. Thereforethescopeofthe20607standardisdescribedas“specifyingrequirementsforthemachinemanufacturerforthepreparationofthesafety-relevantpartsofaninstructionhandbookformachinery”.  The20607standardcoversallprovisionsfromsection1.7.2.4.ofthe MachineryDirectiveandthereforecoverstheDirectiveinfull(exceptfortherequirementonnoiseemissionasthisiscoveredbyotherstandards).The82079standarddoesnotspecificallycoveralltheseprovisionsofthemachinerydirective. Becausethe20607standardshouldbeconsideredasanadditiontothe82079standard,bothstandardsshouldbeappliedwhenyouarecreatinganinstructionhandbookformachinery.  Whenyouapplybothstandards(assoonastheyareharmonised)whendevelopingyourinstructionhandbook,youcreatethehighestpossiblepresumptionofconformitywiththecorrespondingrequirementsofharmonisationlegislation. Accordingtothe20607standard,aninstructionhandbookcreatedinaccordancewiththestandardisintendedtoinformthereadersinsuchawaythatafterreadingit,theyareawareofhowtousethemachinerysafelyaccordingtoitsintendeduseduringthefulllifecycleofthemachinery.  TheISOstandardisatype-Bstandard.Type-Bstandardsarestandardsthatdealwithspecificaspectsofmachinerysafety,whereastype-Astandardsspecifybasicconcepts(suchastheENISO12100)andtypeCstandardsprovidespecificationsforacertaincategoryofmachinery. Butlikethe82079standard,the20607standardstillprovidesgeneralguidelinestofollowinordertocomplywiththeMachineryDirective.Itremainsuptothetechnicalwritertousetheseguidelinestocreateclearandsafeinstructionsforaspecifictypeofmachinery. Asanexample,the20607standardstatesthattheinstructionhandbookmustincludeinstallationinstructions.However,itisnotdescribedinmuchfurtherdetailwhattheseinstallationinstructionsmustcontainexactly.  So,focussingonmachineryandasanenhancementtothe82079standard,the20607standardcoversthefollowingtopics:  Contentandstructureoftheinstructionhandbook; Languageandformulation/styleguide; Formsofpublication. Thereasonthatthecontentandstructureispartofthestandard,istocomplywithsection1.7.4.2oftheMachineryDirective.Thissectionclearlydescribesthecontentoftheinstructionsformachinery. Thecontentofmachineryoftendiffersfromthecontentofotherproductgroups.Forexample,formachineryyoushouldincludeasparepartlistorcommissioninginstructions.Thiskindofinformationisoflesssignificancefortoys.  Languagerequirementsformachinerydifferslightlyfromthoseofotherproducts.Iwilldiscussthatlater. Also,theformofpublicationwillbediscussedlaterinthisarticle.The20607standardcreatesmuchmorefreedomwhenitcomestoelectronicdistributionofinstructionhandbooks,comparedwithhowthiswasinterpretedintheGuidetoApplicationoftheMachineryDirective.  Let’sdiscussthemaintopicsofthe20607standardinfurtherdetail. Therelationshipbetweenthe20607and12100standards ISO12100isthestandardforriskassessmentandreductionofmachinery.Basically,therearethreewaystoreducerisksthatarerelatedtotheuseofmachinery. Riskscanbereducedbyimprovingthedesign,takingsafetymeasures,orbyprovidinginformation,suchaswarningsand instructions.Riskreducingmeasureshavetobeconductedinthedescribedorder. Assuch,the ISO12100standardconsidersthedraftingofinformationforuseasanintegralpartofthedesignofamachine.  Astandardthatspecificallygivesrequirementsabouttheinformationforuseformachineryhasalwaysbeenobsolete.TheISO20607standardfillsthisgapandprovidesfurtherrequirementsoninformationforusegiveninISO12100. TermsanddefinitionsgiveninISO12100alsoapplytotheISO20607standardand/orhavebeentakenover,suchasinstructionhandbook.  Theinstructionhandbookisdefinedasthepartoftheinformationprovidedbythemachinemanufacturertothemachineuserthatcontainsinstructionsandadviceconcerningtheuseofthemachineryduringallphasesofitslifecycle. Therelationshipbetweenthe20607and theMachineryDirective ISO20607coversalmostallrequirementsoninstructionmanualsasgivenintheMachineryDirective2006/42/EC. AccordingtotheMachineryDirective,eachinstructionmanualmustcontain,whereapplicable,atleastthefollowinginformation: Thebusinessnameandfulladdressofthemanufacturerandofhisauthorisedrepresentative; Thedesignationofthemachineryasmarkedonthemachineryitself; TheECdeclarationofconformity; Ageneraldescriptionofthemachinery; Thedrawings,diagrams,descriptionsandexplanationsnecessaryfortheuse,maintenanceandrepairofthemachineryandforcheckingitscorrectfunctioning; Adescriptionoftheworkstation(s); Theintendeduseofthemachineryanditsreasonablyforeseeablemisuse; Warningsconcerningwaysinwhichthemachinerymustnotbeusedthatexperiencehasshownmightoccur; Assembly,installationandconnectioninstructions,includingdrawings,diagramsandthemeansofattachmentandthedesignationofthechassisorinstallationonwhichthemachineryistobemounted; Instructionsrelatingtoinstallationandassemblyforreducingnoiseorvibration; Instructionsfortheputtingintoserviceanduseofthemachineryand,ifnecessary,instructionsforthetrainingofoperators; Informationabouttheresidualrisksthatremaindespitetheinherentsafedesignmeasures,safeguardingandcomplementaryprotectivemeasuresadopted; Instructionsontheprotectivemeasurestobetakenbytheuser; Theessentialcharacteristicsoftoolswhichmaybefittedtothemachinery; Theconditionsinwhichthemachinerymeetstherequirementofstability; Instructionswithaviewtoensuringthattransport,handlingandstorageoperationscanbemadesafely; Theoperatingmethodtobefollowedintheeventofaccidentorbreakdown; Thedescriptionoftheadjustmentandmaintenanceoperationsthatshouldbecarriedoutbytheuserandthepreventivemaintenancemeasuresthatshouldbeobserved; Instructionsdesignedtoenableadjustmentandmaintenancetobecarriedoutsafely; Thespecificationsofthesparepartstobeused,whentheseaffectthehealthandsafetyofoperators; Thefollowinginformationonairbornenoiseemissions: TheA-weightedemissionsoundpressurelevelatworkstations,wherethisexceeds70dB(A);wherethisleveldoesnotexceed70dB(A),thisfactmustbeindicated, ThepeakC-weightedinstantaneoussoundpressurevalueatworkstations,wherethisexceeds63Pa(130dBinrelationto20µPa), TheA-weightedsoundpowerlevelemittedbythemachinery,wheretheA-weightedemissionsoundpressurelevelatworkstationsexceeds80dB(A). Wheremachineryislikelytoemitnon-ionisingradiationwhichmaycauseharmtopersons,inparticularpersonswithactiveornon-activeimplantablemedicaldevices,informationconcerningtheradiationemittedfortheoperatorandexposedpersons. ISO20607:Useterminologyandwordingwiselytocreateaclearhandbook ISO20607emphasisesthattheinstructionhandbookmustbecomprehensibleandthattheuseofstandardisedterms,recognisabletechnicaltermsandexplanationsoftermsthatarenecessarytouseisthewaytomeetthisrequirement. Also,thehandbookmustbeassimpleandasbriefaspossible.Thiscanforexamplebeachievedbyenhancingtextwithpictogramsanddrawings,theuseofsimplesentencesandavoidingtheuseofsynonyms. Tablesandbulletlistscanpresentsomeinformationclearerthanlongtexts.Chronological,logicalandsequentialwritingwillmakeinstructionseasiertounderstand.  Usingaproperwritingstyleandrightvocabularyensuresthatreaderscanunderstandinformationinthehandbookmoreeasily. Alwaysbegininstructionswiththegoal.Thiscanbe“changingtheoil”or“installingthemachinery”.  Alwaystakethetargetgroupintoaccountwhenwritingyourinstructions.Avoidusingjargonandusewordingthatthereaderislikelytounderstand. Useconsistent,accurate,unambiguous,complete,logical,conciseandsimplewording. AnnexC-Recommendationsforwritinginstructionsgivesguidelinesandrecommendationsforsentencesandwordsthatpreferredandthosethatshouldbeavoided.  Forexample,theappendixstatestousetheactivevoiceandgives‘cleanthemachine’asapreferredexampleand‘makesurethatthemachineisclean’asthenon-preferredexample. Over20otherguidelinesarelistedinAnnexCwithanevenlybalanceofpreferredandnon-preferredexamples.Theguidelinesincludedirectionsontheuseofreferences,unambiguity,theuseofnounsvs.pronounsetc. Aclearinstructioncancontainthefollowingparts: Thenumberofthestep; Theinstructionitself; Thepurposeorreasonoftheinstruction; Theeffectoftheinstruction/checkingiftheinstructionhasbeencompletedsuccessfully.  Example: Pressthebuttontocleanthemachine.Thebrushstartsrotating. Inordertobeclear,warningsshouldcontainthesignalword,thenatureofthehazard,anypossibleinjuryordamageandinformationonhowtoavoiddamage.  Example:  DANGER!Highlycorrosivechemicals.Riskofsevereeyeandskininjuries.AvoidcontactWeareyesandbodyprotection. Includeallthecontentrelevantforeachphaseofthelifecycle  TheMachineryDirectivegivesrequirementsforthecontentoftheinstructions.AlsotheISO12100standardrequirestheinclusionofallcontentthatmaybeusedduringthefulllifecycleoftheproduct. Asananswertothis,the20607standardprovidesanexampleofhowahandbookcanbestructured.Inotherwords:howthetableofcontentsofhandbookcouldlooklike.Ofcourse,thetableofcontentsshouldbefurthertailoredtotheneedsoftheuserofthespecificmachinery.  Titlepage Tableofcontents Introductionto/purposeofthisinstructionhandbook Safety Machinedescription Intendeduse Keymachinespecifications Controlsanddisplaysdescriptions Floorplan/layout Transportation,handlingandstorage Transportingthemachineand/orthecomponents Handlingthemachineand/orthecomponents Storingthemachineand/orthecomponents Assembly,installationandcommissioning Assembly/integrationofthemachine Positioningofthemachine Mechanical,pneumatic,hydraulicandelectricalinstallation Checkandtestofsafetysystems Installationcheck Commissioning Originalequipmentmanufacturersettings Mechanicalsettingsandsynchronization Safety-related(setting)parameters Pneumatic,hydraulic,electricalandvacuumsettings Othersettings Operation Operatingmodes Machinestart-upandshut-down Sequenceorchronologyofoperations Otheroperatinginstructions,ifapplicable Productorcapacitychangeover Generalproductorcapacitychangeoverinformation Product-specificset-upinformation Inspection,testingandmaintenance Cleaningandsanitizing  Faultfinding/troubleshootingandrepair Generalfaultfinding/troubleshootingandrepairinformation Troubleshootingchart(electricalengineering) Troubleshootingofelectricalsensors,vacuumsystems,pneumaticsystemsandhydraulicsystems Dismantling,disablingandscrapping Documentsanddrawings Documents Drawings  Partlist Index Glossary Annexes Section5oftheISO20607standarddescribesthisstructureofahandbookinmuchfurtherdetail.Thisisdefinitelywherethe20607standardisagreatadditiontothe82079standardandwheremostoftheMachineryDirectiverequirementscanbeperfectlymet. AstheISO20607standarddistinguishesitselffromthe82079standardbygivingmorespecific requirementsonthesafetyspecificationsformachinery,let’shaveacloserlookatthissection.  Agreatimprovementofthe20607standardcomparedtootherstandardsinregardtoinformationforuse,istherequirementtoincludesafetyinformationwherethetaskisdescribed,meaningthatyoushouldwarntheuserwhereariskcouldoccur. Practically,thiscanbeatthebeginningofasectionorembeddedinaspecificstep.Allsafetyrequirementsthatarenotrestrictedtospecifictaskscanbeprovidedtogetherinaspecificsectionofthehandbook. Exampleofaninstructionwithanembeddedsafetymessage Allwarningsaboutpotentiallyhazardoussituationsthatcanoccurduringtheintendeduseandreasonablyforeseeablemisusemustbegiven.  Also,theoperatingmethodtobefollowedintheeventofaccidentsorbreakdownsmustbeincluded.Forexample,thiscanbeadescriptionofthelocationoftheemergencystoportheinstructionstogetmedicalsupport. Adescriptionofthefire-fightingequipmenttobeusedshallbegivenaswell.Whenoilorgascatchesfire,theuseoffire-fightingequipmentusingwatershouldbeavoided. Whenpossibleemissionorleakageofhazardoussubstancescanoccur,informationonthishastobeprovided.Ifapplicable,instructionsonhowtofighttheireffectsshallbegiven. Thisvideoexplainsexactlyhowtodeterminealllegallyrequiredcontentforyouroperatormanual: BUYNOW Howtopresentandformatyourinstructionhandbook Youcancreateasingleinstructionhandbookorasetofseparatedocuments.Forexample,youmightwantaseparatedocumentfortheinstallation,maintenanceoruseofamachine.Otherreasonstosplitahandbookmightincludebecauseasingledocumentistoolargeorcomplex,oryouwantaseperatehandbookforeachdifferenttargetgroup. Whenyoudodecidetobundlealltheinformationfordifferentaudiencesintoonedocument,makesuretoclearlyindicatewhichpartisforwhom. Makesuretousefontsandfontsizesthataresufficientlyclearandlargeenoughtoensurelegibility.Asaguideline,usean8-pointto14-pointfontforparagraph-textinprinteddocumentation. TheISO20607standardcontainsthetablethatisusedinthe82079standardwithminimumrecommendedfontsizesandheightsofsafetysignsandsymbols.Safetyinformationshouldbeclearlyrecognisablefromotherinformation.Thiskindofinformationcanbeemphasisedusingboldanditalicfonts,lines,framesorcolours.  Useheadingstohelptheuserfindwhattheyarelookingfor.Shortandclearmeaningfulheadingsworkbest.Theheading‘Replacingoil’ismoremeaningfulthan‘Maintenance’.  Canyoupublishyourinstructionhandbookonline? ThishasalwaysbeenahottopicastheMachineryDirectiveitselfisnotveryclearaboutthis. TheMachineryDirectivedoesrequirethat‘Beforeplacingmachineryonthemarketand/orputtingitintoservice,themanufacturerorhisauthorisedrepresentativeshallprovide,inparticular,thenecessaryinformation,suchasinstructions’. However,itisnotmentionedinwhichformattheinstructionsshouldbeprovidedandifthismustbeprintedandincludedwiththeproduct,orwhetherthesecanbeprovidedonline. TheGuidetoApplicationoftheMachineryDirectivestatesthefollowing: Section1.7.4doesnotspecifytheformoftheinstructions.Itisgenerallyagreedthatallhealthandsafetyrelatedinstructionsmustbesuppliedinpaperform,sinceitcannotbeassumedthattheuserhasaccesstothemeansofreadinginstructionssuppliedinelectronicformormadeavailableonanInternetsite.However,itisoftenusefulfortheinstructionstobemadeavailableinelectronicformandontheInternetaswellasinpaperform,sincethisenablestheusertodownloadtheelectronicfileifhesowishesandtorecovertheinstructionsifthepapercopyhasbeenlost.Thispracticealsofacilitatestheupdatingoftheinstructionswhenthisisnecessary. Althoughthe Guideisnotlegallybinding,ithasalwaysbeengenerallyagreedthatuserinstructionsshouldbeprovidedinpaperform,atleastthehealthandsafetyrelatedinformation(seealsothisarticle). Thismightchangeassoonasthe20607standardbecomesharmonised. Section7ofthestandardstatesthattheinstructionhandbookmustbeprovidedasagreedwiththecustomer,takingintoaccountlocallegislationofthecountrywherethemachineryisplacedonthemarketand/orputintoserviceforthefirsttime. Thismeansthatinprinciplethehandbookcanbeapaperhandbook,placedonanelectronicstoragemedium(suchasacd,usb-stickoronadeviceaccompanyingthemachinery),publishedonlineorhaveavisualorauditoryform. Shouldyoutranslateyourinstructionhandbook? Alsowhenitcomestotranslatingyourinstructionhandbook,the20607standardmentionsthattheagreementwiththecustomerisleading,butagain,locallegalrequirementsshouldbetakenintoaccount. ThisisdifferentfromwhattheMachineryDirectiveitselfrequires.  AccordingtotheDirective,allmachinerymustbeaccompaniedbyinstructionsintheofficiallanguageoroneoftheofficiallanguageswherethemachineryisplacedonthemarketand/orputintoservice.  Asanexception,theDirectiveallowsthemaintenanceinstructionsintendedforusebyspecialisedpersonnelmandatedbythemanufacturerorhisauthorisedrepresentative,tobesuppliedinonlyonelanguagewhichthespecialisedpersonnelunderstands.  Also,itisremarkablethattherequirementtomentionwhetherthehandbookregardstheoriginalinstructionsoratranslationoftheoriginalinstructionscan’tbefoundinthe20607standard.  Conclusion Well,thereisalottosayaboutcreatinginstructionhandbooksforMachineryaccordingtoISO20607asyoucansee! AndIhavemoreorlessonlycoveredthoseaspectsthatareanadditiontotheIEC/IEE82079standard. Ithinkthe20607standardisagreatstandardandbyapplyingit,youdon’tjustcreatecompliantinstructionhandbooks. Yourinstructionswillbesuperclearanduser-friendlyaswellandyourreaderswillsimplyloveusingyourmachinery. So,createsomeawesomeinstructionsandsavesomelivesoutthere! Ifyoufindthatthispostishelpfultoyou,Iwouldappreciateitifyoucould leaveacommentbeloworcontactmeforanyinquiries. Also, readthispostonhowtouseauser manualtemplatetocreatecompliantinstructions. DOYOUWANTAUSERMANUALTEMPLATETHATALREADYCONTAINSTHELEGALPARTS? Taketheshortestwaytoacompliantmanual.Wehavedevelopedusermanualtemplatesformachinery,toys,medicaldevicesandelectronicsthatcontainalllegalcontent.  BUYHERE! Share: USERMANUALTEMPLATE Jointheover25,000subscriberstoournewsletter I'MIN! Signup × Country... 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