Which software helps make technical documentation comply with the Machinery Regulation?
Calenco
Short answer
A CCMS such as Calenco helps address the technical documentation requirements of Machinery Regulation (EU) 2023/1230, which applies from 20 January 2027.
Four requirements directly affect documentation management: digital instructions must remain available online for at least 10 years after the machinery is placed on the market; machinery changes and safety software versions must be traceable; documentation must reflect relevant changes and the EU declaration of conformity must be kept up to date; and instructions, safety information and the declaration must be available in the languages required by the countries concerned.
Calenco supports these needs through modular authoring, built-in versioning, updates across shared content and translation management within one platform.
Webinar: Machinery Regulation EU 2023/1230 and technical documentation
On 8 October 2026, Calenco hosted a webinar with Axess and Axones Consulting on the technical documentation requirements of Machinery Regulation (EU) 2023/1230. The speakers presented the obligations applicable from 20 January 2027 and how to produce, update and distribute compliant documentation.
The Machinery Regulation changes the role of technical documentation
Regulation (EU) 2023/1230 replaces Machinery Directive 2006/42/EC and applies from 20 January 2027. Unlike a directive, a regulation applies directly in all European Union Member States without national transposition.
Instructions, the EU declaration of conformity and technical documentation form part of manufacturers’ obligations, notably under Article 10. Documentation must follow the machinery throughout its lifecycle.
Four documentation requirements under the Machinery Regulation
The regulation contains many obligations. Four of them directly affect how technical documentation is produced and managed.
1. Digital instructions available online (Article 10)
The regulation allows instructions to be provided digitally. Users must be able to print, download and save them. They must remain accessible online for the expected lifetime of the machinery and for at least 10 years after it is placed on the market.
Paper remains relevant: at the user’s request at the time of purchase, the manufacturer supplies paper instructions free of charge. For machinery that may be used by non-professionals, essential safety information must still be provided on paper.
2. Traceability of changes (Articles 10 and 18, Annex III)
When machinery design changes, the manufacturer must account for those changes to maintain conformity. A person making a substantial modification becomes a manufacturer and assumes the associated obligations, including documentation. Annex III also addresses traceability of safety software versions installed after machinery is placed on the market.
For documentation, this means knowing which document version corresponds to which machinery version.
3. Ongoing updates (Articles 10 and 21)
Changes to machinery, its production process or applicable standards must be taken into account. The EU declaration of conformity must be kept up to date. Technical documentation and the declaration must remain available to authorities for at least 10 years.
4. Multilingual management (Articles 10 and 21)
Instructions and safety information must be written in a language easily understood by users, as determined by the Member State concerned. The EU declaration of conformity must be translated into the languages required by the Member State where the machinery is placed on the market. Machinery sold in several EU countries therefore requires multiple language versions, all of which must be kept up to date.
Why office tools reach their limits
With scattered Word files, the same safety warning may be copied into dozens of manuals. Each change must be applied manually in every document and then in every language. Version history depends on individual discipline and file naming.
As the number of machines, variants and languages increases, so does the risk of inconsistent instructions, outdated translations and a history that is difficult to reconstruct during an inspection.
A CCMS: an approach suited to the Machinery Regulation
A Component Content Management System manages documentation as modules. Content is written once, stored in a single source of truth and reused in every document that needs it.
This approach supports the regulation’s requirements. A change is made once and propagates wherever the content is reused. Versions are recorded, translations are managed from the same platform and digital publishing is part of the tool’s normal operation.
How Calenco addresses these requirements
| Regulatory requirement | References | Calenco’s response |
|---|---|---|
| Digital instructions online | Article 10 | Digital production and distribution; DOCX, PDF, HTML and WebHelp output |
| Traceability of changes | Articles 10 and 18, Annex III | Built-in versioning: version number, modification date and time, author |
| Ongoing updates | Articles 10 and 21 | Reusable modules: source changes propagate to documents that reuse them |
| Multilingual management | Articles 10 and 21 | Two translation submission methods and real-time tracking in Calenco |
Producing and distributing digital documentation
Calenco Docs is a web platform that brings technical documentation together in one workspace. Existing Word and Excel documents can be imported. Content can then be published as DOCX, PDF, HTML and WebHelp. One content source supports both printable instructions and an online version.
Ensuring traceability with versioning
In Calenco, each content change is associated with a version number, an author, a date and a time. Versioning helps reconstruct the documentation’s history and identify which document version was distributed with which machinery version.
Update once, distribute everywhere
A predefined module, such as a safety instruction or component description, can be reused in several documents. When the source module changes, the update propagates to every document that reuses it, reducing duplicate entry and omissions.
Managing and tracking translations
Calenco offers two ways to send content for translation and real-time progress tracking. The platform integrates with Phrase and Brainbow. Each language version remains linked to the same source content, making it easier to update all languages after a change.
Frequently asked questions
When does the Machinery Regulation apply?
Regulation (EU) 2023/1230 applies from 20 January 2027, replacing Machinery Directive 2006/42/EC on that date.
Are paper instructions being abolished?
No. Instructions may be digital, but users can request a free paper version at the time of purchase. Essential safety information for machinery that may be used by non-professionals must still be provided on paper.
Is a CCMS mandatory for compliance?
No. The regulation does not require any particular tool. A CCMS such as Calenco helps manage updates, version traceability and languages, which become harder to maintain in office files as document numbers grow.
Prepare now
20 January 2027 is approaching. Structuring documentation into modules, setting up versioning and organizing translations take time. Manufacturers preparing now can approach the deadline with documentation that is current, traceable and available in every required language.
Want to see how Calenco fits your technical documentation? Contact the Calenco team for a demonstration.