# Energy utilities: documenting legacy control systems https://www.explicio.com/en/cases/energy-supply-onboarding-cover/ Last updated: 2026-11-02 > When knowledge of historical faults and non-standard circuit configurations is no longer held solely in the minds of the operations team, it is captured through familiar channels such as voice notes or photographs. The assistant links this information and provides precise source references upon request, ensuring that cover staff can act with confidence. WZ D CASE STUDY · ENERGY SUPPLY # Who knows the legacy circuitry when the experts are on leave? Onboarding & deputising Shift handover is imminent, but the experienced control room operator is on holiday. While new control technology is in use, the legacy plants behave differently than documented. There are no written instructions for historical faults or special cases known only to the outgoing team. The cover staff must now make decisions without access to the experts' tacit knowledge. When knowledge of historical faults and non-standard circuit configurations is no longer held solely in the minds of the operations team, it is captured through familiar channels such as voice notes or photographs. The assistant links this information and provides precise source references upon request, ensuring that cover staff can act with confidence. [Request trial access](https://explicio.cloud/registrieren?weg=test) [What would it cost us?](https://www.explicio.com/en/pricing/#rechner) - CONTROL SYSTEMS - COVER SHIFTS - DOCUMENTATION - KNOWLEDGE MANAGEMENT WHAT THE LOSS COSTS Incorrect switching decisions can lead to unnecessary load shedding or extended downtime. Searching for information in old, unstructured files wastes valuable time during critical situations. HOW EXPLICIO SOLVES THE PROBLEM AS THE FIRST LAYER ## Capture. Connect. Find. - CAPTURE 01 People Knowledge is captured directly within daily workflows, eliminating the need for extra forms. Using the channels the team already utilises, voice notes, photos of switchgear cabinets, or videos can be uploaded. The assistant reviews the input and queries for clarification if connections are unclear or missing. - CONNECT 02 Connectors & measurement data Existing email inboxes containing historical fault reports or logs can be integrated as .eml files. Technical drawings and old maintenance reports are also understood and linked with new inputs, rather than requiring manual re-typing. - GRAPH & OUTPUT 03 Colleagues & systems When queried, the assistant responds in the language of the question and cites the exact source, such as a specific page in a logbook or a timestamp on a voice note. Discrepancies in the data are highlighted rather than smoothed over, thereby enhancing information reliability. SAMPLE DIALOGUE WITH THE EXPLICIO ASSISTANT ## What it sounds like day to day. A typical question from this situation, the assistant's follow-up and the answer with its reference — an example, not a transcript. TEAM MEMBER How was the emergency shutdown bypassed during the fault at the North Switching Station last year? FOLLOW-UP · PAIR4 ON THE CPU Do you mean the configuration at the main distribution board or the local fuse? TEAM MEMBER At the main distribution board. EXPLICIO ASSISTANT The emergency shutdown was bypassed by manually bridging fuse F-12, as described in the fault report dated 14/03/2023. This was a one-off measure because the automatic control system failed. Reference: Fault Log, Page 4, Role: Control Room Operator, Timestamp: 14/03/2023 15:30 Self-check — loads when visible. ASKED ## What businesses in this industry ask. How can I document tacit knowledge about legacy control systems when experts are leaving? + − Knowledge is captured via around 20 channels, including voice notes and photos that the team already uses. The assistant queries for clarification when connections are unclear, thereby securing knowledge for the future. Which tools assist with knowledge management in energy supply for cover shifts? + − Tools such as Explicio understand documents, photos, and voice notes, linking them together. Every response cites its sources with precise references, allowing cover staff to rely on verified knowledge. How does knowledge management work in companies with historical fault data? + − Knowledge maps and linked databases store information from emails and logs. The assistant responds in the language of the question and highlights discrepancies to ensure accuracy. What are the best tools for knowledge management in control systems? + − The best tools capture knowledge through familiar channels like voice notes and understand the content. They offer secure processing, for instance on on-premise hardware, and provide answers with clear source attribution. WHAT EXPLICIO DOES NOT DO HERE ## Limits that apply — even when nobody asks. - ✕ Explicio does not grade learning progress or hand out marks. - ✕ Explicio does not compare employees and shows no ranking. - ✕ Explicio does not replace any safety briefing required by law. [What Explicio does not evaluate — for works councils and data protection →](https://www.explicio.com/en/works-council/) MORE IN THIS CONTEXT ## The same question from two directions. MORE FROM ENERGY SUPPLY - [Is knowledge of legacy circuits missing during the SCADA transition?](https://www.explicio.com/en/cases/energy-supply-it-engineering-projects/) - [When the setup expert goes on holiday: Who knows the undocumented parameters?](https://www.explicio.com/en/cases/energy-supply-production-maintenance/) [To the industry page →](https://www.explicio.com/en/solutions/energy-supply/) SAME SITUATION: ONBOARDING & INDUCTION - [Is the know-how of setup technicians lost during shift changes?](https://www.explicio.com/en/cases/manufacturing-onboarding-cover/) - [Is your business losing knowledge when a driver is off sick?](https://www.explicio.com/en/cases/transport-and-logistics-onboarding-cover/) - [Who covers site management when oral agreements are missing?](https://www.explicio.com/en/cases/construction-onboarding-cover/) [Everything on this area →](https://www.explicio.com/en/areas/onboarding-cover/) TRY IT DIRECTLY · DEMO WITHOUT A CALL ## Does this exact knowledge island exist in your business too? Test this scenario now for 30 days free of charge – one voice message is enough. [Request a quote](https://explicio.cloud/registrieren?weg=angebot) [What would it cost us?](https://www.explicio.com/en/pricing/#rechner) - **Term**: 30 days from your first knowledge - **Cost**: 0 € - **Licence**: none — we bill the knowledge, not the seat