# Maintenance Documentation: Preserving Tacit Knowledge https://www.explicio.com/en/cases/health-and-social-care-production-maintenance/ Last updated: 2026-11-02 > When knowledge about special parameters is no longer held solely in a setup engineer’s head, it is captured via the usual channels. The assistant clarifies ambiguities on the spot and links the information to existing maintenance logs. WZ Q CASE STUDY · HEALTH AND SOCIAL WORK # Who knows the machine’s special parameters when the setup engineer is absent? Production & maintenance The experienced setup engineer is retiring. His knowledge regarding the fine-tuning of the special milling machine for custom orders is not recorded in the manuals. On his final day, this knowledge is not typed into a rigid form but secured through conversation and brief notes while the machine is still running. When knowledge about special parameters is no longer held solely in a setup engineer’s head, it is captured via the usual channels. The assistant clarifies ambiguities on the spot and links the information to existing maintenance logs. [Request trial access](https://explicio.cloud/registrieren?weg=test) [What would it cost us?](https://www.explicio.com/en/pricing/#rechner) - KNOWLEDGE LOSS - SUCCESSION - SPECIAL PARAMETERS - MAINTENANCE WHAT THE LOSS COSTS If this knowledge is missing, the successor must painstakingly re-determine the parameters. This leads to scrap, downtime, and the risk of the machine being damaged by incorrect settings. HOW EXPLICIO SOLVES THE PROBLEM AS THE FIRST LAYER ## Capture. Connect. Find. - CAPTURE 01 People Knowledge is input via the channel the team already uses, whether as a voice message, a photo of the setting, or a video of the procedure. The assistant asks targeted questions if connections to other parameters are unclear, rather than simply storing the information. - CONNECT 02 Connectors & measurement data Existing operating instructions and maintenance logs are integrated as documents or emails. The assistant understands this content and links it to new captures, eliminating the need for manual indexing. - GRAPH & OUTPUT 03 Colleagues & systems Colleagues retrieve the knowledge later via chat or API. They receive an answer in their own language, specifying exactly which voice message or log the information came from. Contradictions in the sources are highlighted, not smoothed over. 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 What was the feed rate during the last machining of the aluminium profile? FOLLOW-UP · PAIR4 ON THE CPU Do you mean the profile for the custom order or the standard series? TEAM MEMBER The custom order. EXPLICIO ASSISTANT For the custom order, the feed rate was reduced to 450 mm/min to maintain surface finish quality. This was recorded in the last shift briefing. Reference: Voice message, Shift Manager, 14:30, Track E Self-check — loads when visible. ASKED ## What businesses in this industry ask. How do I create a template for machine operating instructions? + − You can input existing documents, photos, and videos via the usual channel. The assistant understands this content and aids structuring by asking for missing information, rather than just storing it. What should be considered in corporate knowledge management when experts leave? + − It is crucial that tacit knowledge is not lost. The assistant asks for clarification when connections are unclear and links new knowledge to existing logs, making it immediately retrievable for succession planning. How do I effectively document my machine maintenance? + − Maintenance logs and reports can be integrated as emails or documents. The assistant links these with current settings and provides the exact source reference upon request, avoiding duplicate work. Where is the machine documentation stored and how secure is it? + − The processing location is selectable, such as in the EU cloud or on the Explicio Box within your own premises. On the Box, the knowledge base stays on the premises, and access is secured via a safe following the two-person principle. WHAT EXPLICIO DOES NOT DO HERE ## Limits that apply — even when nobody asks. - ✕ Explicio does not release work on the machine — that stays with the qualified person. - ✕ Explicio does not control any machine and writes to no controller. - ✕ Explicio does not assess who caused a fault. [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 HEALTH AND SOCIAL CARE - [Conflicting regulations: Who knows the current version?](https://www.explicio.com/en/cases/health-and-social-care-compliance-qm/) [To the industry page →](https://www.explicio.com/en/solutions/health-and-social-care/) SAME SITUATION: PRODUCTION & MAINTENANCE - [Is knowledge of the old machine's settings lost when staff retire?](https://www.explicio.com/en/cases/manufacturing-production-maintenance/) - [Is knowledge of the special parameters of your older machines being lost as your experts retire?](https://www.explicio.com/en/cases/trade-and-vehicle-repair-production-maintenance/) - [When the setup expert goes on holiday: Who knows the undocumented parameters?](https://www.explicio.com/en/cases/energy-supply-production-maintenance/) [Everything on this area →](https://www.explicio.com/en/areas/production-maintenance/) 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