# Automotive retail: preserving maintenance knowledge https://www.explicio.com/en/cases/trade-and-vehicle-repair-production-maintenance/ Last updated: 2026-11-02 > When implicit knowledge about special parameters of older machinery is stored in the system rather than just in people’s heads, the assistant provides precise answers to queries. It links photos, voice messages, and reports submitted via the usual channels and cites the source. WZ G CASE STUDY · TRADE AND VEHICLE MAINTENANCE # Is knowledge of the special parameters of your older machines being lost as your experts retire? Production & maintenance A long-serving master technician is planning his retirement. For years, he has kept tolerances for the old paint booth and special calibrations for diagnostic equipment in his head. On the day he is absent, the shift faces the question of whether the machine is running safely. The old notes are scattered, and the handover was incomplete. When implicit knowledge about special parameters of older machinery is stored in the system rather than just in people’s heads, the assistant provides precise answers to queries. It links photos, voice messages, and reports submitted via the usual channels and cites the source. [Request trial access](https://explicio.cloud/registrieren?weg=test) [What would it cost us?](https://www.explicio.com/en/pricing/#rechner) - MAINTENANCE - MACHINERY DOCUMENTATION - KNOWLEDGE LOSS - INFORMATION SECURITY WHAT THE LOSS COSTS The loss of this knowledge leads to unnecessary downtime, as the machine is switched off out of caution, or to incorrect settings that degrade material quality. Searching for the correct setting wastes time and ties up resources needed elsewhere. HOW EXPLICIO SOLVES THE PROBLEM AS THE FIRST LAYER ## Capture. Connect. Find. - CAPTURE 01 People Knowledge is captured without requiring staff to learn new software. A photo of an adjustment screw, a voice message about tolerances, or a video of troubleshooting is submitted via the channel the team already uses. The assistant asks clarifying questions if a connection is unclear, ensuring completeness. - CONNECT 02 Connectors & measurement data Existing documents, maintenance logs, and emails are imported as .eml or .mbox files. The assistant understands this content and links it with the new recordings. This creates a coherent picture of the machinery without the need for duplicate data maintenance. - GRAPH & OUTPUT 03 Colleagues & systems Colleagues retrieve the knowledge later via the chat channel. The assistant responds in the language of the query and cites the source, such as a voice message from last year or a photo of the current setting. This ensures knowledge is immediately accessible and traceable. 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 tolerance must I observe for the nozzle adjustment on the old paint booth KC-402? FOLLOW-UP · PAIR4 ON THE CPU Do you mean the setting for the standard colour or the special parameters for the old paint mixture? TEAM MEMBER The old mixture. EXPLICIO ASSISTANT For the old paint mixture on booth KC-402, the nozzle must be opened 0.5 mm wider than in the standard configuration. This was determined during maintenance last quarter by the master technician, as the old nozzle would otherwise become clogged. Reference: Voice message, Role: Master Technician, Timestamp: 14:30, Date: 12.03.2024 Self-check — loads when visible. ASKED ## What businesses in this industry ask. How do I effectively document maintenance management when experts are retiring? + − You can capture implicit knowledge via voice messages, photos, and videos submitted through the usual channels. The assistant links this content with existing documents and asks clarifying questions if connections are unclear, ensuring knowledge is preserved without gaps. What should be considered when documenting machinery for older vehicles or equipment? + − Older machinery often has special parameters not found in official manuals. This information should be secured as photos, videos, or voice recordings, as it would otherwise be lost when the expert leaves. The assistant helps link these fragments into coherent knowledge. How can I document maintenance without requiring employees to type more? + − Documentation takes place via the channels the team already uses, such as voice messages or photos. The assistant understands this content and asks for clarification if needed, eliminating the need for manual data entry. This ensures knowledge is captured quickly and without additional effort. What role does IT documentation software play in securing experiential knowledge? + − Such software can understand and link various media types, including images, videos, and emails. It ensures that knowledge is not only stored but also searchable and cited with sources. This keeps knowledge within the company even during staff changes. 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 TRADE AND VEHICLE REPAIR - [Is your business losing knowledge when a driver is unavailable?](https://www.explicio.com/en/cases/trade-and-vehicle-repair-succession-ma/) - [Who knows the delivery times and customer preferences when the driver is unavailable?](https://www.explicio.com/en/cases/trade-and-vehicle-repair-onboarding-cover/) [To the industry page →](https://www.explicio.com/en/solutions/trade-and-vehicle-repair/) 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/) - [When the setup expert goes on holiday: Who knows the undocumented parameters?](https://www.explicio.com/en/cases/energy-supply-production-maintenance/) - [Who knows the machine’s special parameters when the setup engineer is absent?](https://www.explicio.com/en/cases/health-and-social-care-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