Digital technologies have transformed the way companies manage their operations and processes. Using digital tags on machinery and equipment to access the status of their documentation has proven to be an efficient and innovative solution, optimising the management of information relevant to the operation and maintenance of these assets. In this article, we look at the advantages of using digital tags on machinery and equipment to access documentation status, and show how this technology contributes to operational efficiency, traceability and safety.
Quick access to documentation with digital tags
One of the main advantages of using digital tags on machinery and equipment is quick access to the documentation essential for operating, maintaining and inspecting these assets. By scanning a digital tag, employees, technicians and inspectors gain immediate access to operating manuals, maintenance reports, inspection certificates, technical data sheets and other relevant documents.
This quick, direct access to documentation removes the need to search complex systems or physical folders and reduces the time spent locating the information needed. As a result, it leads to greater operational efficiency, allowing employees to focus on their key activities without interruptions caused by searching for documents.
Traceability of activities
Using digital tags on machinery and equipment also contributes to the traceability of activities related to these assets. Each time someone scans the tag, the system records the date, time and identity of the employee or technician responsible. This record makes it possible to follow the history of maintenance, inspections and other interventions carried out on each machine or piece of equipment over time.
Indeed, traceability is a valuable tool for audit and quality control purposes. It allows companies to demonstrate compliance with standards and regulations and makes it easier to identify possible faults or recurring problems in their assets. This information is useful for improving maintenance processes and the overall performance of machinery and equipment.
Easier document updates
With digital tags, updating documents related to machinery and equipment becomes a simpler and faster task. For example, instead of replacing paper manuals and technical data sheets, the company can make updates digitally and reflect them immediately in the tags associated with the assets.
This ease of updating ensures that employees and technicians always have access to the latest information about the assets. Digital tags therefore prevent the use of outdated documents and reduce the risk of errors and accidents caused by obsolete information.
Greater operational safety
Operational safety is a top priority for companies, especially in industrial environments and high-risk sectors. In this respect, using digital tags on machinery and equipment contributes to safe operations in several ways.
First, by providing quick access to safety and operating documentation, digital tags help employees to follow the correct procedures and reduce the risk of accidents. Second, they help to identify machinery and equipment subject to restrictions or special maintenance.
In addition, the traceability that digital tags provide allows better control over periodic inspections and maintenance. Thus, the company ensures that these actions take place within the set deadlines and in accordance with applicable regulations.
Integration with document management systems
Companies are increasingly using document management platforms to centralise and organise relevant documentation. These platforms can integrate the digital tags on machinery and equipment, making it even easier to access and manage documents.
For example, integration with document management systems allows the information obtained through the tags to be automatically updated and stored in the company’s document repositories. In this way, it streamlines document maintenance and control, ensuring that documents are always available and up to date.
Types of digital tags
There are several tag technologies, each with its own advantages:
| Technology | How it works | When to use it |
|---|---|---|
| QR code | Scanned with a mobile phone camera | A simple, low-cost solution for most equipment |
| NFC | Read by holding a phone close to the tag | Dirty environments or where QR codes deteriorate |
| RFID | Read at a distance with dedicated readers | Fast inventories of large amounts of equipment |
In many cases, a QR code is sufficient. However, in environments with dust, oil or outdoor exposure, it is advisable to choose durable tags or technologies such as NFC.
The legal framework for work equipment
Decree-Law No. 50/2005 requires employers to ensure that work equipment is suitable and kept in good condition. In addition, equipment subject to deterioration must undergo periodic inspections, and their results must be available. A digital tag that shows on the spot the status of the last inspection and the associated documents therefore helps to meet this obligation and to demonstrate it during an inspection.
Practical example: Elevating work platforms on a site
Imagine a site with ten elevating work platforms belonging to different subcontractors. Each machine is given a QR code tag linked to the document management platform. Before starting work, the operator scans the tag and checks whether the periodic inspection is valid and whether they have recorded training to operate that equipment.
Whenever an inspection has expired, the tag displays a clear warning and the site supervisor is notified. As a result, no machine is used outside the required conditions, and the safety coordinator has evidence of all checks carried out, organised by equipment and by company.
Implementation checklist
- Inventory of equipment to be tagged.
- Choice of technology suited to the environment.
- Mandatory documents linked to each piece of equipment.
- Clear visual indication of status: valid, expiring or expired.
- Defined permissions for who can view and update.
- Procedure for replacing damaged tags.
Common mistakes to avoid
A frequent mistake is to place tags in hard-to-reach spots or areas subject to wear. Another mistake is to link the tag to outdated documents, which gives a false sense of security. Moreover, when the system records who scans the tags, the company must inform workers and comply with the GDPR.
Link to work permits
Digital tags become even more valuable when they are linked to work permits. For example, before working on equipment with hazardous energy, the technician scans the tag and accesses the lockout procedure, the checklist and the permit issued. Next, they record the completion of each step on the spot. In this way, information is no longer scattered across paper documents but linked to the equipment, with date and person responsible.
This link also makes subsequent analysis easier. If an incident occurs, the company can quickly reconstruct which checks were made, by whom and when. Likewise, reports show which equipment requires the most interventions and help to plan preventive maintenance.
Indicators to track
- percentage of equipment with an active tag;
- equipment with an expired periodic inspection;
- number of scans per piece of equipment per month;
- average time to update documentation after an intervention.
Frequently asked questions
Is a dedicated app needed to read the tags?
Not always. QR codes can open a secure page in the browser, although an app allows additional features, such as recording inspections.
Do the tags work without an internet connection?
Some apps allow you to view information previously stored on the device. Even so, to ensure that the data is up to date, it is preferable to have a connection when scanning.
Who should be able to update the information linked to the tag?
Only authorised people, such as the maintenance manager or the safety technician. Operators and subcontractors, on the other hand, should generally have read-only access. That way, the information remains reliable and every change is recorded with date and author.
Can tags also be used on subcontractors’ equipment?
Yes. In fact, that is where they add the most value, because they allow the project owner or client company to check on site the documentation for equipment that does not belong to them, without relying on paper folders.
Conclusion: The advantages of digital tags
Using digital tags on machinery and equipment to access documentation status is an innovative and efficient solution that optimises the management of information relevant to the operation and maintenance of these assets. Through quick access to documentation, traceability of activities, easier document updates, greater operational safety and integration with document management systems, companies can achieve greater operational efficiency, regulatory compliance and improvements in the safety and performance of their assets. In short, adopting this technology is a significant step towards smarter and safer management of industrial and maintenance processes.
Read also: Work equipment also needs document control and Equipment documentation is essential for safe operation.
To learn about legal obligations regarding work equipment, see the Working Conditions Authority (ACT).