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Digitization of documents

Digitization of Documents

Digitization continues to grow without alternative in almost all walks of life, and provides new possibilities for the documentation and logging of technical systems.


Safety and availability

Today, logbooks for chilling systems must be available to view at any time and in several places at once in a company, in order to satisfy stringent requirements in relation to legal stipulations, certifications and traceability.

This presents a major logistical challenge for conventional documentation resources. A large amount of time has to be spent copying and distributing paper logbooks, so that the information they contain can be available to all and also protected against loss.

The complete digitization of logbooks for chilling systems ensures that the documentation is freely available wherever needed, without any additional time being spent and with absolutely no delay. What's more, digital data can be protected better and more effectively.

It is especially important to protect data against loss and unauthorized access. What matters here is a comprehensive data backup concept in the data center on the one hand, and a variety of precisely harmonized safety mechanisms in the system architecture on the other hand. Encryption of stored data, among other things, is mandatory.

In order to satisfy the legal requirements for digital documentation and to make full use of further advantages, such as easy handling and high data security, the use of professional software such as the STULZ Service Portal is indispensable.

Information gathering and transparency

The digitization of service logs gives rise to completely novel ways of obtaining information and reporting. A traditional service log contains numerous pieces of information and measurement data on the serviced technical system. These data are located in a static document (PDF/paper form) and cannot be put to operational use without further preparation.

However, in a dynamic service log, the data measured during service work and information on the technical system are classified and filed in a database. There, they are subsequently available for evaluations and analyses.

This enables the performance of the technical system to be observed and analyzed throughout its life cycle. Furthermore, defects in technical systems are detected before they can have an impact. In the event of a system malfunction, the service engineer is immediately provided with all the relevant information, even before he is on site. This enables rapid and precise action and cuts the time spent troubleshooting.

The information gained from the digitization of documentation therefore enables more precise planning of investments, cost reductions and increased system availability.

About the author

Enrico Buntkowski-Reinsch is a Software Development Team Manager at STULZ GmbH in Hamburg. He has over 10 years' experience in the technical facility management of data centers and data network operators. As the Team Manager in Central Service Germany at STULZ GmbH for several years, he was responsible for coordinating and organizing all maintenance work for operators of data centers and backbone networks.