The evolving role of maintenance documentation in the rail industry

In this guest-writer article, Clive Davis, the Chief Vehicle Engineer at Encompass Engineering, takes a closer look at the evolving role of maintenance documentation in the rail industry.

Future-proofing rail: Why maintenance documentation matters more
than ever

As an Engineer working in the rail industry for over 35 years, I have seen many new methods and processes for train maintenance come and go, and I have personally spent years working on maintenance documentation across the rail industry on a range of train classes and locomotives. I’ve seen first-hand how important good documentation is in keeping trains and locomotives running safely and efficiently. As rail technology evolves, so must the way we create, manage and use maintenance documents. In a world of digitalisation, sustainability goals and ever-changing regulations, clear and reliable documentation is more important than ever.

Adapting to technological change

Technology is moving fast, with new systems and methods for diagnostics, remote monitoring, and predictive maintenance tools being introduced. As this new technology is being fitted on new and existing train fleets, maintenance documentation is becoming quickly outdated and as a result, new systems fitted onto trains are not being fully utilised.

As fleets evolve, new systems are introduced and regulatory requirements change – up-to-date documentation remains crucial. It ensures consistency, supports training for new engineers and provides essential reference material when dealing with complex or unfamiliar issues. The reality is that many engineers have been working on the trains for years and rarely need to refer to manuals for routine tasks, and this can pose a risk to train operators when new systems are rolled out. I’ve worked on documentation for new and ageing fleets, making sure technical details are translated into clear, practical guidance. Without this, even the best technology and systems can fall short.

Digitalisation, accessibility & training

Gone are the days of heavy paper manuals gathering dust in depots. More and more operators are shifting to digital platforms that give engineers instant access to maintenance procedures. But with this shift comes the need for training. Even experienced engineers need to adapt to new systems, and digital tools must be intuitive and reliable.

Sustainability & efficiency

Rail operators are under pressure to improve efficiency while reducing their environmental impact. This means keeping trains running for longer, optimising maintenance schedules and cutting unnecessary repairs. Good maintenance documentation plays a key role. I’ve worked with operators to refine their maintenance strategies, ensuring documents focus on preventative care – helping reduce breakdowns, extend asset life and minimise waste.

Reviewing processes & ensuring compliance

Maintenance documentation isn’t just about writing manuals – it’s also about reviewing maintenance processes and ensuring they are being followed correctly. Over time, procedures can drift from what’s documented, or they may need updating to reflect new best practices and technologies. Part of our work at Encompass Engineering involves assessing these processes, identifying gaps and making sure maintenance teams have the right guidance in place.

Exciting opportunities ahead

As the rail industry continues to evolve – maintenance documentation must evolve with it. That means embracing digital tools, ensuring clarity and usability, and continuously refining content to reflect best practices. But beyond the challenges, this shift brings exciting opportunities – data-driven maintenance and more efficient ways of working.

Maintenance might not always make headlines, but without accurate, accessible, up-to-date documentation, the rail industry would struggle to keep moving. As technology and sustainability demands grow, making sure we get it right has never been more important.