Digital Documentation & Audit-Proof Archiving

Comprehensive documentation provides clarity and certainty

In meter operation, each device is accompanied by a traceable chain of documentation. Which meter was removed and when, which one was installed, which meter reading was recorded, who applied the seal, and when does the calibration period expire? If information is missing, this can lead to problems with billing, inspections, or customer complaints.

With our UDO app, we capture installation and system data digitally on-site. Photos, meter readings, and other relevant information are documented in a structured manner and stored centrally. This ensures that the data remains traceable and reliable over the long term.

We support metering point operators, municipal utilities, and network operators in maintaining consistent and digital documentation.

Audit-Compliant Filing

In practical terms, this means:

  • Complete revision history with timestamps and editor names
  • Read-only storage of original documents; corrections saved as traceable versions
  • Links between documents, metering points, devices, and orders, so that a process can be reconstructed with a single click
  • Retention for the entire relevant period, not just until the end of the project
  • Access control policy and access logging
  • Defined deletion policies for personal data

The operation of metering points is governed by the provisions of the Measurement and Calibration Act.

The following are particularly important:

  • Evidence of conformity for the metering devices used
  • Monitoring of calibration intervals
  • Documentation of sampling procedures for extending calibration periods
  • Timely planning of necessary meter replacements
  • Traceable documentation of replacements and interventions

Reliable monitoring of calibration intervals is crucial to ensure that measurement values can be used for billing in a legally compliant manner.

  • Interfaces to device management, billing, and market communication
  • Transfer to the grid information system, where the facility is registered
  • Transfer of wastewater treatment cases to a separate processing list
  • Reports on inventory, calibration deadlines, defect rates, and throughput

The Benefits of Working with Us

  • Audit-ready: The process can be documented in the event of inquiries from calibration authorities or customers.
  • Fewer issues requiring clarification: Structured data collection in the field prevents most errors at the source.
  • Deadlines at a Glance: Calibration deadlines do not pass unnoticed.
  • Immediately available: The data is in the system the same day, not after weekly processing.
  • Interoperable: Formats and interfaces are tailored to your system environment.

Our Process

  1. Requirements Gathering: Clarify the data model, required fields, and retention periods
  2. Configuration: Set up data entry forms, validation rules, and defect codes
  3. Pilot: Small-scale rollout to fine-tune fields and interfaces
  4. Full Operation: Ongoing data entry, archiving, and data transfer
  5. Analysis: Regular reporting on inventory, deadlines, and quality

Frequently Asked Questions About Documentation in Metering Operations

What exactly does “audit-proof” mean?

That a process can be fully reconstructed later, unchanged and in a traceable manner. This includes a complete history, write protection on the originals, an access control policy, and retention for the entire relevant retention period. A collection of PDFs on a network drive does not meet these requirements.

How long is the calibration period for electricity meters?

Electricity meters with electronic measuring mechanisms have a calibration period of eight years, while meters with induction mechanisms have a calibration period of sixteen years. Under the sampling procedure specified by the Measurement Act (MessEG) and the Measurement Ordinance (MessEV), the calibration period for a batch can be extended without having to remove each individual meter. Such an extension is not indicated on the meter itself.

Will you use our system, or will you bring your own?

Both options are possible. If you are already using an existing solution, we will enter the data into it. If not, we will set up the data entry process and transfer the data via an agreed-upon interface.

What happens to existing paper records?

This information can be digitized and subsequently linked to a meter reading point and a device. This is particularly useful for transactions that are still within the retention period or that are relevant to active systems.
 

Is your meter documentation stored in three systems and one folder?

Then it’s worth taking stock. We’ll examine where data is generated today and where it gets lost, and propose a path toward end-to-end archiving.

Do you have any questions? We’d be happy to answer any questions you may have about digital documentation, audit-compliant storage, and metering point operations.