Ways To Retain Aircraft Records

As with everything aviation, the Federal Aviation Regulations (FARs) tell us what needs to be done, but not how to do it. As long as you meet the intent of the Regulation, you are generally safe. Much of the intent of the FARs hasn’t changed significantly over the years, but the “how to accomplish the intent” has changed considerably and is evolving significantly, almost daily with our new technologies.

AC 43.9C states maintenance records may be kept in any format that provides:

Records continuity
Required content
Lends itself to addition of new entries
Provides for signature entry
Is intelligible

Some OEMs provide bound log books, some provide loose leaf type log books. Both of these formats, when properly maintained, provide for the compliance with the first four format requirements of AC 43.9C. The last requirement, “is intelligible” is the purview of the person making the records entry.

“Intelligible” is defined as capable of being understood, capable of being apprehended by the mind alone. We have transitioned through the years from primarily hand written entries, to type written, to word processor/computer written. With hand written entries, there were/are two challenges; one, can you decipher the hand writing of the person who created it, and two, do the words used by the author give a clear and full description of the maintenance event? Typewriters and computers have eliminated the first challenge, the second challenge will probably always exist (this subject is covered in another article).

A very important part of the aircraft records are the Time Controlled Component Certifications. The format of these records has progressed from component card files, with back up file folders holding certification documents, to component work task forms usually with back up certifications attached after performance of the task, then filed together. Keeping currently installed Time Controlled Component task cards with attached documentation in a separate file organized by ATA Chapter, provides simple and efficient access to this information.

Along with all of this is the advent of the Computerized Maintenance Tracking Program. With the introduction of these computer programs, tracking maintenance functions, inspections, time controlled component replacement/overhaul and projecting future maintenance requirements has become remarkably convenient.

Now that we have all these records corralled, easy and convenient to use; how do we retain, store and most importantly, protect these valuable records? File cabinets and shelves were previously the norm, but now fireproof cabinets and safes are pretty much universally considered mandatory. This is good, but technology has provided additional ways to store and safeguard the historical records from loss and destruction.

The Computerized Maintenance Tracking Programs available through vendor subscriptions are extremely efficient at storing task compliance dates/times, next due requirements and time controlled component information, however these are not accepted as legal historical records. Nevertheless, what most of the tracking vendors have introduced is the ability to scan documents into their programs to be saved for easy retrieval, review and reproduction. Some of these tracking program vendors also provide the ability to scan and store your log book entries. Electronic storage of aircraft records is also available through independent software programs such as “V-Log” available from Aviation Consulting Group, Inc. When properly kept up to date, the independent software programs can provide convenient access to log book records from anywhere in the world.

Electronic back up storage of the aircraft records will provide protection against lost records. Whether it is just the loss of a component certificate to total destruction of all the historical records. Another benefit of the electronic storage is the ability to view log books over the internet, from any location. Areas to consider when selecting an electronic storage vendor is your access, control and possession of the records. If a server or cloud goes down, you get sideways with your vendor, or worse, the company goes out of business, are you still in control and possession of a copy of all your records?

Properly safeguarded records will provide investment protection by preserving the value and airworthiness of the aircraft.

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