AMC M.A.305(e) Aircraft continuing airworthiness record system

CAA ORS9 Decision No. 1

INFORMATION TECHNOLOGY (IT) SYSTEMS AND FORM OF RECORDS

(a) The information that constitutes the aircraft continuing airworthiness records may be entered in an information technology (IT) system and/or documents equivalent in scope and detail.

IT systems acceptable for supporting the aircraft continuing airworthiness records should:

(1) include functions so that search of data and production of status is possible;

(2) allow a transfer of the aircraft continuing airworthiness records data from one system to another using an industry-wide/worldwide data format or allow printing information;

(3) contain safeguards which prevent unauthorised personnel from altering data; and

(4) ensure the integrity of the data, including traceability of amendments.

(b) ‘Data equivalent in scope and detail’ are included in the airworthiness record system and could be an aircraft logbook, engine logbook(s) or engine module log cards, propeller logbook(s) and log cards for life-limited parts.

Any logbook/log card should contain:

(1) identification of the product or component it refers to;

(2) type, part number, serial number and registration, as appropriate, of the aircraft, engine, propeller, engine module, or component to which the component has been fitted in, along with the reference to the installation and removal;

(3) the date and the corresponding total in-service life accumulated in any applicable parameter unit, as appropriate; and

(4) any AD, modification, repair, maintenance or deferred maintenance tasks applicable.

When fulfilling the applicable requirements, a logbook/log card as described above could be a means to comply with the current status and the in-service history record for each life-limited part.

Producing and/or keeping continuing airworthiness records in a form acceptable to the CAA normally means in either material/physical or electronic state, or a combination of both.

Retention of records should be done in one of the following formats:

(1) original paper document or electronic data (via an approved electronically signed form);

(2) a paper reproduction of a paper document (original or copy); or

(3) an electronic reproduction of electronic data (original or copy); or

(4) a printed reproduction of electronic data (original or copy); or

(5) an electronically digitised reproduction of a paper document (original or copy); or

(6) a microfilm or scanned reproduction copy of a paper document (original or copy).

Where IT systems are used to retain documents and data, it should be possible to print a paper version of the documents and data kept.

(d) Physical (non-digitised) records

All physical records should remain legible throughout the required retention period. Physical records on either paper or microfilm systems should use robust material, which can withstand normal handling, filing and ageing. They should be stored in a safe way with regard to damage, alteration and theft.

(e) Digitised records

Digitised records may be created from a paper document (original or copy) or from electronic data.

When created from a paper document:

(1) the creation date of the digitised record should be stored with the digitised record;

(2) it is advisable to create an individual digitised record for each document;

(3) if an organisation creates a large number of digitised records, the use of database technology should ease the future retrieval of the record; and

(4) digitised records should be legible, including details such as, but not limited to, the date of signature, names, stamps, notes, or drawings.

(f) Digitised record retention

Digitised records when created from an original paper record, or as a digital electronic original, should be stored on a system which is secured and kept in an environment protected from damage (e.g. fire, flooding, excessive temperature or accidental erasing). IT systems should have at least one backup system, which should be updated at least within 24 hours of any entry in the primary system. Access to both primary and backup systems is required to be protected against the ability of unauthorised personnel to alter the database and they should preferably be located remotely from the main system.

The system used for retention of digitised records should:

(1) ensure the integrity, accuracy and completeness of the record;

(2) ensure that access to the digitised record has safeguards against alteration of the data;

(3) ensure the authenticity of the record including assurance that the date has not been modified after creation;

(4) be capable of retrieving individual records within a reasonable time period; and

(5) be maintained against technological obsolescence which would prevent printing, displaying or retrieval of the digitised records.

Computer backup discs, tapes etc. should be stored in a different location from that containing the current working discs, tapes, etc. and in a safe environment.

Where the CAA has accepted a system for digitised record-keeping satisfying the above, the paper document may be permanently disposed of.

(g) Lost or destroyed records

Reconstruction of lost or destroyed records can be done by reference to other records which reflect the time in service, research of records maintained by maintenance organisations and reference to records maintained by individual mechanics, etc. When reconstruction has been done and the record is still incomplete, the owner/operator may make a statement in the new record describing the loss and establishing the time in service based on the research and the best estimate of time in service. The reconstructed records should be submitted to the CAA for acceptance. The CAA may require the performance of additional maintenance if not satisfied with the reconstructed records.