145.A.55 Record-keeping

SI 2025 No. 1150

  1. Maintenance records

    1. The organisation must record the details of the maintenance work that is carried out within the scope of its approval. As a minimum, the organisation must retain all the records that are necessary to prove that all the requirements have been met for the issue of the certificate of release to service, including, if any, subcontractors’ release documents.

    2. The organisation must provide a copy of each certificate of release to service to the operator or customer, together with copies of the detailed maintenance records that are associated with the work carried out and that are necessary to demonstrate compliance with point M.A.305 of Annex I (Part‑M) or point ML.A.305 of Annex Vb (Part‑ML), as applicable.

    3. The organisation must retain a copy of all detailed maintenance records (including certificates of release to service) and of any associated maintenance data for 3 years from the date when the aircraft or component to which the work relates was issued with a certificate of release to service.

    4. If an organisation terminates its operation:

      1. it must transfer all of the retained maintenance records that it holds for the last 3 years of its operation to the last customer to place the maintenance order for the aircraft or component, or, where the owner of the aircraft or component is different from that last customer, to the owner;

      2. where the last customer or the owner referred to in point (i) is not known or is disputed, the organisation must notify the CAA and must store all of the retained maintenance records that it holds for the last 3 years of its operation in the manner to then be specified by the CAA.

  2. Airworthiness review records

    1. If an organisation has the privilege referred to in point 145.A.75(f), it must retain a copy of each airworthiness review certificate that it has issued, together with all the supporting documents, and must make those records available, upon request, to the owner of the aircraft.

    2. The records referred to in point (1) must be retained by the organisation for 3 years after the date of issue of the airworthiness review certificate.

    3. If an organisation terminates its operation:

      1. it must transfer all of the retained airworthiness review records that it holds for the last 3 years of its operation to the last customer to order the airworthiness review for the respective aircraft, or, where the owner of the respective aircraft is different from that last customer, to the owner;

      2. where the last customer or the owner referred to in point (i) is not known or is disputed, the organisation must notify the CAA and must store all of the retained airworthiness review records that it holds for the last 3 years of its operation in the manner to then be specified by the CAA.

  3. Management system, contracting and subcontracting records

    The following records must be retained by the organisation for at least 5 years:

      1. records of management system processes referred to in point 145.A.200;

      2. contracts for contracting and subcontracting referred to in point 145.A.205.

  4. Personnel records

    1. The organisation must retain records of the qualifications, training and experience of:

      1. the personnel involved in maintenance, compliance monitoring and safety management;

      2. all airworthiness review staff.

    2. The records of all airworthiness review staff must include details of any appropriate qualifications held, together with a summary of the staff member’s relevant continuing airworthiness experience and training, and a copy of the airworthiness review authorisation issued to that staff member by the organisation.

    3. The records of all the certifying staff and support staff must include the following:

      1. the details of any aircraft maintenance licence held under Annex III (Part‑66) or equivalent;

      2. the scope of the certification authorisation issued to the staff member, where relevant;

      3. the detailed requirements of any limited or one‑off certification authorisations issued to the staff member in accordance with point 145.A.30(j).

    4. Personnel records must be kept for as long as a person works for the organisation and must be retained for 3 years after the person has left the organisation or for 3 years after an authorisation issued to that person has been withdrawn.

    5. Airworthiness review staff, certifying staff and support staff must be provided with a copy of their personnel records upon their request and upon their leaving the organisation.

  5. The organisation must establish a record‑keeping system that allows adequate storage and where records of all of its activities are legible and stored in a manner enabling them to be traced and retrieved.

  6. The format of the records must be specified in the organisation’s procedures.

  7. The records must be stored in a manner that ensures that they are protected from damage, alteration and theft.