145.B.220 Record-keeping

SI No. 588/2023

(a) The CAA must establish a record-keeping system that allows the adequate storage, accessibility and reliable traceability of:

1. the management system’s documented policies and procedures;

2. the training, qualifications and authorisations of its personnel;

3. the allocation of tasks, covering the elements required by point 145.B.205, as well as the details of tasks allocated;

4. certification processes and continuing oversight of certified organisations, including:

(i) the application for an organisation certificate;

(ii) the CAA’s continuing oversight programme, including all the assessments, audits and inspection records;

(iii) the organisation certificate, including any changes to it;

(iv) a copy of the oversight programme, listing the dates when audits are due and when audits were carried out;

(v) copies of all formal correspondence;

(vi) recommendations for the issue or continuation of a certificate, details of findings and actions taken by the organisations to close those findings, including the date of closure, enforcement actions and observations;

(vii) any assessment, audit and inspection report issued by a competent authority of a third country;

(viii) copies of all the organisation MOEs or manuals, and of any amendments to them;

(ix) copies of any other documents approved by the CAA;

5. documents supporting the use of alternative means of compliance;

6. safety information provided in accordance with point 145.B.125 and follow-up measures;

7. the use of safeguard and flexibility provisions in accordance with Articles 70, 71(1) and 76(4) of Regulation (EU) 2018/1139.

(b) The CAA must maintain a list of all the organisation certificates it has issued.

(c) All the records referred to in points (a) and (b) must be kept for a minimum period of 5 years, subject to data protection law.