ADR.AR.B.020 Record keeping

GENERAL

(a)The record-keeping system should ensure that all records are accessible whenever needed within a reasonable time. These records should be organised in a way that ensures traceability and retrievability throughout the required retention period.

(b)Records should be kept in paper form, or in electronic format, or a combination of both media. Records stored on microfilm or optical disc form are also acceptable. The records should remain legible and accessible throughout the required retention period. The retention period starts when the record has been created or last amended.

(c)Computer systems should have, at least, one backup system which should be updated within 24 hours of any new entry. Computer systems should include safeguards against unauthorised alteration of data.

(d)All computer hardware used to ensure data backup should be stored in a different location from that containing the working data, and in an environment that ensures they remain in good condition. When hardware or software changes take place, special care should be taken that all necessary data continue to be accessible, at least, through the full period specified in ADR.AR.B.020(c) and (d).

COMPETENT AUTHORITY MANAGEMENT SYSTEM Records related to the Competent Authority’s management system should include, as a minimum, and as applicable:

(a)the documented policies and procedures;

(b)the personnel files of Competent Authority personnel, with supporting documents related to their training and qualifications;

(c)the results of the Competent Authority’s internal compliance monitoring and risk assessment, including audit findings and corrective actions; and

(d)the contract(s) established with qualified entities performing certification or oversight tasks on behalf of the Competent Authority.

DURATION OF RETENTION PERIOD OF RECORDS Records related to the training and qualification of the personnel of the Competent Authority should be kept until the end of their employment.

AMC1 ADR.AR.B.020(a)(4);(a)(5) Record keeping AERODROMES — AERODROME OPERATORS — ORGANISATIONS RESPONSIBLE FOR THE PROVISION OF AMS Records related to a certified aerodrome and its aerodrome operator, or the organisation responsible for the provision of AMS should include, as appropriate to the type of organisation:

(a)the application for a certificate, approval, or declaration;

(b)the documentation based upon which:

(1)the certificate or the approval has been granted with amendments; and

(2)the declaration has been registered;

(c)the documentation related to notifications of changes by the applicant and their assessment;

(d)the certificate or approval issued, including any changes to it;

(e)a copy of the continuing oversight programme listing the dates when audits are due and when such audits were carried out;

(f)continuing oversight records, including all audit and inspection records;

(g)copies of all relevant correspondence;

(h)details of any exemption or derogation, and enforcement actions;

(i)any report from other competent authorities relating to the oversight of the aerodrome, the aerodrome operator, and the organisation responsible for the provision of AMS, if applicable; and

(j)a copy of any other document approved by the Competent Authority.

AERODROMES — AERODROME OPERATORS — ORGANISATIONS RESPONSIBLE FOR THE PROVISION OF AMS

(a)Records which are considered related to the certification of an aerodrome, and are to be maintained for the lifetime of the certificate, include but are not limited to the following:

(1)applications submitted;

(2)notifications of the certification specifications for initial certification and any changes to them, including:

(i)any provisions for which an equivalent level of safety has been accepted; and

(ii)any special conditions;

(3)documentation related to alternative means of compliance used;

(4)documentation related to Deviation Acceptance and Action Documents (DAAD), if relevant;

(5)documentation related to exemptions or derogations granted;

(6)aeronautical studies and safety assessments;

(7)aerodrome design;

(8)declarations made by the applicant;

(9)current version of an aerodrome manual, and evidence of its evaluation; and

(10)approvals granted.

(b)Records for the aerodrome equipment or for parts of the aerodrome infrastructure which have been removed from the aerodrome need not be maintained.

(c)Records which are considered related to an organisation responsible for the provision of AMS, and which are to be maintained for the lifespan of the declaration, include but are not limited to the following:

(1)applications submitted;

(2)documentation related to alternative means of compliance used;

(3)safety assessments;

(4)declarations made by the applicant;

(5)current version of the management system manual, and evidence of its evaluation; and

(6)approvals granted.

GENERAL Records are required to document results achieved, or to provide evidence of activities performed. Records become factual when recorded. Therefore, they are not subject to version control. Even when a new record is produced covering the same issue, the previous record remains valid.

MICROFILM AND OPTICAL STORAGE Microfilming or optical storage of records may be carried out at any time. The records should be as legible as the original record, and remain so for the required retention period.

DOCUMENTATION FOR AERODROMES — AERODROME OPERATORS — ORGANISATIONS RESPONSIBLE FOR THE PROVISION OF AMS The documentation to be kept as records in support of the certificate or approval includes the management system documentation, including any technical manuals, such as the aerodrome manual, or for the organisation responsible for the provision of AMS, the management system manual, that have been submitted with the initial application, and any amendments to them.