145.B.220 Record-keeping

Annex II (Part-145) · Regulation (EU) No 1321/2014 · EAR revision 2 Sep 2025

IRImplementing rule

145.B.220Record-keeping

(a)The competent authority shall 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 competent authority’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 another competent authority pursuant to point 145.B.300(d);

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

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

(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 Article 70, Article 71(1) and Article 76(4) of Regulation (EU) 2018/1139.

(b)The competent authority shall maintain a list of all the organisation certificates it has issued.

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

(d)All the records referred to in points (a) and (b) shall be made available, upon request, to a competent authority of another Member State or to the Agency.

IR · 145.B.220 — Regulation (EU) No 1321/2014 · Regulation (EU) 2021/1963 · Continuing Airworthiness Easy Access Rules · EAR revision 2 Sep 2025

AMCAcceptable means of compliance

AMC1 145.B.220(a)Record-keeping

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GENERAL

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

(b)All records that contain sensitive data regarding applicants or organisations should be stored in a secure manner with controlled access to ensure their confidentiality.

(c)Records should be kept in paper form, or in an electronic format, or a combination of the two. Records that are stored on microfilm or optical discs are also acceptable. The records should remain legible and accessible throughout the required retention period. The retention period starts when the record is created.

(d)Paper systems should use robust material which can withstand normal handling and filing. Computer record systems should have at least one backup system, which should be updated within 24 hours of any new entry. Computer record systems should include safeguards to prevent any unauthorised personnel from altering the data.

(e)All computer hardware that is used to ensure the backup of data should be stored in a different location from the one that contains the working data, and in an environment that ensures that the data remains in a good condition. When hardware or software changes take place, special care should be taken to ensure that all the necessary data continues to be accessible throughout at least the full period specified in point 145.B.220(c).

AMC · AMC1 145.B.220(a) — Regulation (EU) No 1321/2014 · ED Decision 2022/011/R · Continuing Airworthiness Easy Access Rules · EAR revision 2 Sep 2025

AMCAcceptable means of compliance

AMC1 145.B.220(a)(1)Record-keeping

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COMPETENT AUTHORITY MANAGEMENT SYSTEM Records that are 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 the competent authority’s personnel, with the supporting documents related to their training and qualifications;

(c)the results of the competent authority’s internal audits and safety risk management processes, including audit findings, and corrective, preventive and risk mitigation actions; and

(d)the contract(s) established with any qualified entities that perform certification or oversight tasks on behalf of the competent authority.

AMC · AMC1 145.B.220(a)(1) — Regulation (EU) No 1321/2014 · ED Decision 2022/011/R · Continuing Airworthiness Easy Access Rules · EAR revision 2 Sep 2025

All rules in SECTION B — AUTHORITY REQUIREMENTS

Consolidated from the EASA Easy Access Rules (revision 2 Sep 2025, extracted 17 Aug 2026) for convenience. Not the official publication — verify against the Official Journal of the European Union and the EASA publications before operational use.

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