21.B.55 Record-keeping

DATA RELATED TO DESIGN APPROVALS This GM specifies the administrative documents to be kept for the various kinds of design approvals. It does not repeat the requirements for design approvals holders to keep records (ref.: point 21.A.55).

(a)Type-certificate

(1)Copy of the TC

(2)Copy of the TCDS

(3)Environmental protection approval data

(4)Documents defining the type-certification basis including information to justify special conditions, equivalent safety findings and exemptions (Certification Review Items or equivalent)

(5)List of approved modifications,

(6)List of the competent authority’s approved publications (Flight Manual, Repair Manual, Airworthiness Limitations, Certification Maintenance Requirements)

(7)Airworthiness directives

(8)Master Minimum Equipment List

(9)Maintenance Review Board Report

(b)Supplemental type certificate

(1)Copy the STC

(2)Environmental protection approval data

(3)Documents defining the certification basis including information to justify special conditions, equivalent safety findings and exemptions (Certification Review Items or equivalent)

(4)List of the competent authority’s approved documents

(5)Airworthiness directives

(c)JTSO Authorisation

(1)Copy of ETSO authorisation letter

(2)Copy of Declaration of Design and Performance

(3)Statement of compliance with applicable standards

(4)Airworthiness directives

(d)Other part or appliance approvals

(1)Copy of the approval letter,

(2)Copy of the Declaration of Design and Performance or equivalent

(3)Statement of compliance with applicable standards

(4)Airworthiness directives

(e)Changes from non TC or STC holders

(1)Modification approval sheet, or equivalent document

(2)Documents required by point 21.A.5, or equivalent national requirement Note: Not applicable to design approvals issued under a DOA privilege, for which record-keeping is under the DOA holder responsibility.

(f)Repair design approvals

(1)Repair approval sheet

(2)Documents listed in point 21.A.5 Note: Not applicable to repair designs approved under a DOA privilege, for which record-keeping is under the DOA holder responsibility.

GENERAL

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

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

(c)The records should be kept in paper form, or in an electronic format, or a combination of both. 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 record systems should use robust material that can withstand normal handling and filing. Computer record systems should have at least one backup system that should be updated within 24 hours of any new entry. Computer record systems should include safeguards to prevent unauthorised personnel from altering the data.

(e)All the 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 that all the necessary data continues to be accessible throughout at least the full period that is specified in point 21.B.55(d).

COMPETENT AUTHORITY MANAGEMENT SYSTEM The 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 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, as well as any corrective, preventive, and risk mitigation action; and

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

TRACEABILITY OF RELEASE CERTIFICATES The record-keeping of those EASA Forms 52 and 1 that are validated by the competent authority should allow the verification of that validation by the parties concerned, including the recipients of the release certificates.