21L.B.20 Record-keeping

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

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

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

3.the allocation of tasks covering the elements required by point 21L.B.17, as well as the details of the tasks allocated;

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

(i)applications for a certificate;

(ii)declarations of capability;

(iii)declarations of design compliance;

(iv)the competent authority’s continuing oversight programme, including all assessments, audits and inspection records;

(v)the certificates issued, including any changes to them;

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

(vii)copies of all formal correspondence;

(viii)recommendations for the issue or continuation of a certificate or continuation of the registration of a declaration, details of findings, and actions taken by organisations to close these, including the date of closure of each item, enforcement actions, and observations;

(ix)any assessment, audit or inspection report issued by another competent authority;

(x)copies of all organisation handbooks, procedures and processes or manuals and amendments to them;

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

5.statements of conformity of aircraft (EASA Form 52B) or authorised release certificates (EASA Form 1) for engines, propellers or parts that it has inspected according to Subpart R of this Annex.

(b)The competent authority of the Member State shall include in the record-keeping:

1.the evaluation and notification to the Agency of any alternative means of compliance proposed by organisations, and the assessment of any alternative means of compliance used by the competent authority itself;

2.safety information in accordance with point 21L.B.13 and follow-up measures;

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

(c)The competent authority shall maintain a list of all the certificates that it has issued and any declarations that it has registered.

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

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