The Importance of Meticulous Maintenance Log Books

It cannot be stressed enough that aircraft maintenance records are truly priceless. They serve as a written record of all the maintenance history that has occurred over the life of the aircraft. It also serves as part of the means needed to determine if an aircraft is current on all required maintenance, and if it is in an airworthy condition. With that said, it is in the operator’s best interest to ensure that aircraft maintenance records are always safe and accounted for. Over the years, many owners and operators have received an expensive education when attempting to sell their aircraft or in putting it on a Part 135 operating certificate, only to discover they are “missing records”. Whether it’s the maintenance logbooks, 8130s, or part certificates; they are worth their weight in gold. After 30-plus years in this business, it still shocks me how many owners have learned this painful lesson the hard way. Many simply do not realize the importance of making sure that all the records are safe and secure. The FAA is crystal clear when it comes to the subject of record keeping. The FARs simply state:  An aircraft operator is responsible to record and manage airframe, engine and avionics installation, inspection and maintenance records in a complete and orderly fashion. But that is where it stops. There are no predefined methods or a process for the owner and or the operator to follow. It is up them how they choose to be a responsible operator with their aircraft records.

We need to remember that in the eyes of the FAA; an inspection, maintenance procedure or equipment or part replacement that cannot be properly and totally documented, is subject to that task being disqualified or not recognized at all. Basically, we are left not knowing what work was performed and by whom. We are unsure of the total time or the life status of specific part. Or if the work performed was done so per the instructions spelled out in the maintenance manual. To put this scenario into financial wording …. missing or misplaced records can equate to a very costly ending, with either parts needing to be replaced, or worse, the rejection of a potential aircraft sale.

For example, during my tenor as a director of maintenance with a major aircraft OEM, I at times found myself with missing records when an aircraft was traded in. In one case, I had to “reconstruct” a full set of records for a jet that had been brought to me without any logbooks. It was a huge endeavor. Having to recreate years of logbook entries with old work orders and phones calls to service centers where work had been done the past. Even with all that effort, I still did not have the original logbooks. The jet ended up selling, but not before $350,000 was reduced from the sale price. All because we had missing logbooks. As it turns out, the records were discovered two years later in an FBO storage closet. Apparently, they had been placed there, by accident, from a busy flight crew trying to make room for their boarding passengers. Ouch. Expensive mistake.

While the owner or operator can take steps to secure their aircraft’s records, they should also take steps to ensure that the service centers they visit, do the same. Over the years, I have observed aircraft logbooks just laying on maintenance shop or hangar floors in a totally unprotected manner. While I don’t see this very often, it is still risky, dangerous and it shows a total lack of respect. Even though I normally find aircraft records stored on bookshelves or in filing cabinets during a service center visit, there is no substitute for a locked, limited access and fireproof cabinet.

What about having your records scanned and stored digitally? I think it is an excellent idea and I recommend it, but it is very important to remember that these formats still do not replace the original physical logbooks. Even though having aircraft records stored digitally is becoming more common, especially when using a maintenance tracking service, I frequently come across missing original records during my logbook audits. These missing records may be found digitally stored, but not having the original specimen, that the digital copy was taken from, can mean trouble. This applies to logbook entries, time life cards, 8130s and yellow tags, and any other document that can be considered part of the historical maintenance operation of the aircraft.  

Having orderly and complete aircraft logbooks is also a benefit to a prospective buyer. A good thorough review of all the records not only gives you a detailed look into the maintenance history, but also serves as an opportunity to question events or incidents that are not all that clearly spelled out. For example, you may find log entries that simply note a lightning strike, or a bird strike event had taken place. Or you may find log entries that are poorly written, or even not legible. Are all the details available? Or maybe you find an entry where a wing leading edge was changed, along with other related repairs, but there are no specifics. Were the repairs needed as a result of an accident or were they done under normal conditions? Having all the details available allows you to do your due diligence. Such findings are what you will inherit if you purchase the aircraft. This may also dictate the proposed reduction in the purchase price…not only at the time of your acquisition, but also when you go to sell the aircraft.

Even with all the risks involved, it is still very easy to get complacent with the protection and upkeep of the aircraft records. Below are some final points and reminders that may help in not having to “count the cost” of missing records.

• Logbooks are priceless. Missing or poorly kept ones can substantially and negatively impact the selling price or operational capability of an aircraft.
• Maintenance tracking systems are well worth the cost and can be valuable assets, but they do not replace logbooks in any way, shape or form.
• Incomplete or poorly written logbook entries can often be as problematic as missing information. Maintenance inspections and events recorded in an inaccurate, sloppy or illegible manner often serve as good indicators of how an aircraft was maintained. Make sure you get the details.
• The operator is responsible for record keeping. Even with a tracking system, computerized or manual, the process must still be managed as an integral part of overall flight department. Failure to do so can have a devastating financial impact.