Why Scanning Paper Records Is Not a Prerequisite for Moving Into an Electronic Recordkeeping System
A digital record keeping system for aircraft records has huge advantages over the paper method we’ve been using for over a century. Some of these advantages include:
- They can be cloud-based, making an aircraft’s logbook accessible to everyone that regularly needs to rely on them: Maintenance Personnel, Repair Station Inspectors and Management, Maintenance Tracking Companies, Brokers, Pilots (especially the PIC), Leasing and Finance Companies, etc.
- The information they hold can be readily found with a computer word or number search instead of painstakingly going through the paper documents page-by-page.
- They can be placed in a secure environment, eliminating the potential of loss, damage, sabotage, fraud, age deterioration, or any of the other calamities that can befall paper records.
- They can be updated in real time so that those relying on work accomplished on the aircraft know immediately what was done, instead of waiting for weeks while the paper travels through the postal system or is placed into a manila envelope and sent with the aircraft.
- They eliminate shipping uninsured logbooks around the country or around the world; keeping our fingers crossed that they arrive at their destination safely and intact.
Anyone involved in operating or buying or selling an aircraft knows just how costly paper logbooks can be if lost. But did you know that a recent study concluded that paper logbooks cost, on average, $7500 a year per business aircraft; which equates to $225M annually to our industry. Transferring paper records into an electronic format makes a lot of sense.
Moving to a Digital Record Keeping System
I get asked the question all the time: do I need to scan my existing paper records and convert them to digital in order to move forward with an Electronic Record Keeping System? Simply stated, the answer is no.
If You’re a Part 91 Operator
AC120-78A Electronic Signatures, Electronic Recordkeeping Systems, and Electronic Manuals states in Section 1-8: There is No Requirement for Formal Approval, Acceptance, or Authorization for Part 61, 63, 65, 91 (Excluding 91K), 137, or 183.
The use of an electronic signature, electronic recordkeeping system, or electronic manual system under parts 61, 63, 65, 91 (excluding 91K), 137, or 183 does not require formal FAA approval, acceptance, or authorization.
Clearly, no formal acceptance is required for Part 91 Operators to use an Electronic Recordkeeping System, or even an Electronic Signature for that matter. So, moving into an electronic record keeping program for Part 91 operators is simply a matter of deciding which system to use.
If You’re a Part 91K, 125, 135, or 145 Certificate Holder
AC120-78A Electronic Signatures, Electronic Recordkeeping Systems, and Electronic Manuals states in Section 1-8: Op Spec Authorization is Required.
The FAA will authorize the use of electronic signatures, electronic recordkeeping systems, and electronic manual systems via Op Spec A025. Therefore, Op Spec authorization is required for parts 91K, 121, 125, 133, 135, 141, 142, 145, and 147.
Paper and Electronic Simultaneously
Most of AC 120-78A is devoted to FAA Authorization for certificate holders. And it has a lot to say. But, keep in mind, this is to replace the paper record keeping system, not to operate an electronic system side-by-side with the FAA accepted paper system described in your company’s Op Spec. Since most paper documents begin life as electronic documents, it only makes sense to update an electronic record with the electronic document, then print the document onto paper and update the paper record accordingly. That way, you have both systems updated and working on your behalf.
Once you are operating with both a paper system, and an electronic system you can begin to take advantage of the many benefits the electronic system offers. And, at the same time, keep the paper record safe and secure (and untouched) in the place it normally resides.
Converting Existing “Legacy” Paper Records Into Electronic Records (Certificate and Non-Certificate Operators)
AC 120-78A does state in Section 3-3, Continuity of Data Between Legacy and Electronic Systems: The system should have a method of ensuring continuity of data during transition from a legacy (hardcopy) system to an electronic system.
What is doesn’t say is that the paper records must be converted to electronic before the operator adopts an Electronic Record Keeping System. Certainly, the easiest and most beneficial way to have continuity between the paper records and the electronic records is to scan and convert the paper records to electronic. But this shouldn’t stop us from using and benefitting from an electronic record keeping system right now.
The time to convert paper records to electronic records needs to be determined by the operator in concert with what is going on with the airplane at the time. The best time to convert paper to electronic is when the aircraft is in a large maintenance event, or about to be sold, or when you have the time to allow the access needed to scan the records.
Moving from our world of using paper to modern digital technology will have the same effect in the aircraft world as it has in so many other industries: enhancing speed, accuracy and productivity. It will also have the added effect of increasing what we most value in aviation: safety.
And not only safety of the aircraft, but safety of the aircraft’s airworthiness and maintenance history. We can start this process today. AC120-78A has given us the tools we need to be able to accomplish this. And accomplish this we should!
If you’re uncomfortable with replacing paper records with electronic records now (for whatever the reason), then take the first step; run your existing paper system and an electronic system simultaneously.
It’s the first step that is always the hardest and the most critical. As an operator of the most sophisticated business aircraft in the world, we need to take this first step. The aircraft we operate, and the people operating these magnificent aircraft will all benefit. It’s imperative we act now to bring all of business aviation into the 21st century.
