Managing Technical Records

Technical records are handled as aircraft documents. Each document belongs to a specific aircraft and can include document details, dates, issuing authority, notes, and an uploaded file.

Managing technical records helps keep aircraft documentation structured, current, and ready for audits or internal review.

When to manage technical records

Manage technical records when:

• a new aircraft document needs to be stored
• an existing document has been renewed
• a document has expired or is expiring soon
• document details need correction
• a file needs to be attached or replaced
• records are being reviewed before an audit
• aircraft documentation must be checked during setup

Keeping technical records updated helps users trust the aircraft documentation in the system.

Open aircraft documents

Aircraft documents are managed from the aircraft they belong to.

To open aircraft documents:

1. Go to Aircraft Management.
2. Open Aircraft.
3. Select the aircraft.
4. Open the aircraft’s Documents area.

The documents page shows records for that aircraft only.

Review the documents list

The aircraft documents list shows key information about each document.

The list can include:

• document type
• document number
• issue date
• expiry date
• expiry status
• file attachment indicator

Documents are ordered by issue date, with the newest issue dates shown first.

Use the list to check whether required aircraft documents have been added and whether any documents are expired or expiring soon.

Filter documents by type

You can filter aircraft documents by document type.

Available document type filters include:

• CRS
• Airworthiness Certificate
• Registration Certificate
• Insurance
• Other

Filtering is useful when an aircraft has many documents and you need to review a specific type.

For example, you can filter to show only insurance documents or only CRS documents.

Create a new document

To add a new aircraft document:

1. Open the aircraft.
2. Go to Documents.
3. Select New Document.
4. Choose the document type.
5. Enter the document number, if available.
6. Enter issue date and expiry date, if relevant.
7. Enter issuing authority.
8. Add a description or notes.
9. Upload the document file, if available.
10. Save the document.

After saving, the document is linked to the selected aircraft.

Document type

Select the document type that best matches the record.

The available types are:

• CRS
• Airworthiness Certificate
• Registration Certificate
• Insurance
• Other

Use Other only when the document does not fit one of the specific types.

Document number

Use document number for the official reference number.

This can be a certificate number, CRS reference, policy number, registration reference, or another document identifier.

If the document does not have a document number, use the description field to make the record easy to identify.

Issue date

Use issue date to record when the document was issued.

The issue date helps users understand which version of a document is current and when it became valid.

Expiry date

Use expiry date when the document expires.

The expiry date supports document status indicators such as expired or expiring soon.

If a document does not expire, leave the expiry date blank.

Issuing authority

Use issuing authority to record who issued the document.

Examples include:

• aviation authority
• insurance provider
• maintenance organisation
• CAMO
• internal quality department
• other issuing organisation

This helps users understand the origin of the document.

Description and notes

Use description to explain what the document contains.

Use notes for additional internal context.

Keep both fields clear and factual. This makes it easier for other users to understand the document later.

File attachment

A document can include a file attachment.

Accepted files can include images, PDF files, and Word documents.

When reviewing a document, the file can be opened from the document details page if one is attached.

If you update an existing document and leave the file field blank, the existing file is kept.

Review a document

Open a document from the aircraft documents list to review its details.

The document details page can show:

• document type
• document number
• issue date
• expiry date
• issuing authority
• description
• notes
• attached file
• expiry status
• changelog

Use this page to confirm that the record is complete and that the file matches the document details.

Update a document

Update a document when information changes or needs correction.

Examples:

• corrected document number
• renewed expiry date
• updated issue date
• corrected issuing authority
• improved description
• replacement file uploaded
• additional notes added

Use the edit action from the document details page.

Delete a document

Delete a document only when the record was created incorrectly or should not exist under that aircraft.

Before deleting, confirm that:

• the document belongs to the wrong aircraft, or
• the record is a duplicate, or
• the document should not be retained

Deleting removes the document record from that aircraft.

For normal document renewal, update or create the new document according to your organisation’s process rather than deleting historical records unnecessarily.

Changelog

Aircraft documents include changelog support.

The changelog can help show what changed on a document record over time.

Tracked fields can include:

• document type
• document number
• issue date
• expiry date
• issuing authority
• description
• notes

Use the changelog when reviewing changes before audits or when investigating why a document record was updated.

Best practice

A good technical records process is:

1. Open the correct aircraft.
2. Review the existing documents.
3. Add new documents under the correct document type.
4. Enter document number, dates, and issuing authority.
5. Upload the file.
6. Review expiry status.
7. Update records when documents are renewed.
8. Use filtering before audits.
9. Check changelog when needed.

This keeps aircraft documentation structured and reviewable.

Common mistakes

Adding the document to the wrong aircraft

Always confirm the aircraft registration before creating a document.

Forgetting expiry dates

If a document expires, enter the expiry date so the system can show expiry status.

Using unclear descriptions

Descriptions should help other users understand what the document is.

Replacing files without checking the details

When uploading a new file, make sure the document number, issue date, expiry date, and issuing authority still match.

Deleting records too quickly

Avoid deleting documents that may be needed for historical or audit purposes.

Summary

Managing technical records means keeping aircraft documents accurate, complete, and easy to review.

Use aircraft documents to store document type, reference numbers, dates, issuing authority, notes, and files under the correct aircraft.

Good document management supports compliance, audit readiness, and reliable aircraft records.