Understanding Technical Records

In Aircraft Management, technical records are managed as aircraft documents. These documents are linked to a specific aircraft and can include certificates, registration documents, insurance documents, CRS records, and other supporting files.

Good technical records help your organisation keep aircraft documentation structured, searchable, and ready for review.

What technical records are

Technical records are documents and information that support the technical status, compliance, and maintenance history of an aircraft.

They can include:

• certificates
• registration documents
• airworthiness documents
• insurance documents
• CRS records
• supporting maintenance documentation
• other aircraft-related files

In FlightLogger Maintenance, aircraft documents are stored under the relevant aircraft.

Why technical records matter

Technical records help users prove and understand the aircraft’s documented status.

They support:

• compliance review
• audit preparation
• aircraft documentation control
• expiry monitoring
• maintenance review
• operational readiness
• internal quality processes

Without structured technical records, it can be difficult to find the correct document when it is needed.

Aircraft documents

Aircraft documents are linked to one aircraft.

This means each document belongs to the aircraft it was uploaded under.

For example, an airworthiness certificate for aircraft OY-ABC should be stored under aircraft OY-ABC.

This aircraft-level structure helps keep records organised and reduces the risk of storing documents under the wrong aircraft.

Document types

FlightLogger Maintenance supports several aircraft document types.

The available document types are:

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

Use the document type that best matches the document.

If the document does not fit one of the specific types, use Other and add a clear description.

CRS

A CRS, or Certificate of Release to Service, documents that maintenance work has been released according to the applicable process.

When storing CRS documents, include enough information to identify the maintenance activity, reference, or document number.

Airworthiness Certificate

An airworthiness certificate supports the aircraft’s airworthiness documentation.

Because this document is important for compliance, make sure the document number, issue date, expiry date, and issuing authority are entered accurately when available.

Registration Certificate

A registration certificate documents the aircraft registration.

Store this under the correct aircraft and make sure the registration matches the aircraft record in FlightLogger Maintenance.

Insurance

Insurance documents can be stored as aircraft documents.

Use the expiry date field when the insurance document has an expiry date. This makes it easier to see whether the document is expired or expiring soon.

Other documents

Use Other for aircraft documents that do not fit the predefined document types.

Examples may include:

• supporting technical documentation
• aircraft-specific references
• internal documents
• other certificates
• documentation that supports aircraft review

When using Other, add a clear description so users can understand what the document is.

Document information

Aircraft documents can include:

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

Not every field is required for every document, but complete information makes records easier to search and review.

Document number

Use the document number to store the official reference number for the document.

If the document has no formal number, use the description and notes fields to make the record identifiable.

Issue date

The issue date shows when the document was issued.

Use the date from the document itself.

Expiry date

The expiry date is optional, but it is important for documents that expire.

Documents with expiry dates can be shown as:

• valid
• expiring soon
• expired

This helps users identify documents that require attention.

A document is considered expired when its expiry date is before the current date. A document can be considered expiring soon when the expiry date is within the next 30 days.

Issuing authority

Use issuing authority to record who issued the document.

Examples may include:

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

This helps users understand the source of the document.

Description and notes

Use description for a short explanation of the document.

Use notes for additional context, internal comments, or information that helps users understand how the document should be used.

Keep descriptions and notes clear and factual.

Document file

Aircraft documents can include an uploaded file.

Supported file types can include images, PDFs, Word documents, and similar document files.

When replacing or updating a document, check whether the existing file should be kept or replaced according to your organisation’s document control process.

Filtering documents

Aircraft documents can be filtered by document type.

This helps users quickly find all CRS documents, airworthiness certificates, registration certificates, insurance documents, or other documents for the aircraft.

Technical records and audit readiness

Technical records are important during audits and inspections.

Good aircraft document management helps show:

• which documents exist
• which aircraft they belong to
• when they were issued
• when they expire
• who issued them
• what file supports the record

This makes it easier to prepare for internal reviews, customer audits, and regulatory inspections.

Best practice

Keep aircraft technical records structured and up to date.

A good process is:

1. Open the correct aircraft.
2. Go to the aircraft documents area.
3. Add the document under the correct document type.
4. Enter document number, issue date, and expiry date where available.
5. Add issuing authority.
6. Upload the document file.
7. Add a clear description or note.
8. Review expiry status regularly.

This helps keep records complete and easy to retrieve.

Common mistakes

Uploading the document under the wrong aircraft

Always confirm the aircraft registration before adding a document.

Using Other too often

Use a specific document type when one applies. This makes filtering and review easier.

Missing expiry dates

If a document expires, enter the expiry date.

Without an expiry date, the system cannot help identify expired or expiring documents.

Uploading files without descriptions

A file alone may not explain what the document is.

Add a description or document number so the record is easy to understand later.

Treating technical records as general file storage

Aircraft documents should be relevant to the aircraft’s technical, compliance, or operational documentation.

Avoid uploading unrelated files.

Summary

Technical records help keep aircraft documentation structured and traceable.

In FlightLogger Maintenance, aircraft documents are linked to a specific aircraft and can include document type, document number, dates, issuing authority, notes, and an uploaded file.

Well-maintained technical records support compliance, audits, and reliable aircraft management.