1. Aircraft Maintenance Documentation
Title Slide

2. This course provides a review of aircraft
Introduction
This course provides a review of aircraft
maintenance documentation requirements.
It emphasizes the importance of proper
documentation.
It identifies common documentation problems
that can lead to maintenance errors.
INTRODUCTION: This course provides a review of aircraft maintenance documentation requirements. It emphasizes the importunateness of proper documentation. It identifies common documentation problems that can lead to maintenance errors. Poor maintenance documentation can be a precursor to aircraft incidents or accidents. It can also lead to FAA enforcement actions.

3. Accident Data
Maintenance-related accidents and incidents are on a downward trend. However, maintenance-related accidents result in a higher likelihood of injury.

4. Regulation Cited
Mechanic violations fall into very consistent categories. Failure to perform maintenance and inspections in accordance with approved methods (43.13, 43.15) and failure to document such actions prior to return to service (43.5, 43.9) accounted for 90% of all maintenance violations

5. Common Findings No documentation.
Inadequate description of work performed.
Using the wrong reference.
Common findings are improper documentation of maintenance. No documentation. It may obvious that some maintenance action has been performed. You can not determine what action was done, or by whom, so the work has to be completed again. Inadequate description. You can not tell exactly what was done or if it was done correctly. Using the wrong reference. An example might be using the system description section of the M/M for a component replacement, or citing the wrong ATA chapter.

6. Maintenance Related Accident
3/24/2005 Prescott, AZ Robinson R22
The helicopter's main rotor drive belts broke on the
base leg and the helicopter rolled over during the
subsequent autorotation and landing.
Upon exiting the helicopter, the instructor observed
that the V-belts were shredded.

7. Maintenance Related Accident
A company mechanic had performed a 100-hour inspection about 4.3 hours prior to the accident flight.
During the inspection, he had loosened the self locking nut and stop screw on the belt actuator housing assembly.
A company mechanic had performed a 100-hour inspection about 4.3 hours prior to the accident flight. During the inspection, he had loosened the self locking nut on the belt actuator housing assembly and had rotated the down-limit stop screw upward until the screw bottomed out in the actuator housing in the full up position.
This maintenance action was not required as part of the 100 hour inspection.

8. Maintenance Related Accident
The mechanic forgot to reposition the stop screw and
tighten the nut. This action resulted in the main rotor
drive V-belts becoming excessively loose. The belts
exited their seated position on the lower pulley
sheave and were severed.
Had this extra maintenance action be documented, it is reasonable to say this accident would have probably been prevented.

9. NTSB Finding Probable Cause The company mechanic's improper
maintenance actions, which resulted in the
total failure of the main rotor drive belt system
This statement was taken from the NTSB Factual Report.

10. Sept. 11, 1999 near Eagle Lake Texas.
Continental Express Flight 2574 an EMB 120
In flight the left horizontal stabilizer leading edge bent down and then separated from the aircraft
14 passengers and crew killed near Eagle Lake Texas.
This was a hard lesson in why proper maintenance documentation particularly shift turnover procedures are so important. On Sept. 11, On that day Continental Express Flight 2574 an EMB 120 aircraft, went down.
In flight the left horizontal stabilizer leading edge bent down and then separated from the aircraft. The aircraft become uncontrollable. 14 passengers and the flight crew were killed near Eagle Lake Texas.

11. This is how the horizontal stabilizer was found
This is how the horizontal stabilizer was found. Notice anything missing? The entire leading edge is missing from the left side of the aircraft’s horizontal stabilizer.

12. NTSB Finding
Departures from approved procedures included failures to solicit and give proper shift / turnover reports, failures to use maintenance work cards as approved, failures to complete required maintenance/inspection shift / turnover forms, and a breach in integrity of the quality control system.
This statement was taken from the NTSB Factual Report. “ Departures from approved procedures included failures to solicit and give proper shift / turnover reports, failures to use maintenance work cards as approved, failures to complete required maintenance/inspection shift / turnover forms, and a breach in integrity of the quality control system.” Poor shift turnover policies and procedures were a factor in this accident.

13. The Regulations (Title 14 CFR)
Part 43 MAINTENANCE, PREVENTIVE MAINTENANCE, REBUILDING, AND ALTERATION
Part 91 GENERAL OPERATING AND FLIGHT RULES Subpart E--Maintenance, Preventive Maintenance, and Alterations 
Let’s start by taking a look at some of the regulations. Title 14 of the Code of Federal Regulations to be exact, but let’s just call them by their common names Parts 43, , 121, 145.
Part 43 is where you find the basic rules for Maintenance, Preventive Maintenance, and Alterations. Part 91 is where you find the basic operating rules for aircraft owners/ operators regarding Maintenance, Preventive Maintenance, and Alterations

14. The Regulations
Part 135 OPERATING REQUIREMENTS: COMMUTER AND ON-DEMAND OPERATIONS Subpart J--Maintenance, Preventive Maintenance, and Alterations
Part 121 OPERATING REQUIREMENTS: DOMESTIC, FLAG, AND SUPPLEMENTAL OPERATIONS Subpart L--Maintenance, Preventive Maintenance, and Alterations 
Part 135 Subpart J. is where we find the rules for Maintenance, Preventive Maintenance, and Alterations that must be followed by 135 operators.
Did you know that if an aircraft is listed on the Operations Specifications for a 135 air carrier, the 135 maintenance rules apply no matter who might be operating the aircraft. If the owner uses his turbo prop to take the family on vacation, he must follow the 135 operators maintenance procedures for maintenance documentation. That includes the Minimum Equipment List (MEL).
Part 121 Subpart L is where we find the rules for Maintenance, Preventive Maintenance, and Alterations that must be followed by part 121 air carriers.

15. The Regulations Part 145 Repair Stations
Part is where we find the rules for Maintenance, Preventive Maintenance, and Alterations that must be followed by 145 repair stations.

16. The Regulations
Sec. 43.9
(a) Maintenance record entries. Except as provided in paragraphs (b) and (c) of this section, each person who maintains, performs preventive maintenance, rebuilds, or alters an aircraft, airframe, aircraft engine, propeller, appliance, or component part shall make an entry in the maintenance record of that equipment containing the following information:
(1) A description (or reference to data acceptable to the Administrator) of the work
performed.
(2) The date of completion of the work performed.
(3) The name of the person performing the work if other than the person specified in paragraph (a)(4) of this section.
(4) If the work performed on the aircraft, airframe, aircraft engine, propeller, appliance, or component part has been performed satisfactorily, the signature, certificate number, and kind of certificate held by the person approving the work. The signature constitutes the approval for return to service only for the work performed.
Here is what is required by Part Point out the requirements each paragraph of the slide. Description, Date, Signature & Certificate number and kind of certificate held i.e. A & or P IA or Pilot for items allowed under preventive maintenance. That’s in appendix A to Part 43 if you like to look it up.

17. The Regulations Sec. 91.417 (a) (1) Maintenance Records
The records must include--
(i) A description (or reference to data acceptable to the Administrator) of the work performed; and
(ii) The date of completion of the work performed; and
(iii) The signature, and certificate number of the person approving the aircraft for return to service.
Part 91 restates the same requirements we saw in Part 43. To put is in the simplest of term. Description, Date, Signature & Certificate information. This is not all that is required by Part as far as aircraft records. Since Part 91 is an operating rule it applies to the Owner/Operator rather than maintenance personnel. With that being said all AMTs need to be aware of the requirements.

18. The Regulations
Sec (a) (2) Records containing the following information:
(i) The total time in service of the airframe, each engine, each propeller, and each rotor.
(ii) The current status of life-limited parts of each airframe, engine, propeller, rotor, and appliance.
(iii) The time since last overhaul of all items installed on the aircraft which are required to be overhauled on a specified time basis.
Sec also has other requirements for aircraft records such as the total time in service, current status of life-limited parts and time since last overhaul of item required to be overhauled.

19. The Regulations
(iv) The current inspection status of the aircraft, including the time since the last inspection required by the inspection program under which the aircraft and its appliances are maintained.
(v) The current status of applicable airworthiness directives (AD) and safety directives including, the method of compliance, the AD or safety directive number and revision date. If the AD or safety directive involves recurring action, the time and date when the next action is required.
vi) Copies of the forms prescribed by Sec. 43.9(a) for each major alteration to the airframe ,engines, rotors, propellers, and appliances.
Sec also includes the requirement to document the inspection status of the aircraft, including the time since the last inspection.
The current status of applicable airworthiness directives (AD) or service directive including, the method of compliance, the AD directive number and revision date. If the AD involves recurring action, the time and date when the next action is required.
Safety Directives? What does that mean? This is new! As of April 2, 2010 Sec was amended to include safety directives issued on Special Light Sport Aircraft by the manufactures of the aircraft.
The aircraft record must also include copies of the form 337 Sec. 43.9(a) for each major alteration. If a fuel tank is installed within the passenger compartment or a baggage compartment, a copy of FAA Form 337 shall be kept on board the modified aircraft by the owner or operator.

20. Record retention
The owner or operator shall retain the following records for the periods prescribed:
The records specified in paragraph (a)(1) of this section shall be retained until the work is repeated or superseded by other work or for 1 year after the work is performed.
The records specified in paragraph (a)(2) of this section shall be retained and transferred with the aircraft at the time the aircraft is sold.
The records specified in paragraph (a)(1) must be kept until the work is superseded or for one year. For section (a)(2) it’s for the life of the aircraft.
The owner or operator shall make all maintenance records required to be kept by this section available for inspection by the Administrator or any authorized representative of the National Transportation Safety Board (NTSB).or any law enforcement officer.

21. Sec. 135.427 Manual requirements
The Regulation
Sec Manual requirements
c) Each certificate holder shall put in its manual a suitable system (which may include a coded system) that provides for the retention of the following information--
Part 135 manuals must state the operator’s method to meet the requirements. They must explain in their manual just how maintenance actions are to be handled. What company form must be completed etc?

22. Manual requirements
(1) A description (or reference to data acceptable to the Administrator) of the work performed;
(2) The name of the person performing the work if the work is performed by a person outside the organization of the certificate holder; and
(3) The name or other positive identification of the individual approving the work.
Part states the same basic requirements. Description, Date, Signature & Certificate information.

23. The Regulations Sec.145.219 Recordkeeping.
(1) A description (or reference to data acceptable to the Administrator) of work performed.
(2) The date of completion of the work performed.
(3) The name of the person performing the work if other than the person specified in paragraph (a)(4) of this section.
(4) If the work performed on the aircraft, airframe, aircraft engine, propeller, appliance, or component part has been performed satisfactorily, the signature, certificate number, and kind of certificate held by the person approving the work. The signature constitutes the approval for return to service only for the work performed.
Part states the same basic requirements. Description, Date, Signature & Certificate information. The repair station’s manual will explain the specific requirements

24. INCORPORATION BY REFERENCE
You don’t have to write a book.
The regulations permit reference to technical data in lieu of making a long step by step detailed entry
Common references include maintenance manuals, service letters, bulletins, work orders, advisory circulars (AC B), and others
Major alterations may reference STC’s
Reference documents must be retained
Tell the story so that some one in the future reading your entry know what you did. Then read the slides bullets. A maintenance entry that describes what was done and gives a specific maintenance manual reference leaves little doubt as to what was done, and how it was done.

25. If the work performed on the aircraft, airframe, aircraft engine, propeller, appliance, or component part has been performed satisfactorily, the signature, certificate number, and kind of certificate held by the person approving the work.
The signature constitutes the approval for return to service only for the work performed.
It is not necessary to add the phrase “and is approved for return to service” your signature says it for you.

26. Airworthiness Directive
FAR Part 39
Lets take a look at Ads. Each AD issued is an actual amendment to FAR Part 39.

27. AIRWORTHINESS DIRECTIVES
An unsafe condition exist in a product.
The condition is likely to exist or develop in other products
of the same design.
An AD is issued when it is found that an unsafe condition exist in a product
The condition is likely to exist or develop in other products of the same design

28. RESPONSIBILITY
The Owner/Operator is primarily responsible for maintaining the aircraft in an airworthy condition, including compliance with ADs
The Owner/Operator is responsible for ensuring that properly certificated persons perform the work.
The Owner/Operator is primarily responsible for maintaining the aircraft in an airworthy condition, including compliance with ADs
The Owner/Operator is responsible for ensuring that properly certificated person perform the work.

29. RESPONSIBILITY
Maintenance personnel have the responsibility of compliance at the time they are performing inspections to determine all airworthiness requirements are met.
Maintenance personnel have the responsibility of compliance at the time they are performing inspections to determine all airworthiness requirements are met.

30. RECORDS
The owner must keep a record showing the current status of applicable ADs.
This record must include the following:
The current status of ADs applicable to the aircraft, including the AD number and revision date, the method of compliance, and the time‑in‑service, or the cycles, and/or the date when the next action is required for a recurring AD.
The owner must keep a record showing the current status of applicable ADs. This record must include the following: The current status of ADs applicable to the aircraft, including the AD number and revision date, The method of compliance, and The time‑in‑service, or the cycles, and/or the date when the next action is required for a recurring AD. An acceptable method of compliance should include a reference to either a specific portion of the AD or a manufacturer’s service bulletin, if the bulletin is referenced in the AD. The document that contains the current status of ADs/method of compliance may be the same as the record of AD accomplishment.

31. Here is a typical AD compliance record that could be used for a general aviation aircraft, or a large transport aircraft. The requirements are the same.

32. ______________________ __________________________ ____________
Sample Logbook Entry
N Tach/Hobbs: ____________ ACTT: ____________
Enter the type of inspection(s) performed:
Enter accomplishment of all A.D.’s including the number, revision date, method of compliance, and if recurring, the next time/date it is due.
Enter replacement or inspection of any component part with Airworthiness Limitations (include part, serial number, and total time in service for that component).
Enter removal and installation of any serialized component replacement parts
(include part, serial number, and total time in service for that component).
Enter description of any other general maintenance performed.
I certify that this aircraft was inspected in accordance with a (insert type) inspection and was determined to be in an airworthy condition. All work was accomplished in accordance with current Federal Aviation Regulations and manufacturer’s maintenance instructions. Details of work performed can be found on XYZ Company work order _______.
______________________ __________________________ ____________
Signature Certificate # Date
Note: Each line will come in one at time and fade Talk about each line and type of entry as they appear.

33. DESCRIPTION OF WORK PERFORMED
The description should be in sufficient detail to permit
a person unfamiliar with the work, to understand what
was done, and the methods and procedures used.
The description should be in sufficient detail to permit a person unfamiliar with the work to understand what was done, and the methods and procedures used.
When the aircraft leaves the hangar, your entry must speak for you. When the flight crew reviews the log book your entry is usually all they have to go by. Give them confidence that the maintenance task you performed was done correctly.

34. Shift /Turnover
The transfer of critical information between work groups or shifts
It needs to be as detailed as necessary, depending on the tasks involved
Sharing of information by the people doing the task
Another vital form of maintenance documentation is a shift/ turnover records. Shift turn of is the time to transfer of critical information between work groups or shifts. It needs to be as detailed as necessary, depending on the tasks involved. Sharing of information by the people doing the task. Do you think that aircraft maintenance documentation has never caused an accident?

35. Why is Shift/Task Turnover Important
Data show that poor shift/task turnover is a common contributing factor to events.
Challenges related to shift turnover include:
1. A high demand for teamwork and communication skills
2. Lack of structured and standardized policies and procedures
3. Using a location that is not conducive for discussion and planning
Why is Shift/Task Turnover Important? Data show that poor shift/task turnover is a common contributing factor to events.
Challenges related to shift turnover include:
1. Shift Turn over requires a high level of teamwork and good communication skills.
2. The lack of structured and standardized policies and procedures.
3. Using a location that is not conducive for discussion and planning. Such as a high noise area

36. Why is Shift/Task Turnover Important
4. Finishing workers are tired and want to depart facility.
5. Lack of adequate shift overlap to provide time to give one-on-one briefings between the teams
6. Absence of a process to ensure departing personnel have documented all tasks accomplished or started.
7. Minimal training on procedures for shift/task turnover
High-quality shift/task turnover procedures enable improvement in practice and improve safety and accountability to all involved in the work.
4. Finishing workers are tired and want to depart facility.
5. Lack of adequate shift overlap to provide time to give one-on-one briefings between the team leaving and the team coming on.
6. Absence of a process to ensure departing personnel have documented all tasks accomplished or started.
7. Minimal training on procedures for shift/task turnover
High-quality shift/task turnover procedures enable improvement in practice and improve safety and accountability to all involved in the work.
CHECK wording in last paragraph

37. How do you implement a Shift/Task Turnover process?
Formalize policy and procedures that make the turnover as important as the work.
Communicate policy and procedures to all personnel.
Consider technology enhancements that improve the transfer of visual information (e.g., photos, graphics, movies).
How do you implement a Shift/Turnover process?
Formalize policy and procedures that make the turnover as important as the work.
Communicate policy and procedures to all personnel.
Consider technology enhancements that improve the transfer of visual information (e.g., photos, graphics, movies).

38. How do you implement the Shift/Task Turnover process?
Provide a time and place for formal shift/task turnover.
Ensure the quality of shift/task turnover Information.
Deliver initial and recurrent training on how to conduct a good shift/task turnover.
Define acceptable communication practices.
Provide a time and place for formal shift/task turnover.
Dedicate a location for shift turnover meetings that is clean, comfortable, and relatively
free of distractions. Access to computers and data sources should be provided, if
appropriate.
Include a dedicated time for a proper shift turnover within the regular work hours.
Carry out the task turnover at the aircraft where the task is being accomplished.
Ensure the quality of shift/task turnover Information.
Standardize written communications.
Ensure consistent level of detail in turnover documentation.
Deliver initial and recurrent training on how to conduct a good shift/task turnover.
Emphasize the criticality of shift/task turnover and impact on continuing safety.
Emphasize use of checklists, shift status reports, and applicable shift/task turnover
documents.
Define acceptable communication practices.
Describe how to conduct and participate in turnover meetings.

39. Summary
The basic requirements for aircraft maintenance documentations are the same.
The method of meeting those requirements may be different depending on the type of operation.
To summarize, the basic requirements for aircraft maintenance documentations are the same. Whether it is a Cessna 150 or a Airbus 380
The method of meeting those requirements may be different depending on the type of operation.

40. Summary
It may be a simple airframe, engine, propeller log book, or an air carrier’s maintenance record system.
A description of the work performed, date the work was performed and the signature with certificate number and type are always required.
It may be a simple airframe, engine, propeller log book, or an air carrier’s maintenance record system. A description of the work performed, date the work was performed and the signature with certificate number and type are always required.

41. Common problems No documentation.
Inadequate description of work performed.
Using the wrong reference.
Poor shift turnovers
Let’s review. No documentation. The situation may be obvious that maintenance has been performed. You can not determine what maintenance action may have done, or by whom, so the work has to be redone. Inadequate description. You can not tell what was done or if it was done correctly. Using the wrong reference. Such as using the system description section of the M/M for a component replacement or citing the wrong ATA chapter or maybe using an out of date manual. Shift turnovers should always be done by the people doing the work. Written description of what was accomplished, clear stop and starting points.

42. Easy solutions Follow the regulations.
Follow company procedures (GMM).
Use the Maintenance Personal Minimums Checklist !
Follow the rules. Follow company procedures General Maintenance Manual (GMM). Use the Maintenance Personal Minimums Checklist !

43. BEFORE
Review the items on the Checklist. Before the Task KEEP THIS IN YOUR TOOLBOX!!

44. AFTER
Review the items on the Checklist. After the Task

45. Contact your FAASTeam Program Manager or FAASTeam Representative for more information. Remember to Be Smart and Follow procedures.

46. Thank you. ADD qms feed back link
Visit the FAASTeam Maintenance Hangar on our website FAASafety.gov
ADD qms feed back link