Testimonials/Customer Letters
VRP in the Aircraft Industry
January 2007
Over the past few years, adequate Vital Record Protection (VRP) has become
an essential policy in almost all industries and areas of government. The
proper securing and protecting of paper and vital digitally-based documents
has become commonplace and is often a requirement by law.
Certain industries and areas of business are held to higher standards when it
comes to keeping their vital documents physically secure from fire, water damage,
theft, or other disasters. For an example, consider the aviation industry. The
pre-owned aircraft market is booming, and the purchase of a pre-owned aircraft
for company use is becoming an
increasingly viable business decision. In many cases it makes clear economic
sense to purchase a pre-owned aircraft. Every time there is a transfer of
aircraft ownership or a change of operational control occurs, there are literally
stacks of boxes of critical documents that accompany the aircraft along with bill-of-sale
and registration of aircraft ownership.
The reason is that for the entire lifespan of an aircraft, the Federal Aviation
Administration (FAA) requires a data archive consisting of records that pertain
to all servicing, maintenance, repairs and alterations performed on all systems
and parts of the aircraft. Record keeping systems and paper/electronic
maintenance manuals, including inspection procedures manuals, quality assurance/inspection
records, operations manuals and training manuals are required by Title 14 of
the Code of Federal Regulations. These documents must be secured from destruction
of any kind in order to pass them on to the next owner or operator of the aircraft
as applicable for the new owner's type of operation.
Fred Workley, an aviation consultant and expert on aircraft regulations, advises
that there are several factors that need to be considered when it comes to storing
and protecting the documents required for an aircraft transfer.
"The four most important reasons to secure transfer documents in UL-rated
fireproof and water resistant containers are economic, regulatory, practical
and airworthiness factors. For example, if an aircraft is missing documentation,
then the economic value may be in question, possibly resulting in a reduced purchase
price."
According to Mr. Workley, regulatory issues clearly stipulate that owners need
to maintain documentation, possibly in the form of a paper trail of these documents,
outlining, in detail, the description of any work performed on the aircraft,
completion dates, name and signature of the person performing the work, and the
type of certification held by that person who approves the successful completion
of the maintenance or repair to that aircraft.
Practical factors include any documents that will support the configuration of
the aircraft as well as the information pertaining to what types of equipment,
repairs, or alterations have been made to the aircraft, and what type information
was used to make such assessments.
The airworthiness factor is used to determine if the aircraft is safe, reliable,
and that all parts were designed to operate on an aircraft. Aircraft parts are
held to a very quality standard and parts designed for a different type of vehicle
may not be installed on an aircraft.
To ensure against any possible destruction or loss of the information contained
in the recordkeeping system, owners or operators are encouraged to store all
originals and backups in a separate location properly protected from fire, water
damage, theft or any other disaster. Not being able to produce the proper
documentation could result in the cancellation or delay of a sale or transfer
for that aircraft. The result may be down time or grounding of the aircraft where
no money is made from the valuable asset.
The lesson for the aviation industry is clear - the only way to ensure a smooth
transaction from owner-to-owner or owner-to-operator is to make sure that all
of the proper documents are available, complete, accurate, and secure from destruction
of any kind.
Using UL-rated fireproof and water resistant filing cabinets is the best option
when it comes to storing all of this important and valued aircraft documentation.
Further Information: Fred Workley is the president of Workley Aircraft and
Maintenance Inc. in Alexandria, VA, Benton City, WA, and Indianapolis, IN.
|
