With supply chain delays still affecting the industry, older aircraft and USMs are staying in service longer than planned. 15-year to 25-year narrowbody vintages averaged approximately 8 daily hours in 3Q2018, increasing by ~8% in 3Q2024. 0–5-year asset utilisation also increased, by ~6%.

But with older assets come added challenges for operators. From increased wear and tear to the need to source older part numbers, the maintenance burden naturally grows. Historical documentation also becomes far more extensive, and the volume alone can introduce risks if not managed properly.

One of the most critical considerations is ensuring that all required documents remain complete, accurate, and traceable. Older aircraft accumulate years—sometimes decades—of maintenance records, modifications, and shop visit histories. Keeping these records organized and ensuring end-to-end traceability is essential for maintaining airworthiness, supporting shop visits, and meeting lease return requirements.

Here are some key documents that help ensure everything stays clear, traceable, and compliant:

• Certificate of Conformance (CoC)

Issued by the OEM at the time of delivery, this document confirms that the component was manufactured in compliance with the specified design, quality, and performance standards.

• EASA Form 1 / FAA Form 8130-3

Authorized release certificates used to certify that a part is in airworthy condition. These forms apply to both new parts and used serviceable materials (USM) that have been repaired, or overhauled.

• Shop Visit Work Pack(s)

A complete set of records from all shop visits that the component or part has undergone. One of the most common challenges we encounter is the assumption that a “mini pack” is sufficient—typically containing only AD/SB status sheets or high-level findings. In reality, every shop visit requires the full documentation set, including all ARC (Approved Repair Certificates) and DFPs (Detailed Findings Packages). Missing any of these can create gaps in traceability, delay component acceptance, and complicate redelivery or induction into a maintenance program.

• Installation/Removal Log

A document that records when and where a component or engine was installed or removed. This log is crucial because it provides a continuous operational history, confirms alignment with maintenance intervals, and helps verify compliance with life-limited part tracking, back-to-birth requirements, and operator-specific AMP thresholds. Any gaps in this log can trigger findings during audits or lease return, and may require revalidation or additional inspections to close the traceability loop.

• Incident/Accident Clearance

A declaration confirming that the component has not been involved in or affected by any incident or accident that may impact its structural integrity or airworthiness.

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It’s not just about knowing what the documents are, but understanding which details matter and how to interpret them correctly, whether it is in preparation for asset transition or shop visit. That takes both expertise and experience. For support with your records management, our Records team is here to help. Contact us at info@tbmaviation.com to consult with our team.