Originally published on Linkedin

The aviation industry has long relied on comprehensive technical records to ensure airworthiness, manage maintenance, and preserve asset value. Over time, the way these records are handled has changed significantly, moving from physical binders to advanced digital platforms. This shift reflects not just a change in format but an evolution in how data is used, verified, and shared across the industry.

Where We Are Now

Aircraft records have gone through several stages of digital transformation. Several factors can be attributed to these desire to develop, from the angle of concerns of paper records deterioration, the wave of digitalization to almost every domain of operations to the pressure to find ways to save costs long term.

Each stage has improved accessibility and reduced dependency on physical archives, building a foundation for continuous digital management of maintenance data.

Digital Records in Practice

Managing digital records typically begins with physical documents such as logbooks, job cards, certificates, and work orders. These documents are scanned into PDFs or image files, then uploaded into a records management system. Through character recognition, the system converts them into searchable data and sorts them according to type, task card number, or component serial.

This process allows records to be used across several operational areas:

• Maintenance Planning – Planners search specific WOs, ADs, or logbooks to review last-done and next-due tasks, component status, and open work orders. This helps them prepare check packages more quickly and accurately.

• Audits – Auditors access AD/SB compliance, modification status, and certificates directly through the system, retrieving specific data in minutes instead of reviewing pages manually.

• Asset Valuation and Transition – Lessors and buyers review back-to-birth LLP trace, modification history, and compliance documents by searching part numbers or work orders, ensuring completeness and asset readiness during delivery or transition.

Digital records management has turned what was once a storage function into a working tool that directly supports maintenance, compliance, and asset management.

Issues in Implementation

The migration to digital records is not without its challenges. As with any migration projects, the nature of these challenges are also not always in terms of technical or system limitation. Rather, migration projects also always come with their own sets of human resources issues, as it does put an end to already established routines. Common issues that you might encounter include:

• Misclassification of Records – Work orders with similar numbers may be grouped incorrectly, or task cards for an A-check could end up filed under out-of-phase maintenance.

• Inconsistent Standards – Staff interpret completeness differently; some include only job cards, while others include certificates, receipts, and store issue slips.

• Training Gaps – Without proper training, records may be named or categorized inconsistently, creating confusion during retrieval.

• Upfront Investment – Implementation requires investment in software, IT infrastructure, and staff training. With careful planning, these costs can be managed efficiently.

• Scan Quality Problems – Large volumes of documents often lead to variations in quality, and handwritten entries are still difficult for OCR and AI to interpret accurately.

• Resistance to Change – Teams familiar with paper-based processes sometimes see digital migration as an additional burden and resist adopting new systems.

Lessor Perspective

Digital records are no longer limited to operators with major lessors also partnering with records management platform providers. The reason is clear: digital records improve traceability, accessibility, and audit readiness, especially during lease returns or transfers.

While operators use these systems with ERPs for day-to-day maintenance control, lessors use them mainly for oversight. The focus is on monitoring lessee compliance, verifying document completeness, and protecting asset value throughout the lease cycle.

Regulatory and Standardization

Regulatory

Authorities such as the FAA, EASA, and ICAO recognize both paper and electronic records, provided that requirements for accessibility, revision control, data security, and traceability are met. Although electronic records are not yet mandatory, several regulatory bodies have issued guidance to support digital adoption.

Key references include:

• FAA AC 120-78B – Outlines the acceptance and use of electronic signatures, records, and manuals.

• EASA Guidelines – Provide direction on managing electronic documents, records, and signatures.

• ICAO Doc 9760 (4th Edition, 2020) – Discusses digital recordkeeping in the context of airworthiness and continuing maintenance.

Industry Standardization

Industry bodies such as IATA and ATA have also contributed to the development of shared frameworks for electronic records management.

• IATA Guidance Material – Provides recommendations for implementing paperless aircraft technical operations.

• ATA Spec 2000 – Defines data exchange standards for electronic parts, repairs, and supply chain transactions.

• ATA Spec 2500 – Specifies standardized formats for transferring aircraft maintenance and technical records electronically.

These standards improve consistency and interoperability, while leaving operators and lessors flexibility to align with their own processes and systems.

Need Assistance with Your Records?

If your team needs support with records migration or digital integration, contact us at info@tbmaviation.com or click here to learn more about our solutions.