IS: 188.8.131.52 Records of Management, Supervisory, Inspection and Certifying Staff
The following minimum information shall be kept on record in respect of each management, supervisory, inspection, and certifying person:
Date of birth;
Qualifications relevant to the approval;
Scope of the authorisation;
Date of first issue of the authorisation;
Expiration date of the authorisation (if appropriate); and
Identification number of the authorisation.
Records of these individuals shall be controlled.
The number of persons authorised to access the system shall be limited to minimise the possibility of records being altered in an unauthorised manner and to limit confidential records from become accessible to unauthorised persons.
A certifying person shall be given reasonable access on request to his or her records.
The Authority is authorised to and may investigate the records system for initial and continued approval, or when the Authority has cause to doubt the competence of a particular certifying person.
The AMO shall keep the record of these individuals for at least two years after that person has ceased employment with the AMO or after withdrawal of his or her authorisation. Upon request, the certifying staff shall be furnished with a copy of their record on leaving the AMO.
Note: Authorised persons, apart from the AMO's quality department or maintenance supervisors/managers, include the Authority.
14 CFR: 145.161
FAA Order 8900.1, Vol. 3, Chapter 54
The AMO procedures manual shall contain the following content.
1.1 a general description of the scope of work authorised under the organisation’s terms of approval;
1.2 a description of the organisation’s procedures and quality or inspection system.
1.3 a general description of the organisation’s facilities;
1.4 the names, tasks, duties and responsibilities of the person or persons are required to ensure the maintenance organisation is in compliance with the regulations of [STATE];
1.5 a description of the procedures used to establish the competence of maintenance personnel as required by 184.108.40.206 and 220.127.116.11;
1.6 a description of the method used for the completion and retention of the maintenance records required by 18.104.22.168. The records shall show that all requirements for signing of the maintenance release have been met. The records shall be kept for a minimum period of one year after signing of the maintenance release;
1.7 a description of the procedure for preparing the maintenance release and the circumstances under which the release is to be signed;
1.8 the personnel authorised to sign the maintenance release and the scope of their authorisation. The person signing the maintenance release shall be qualified in accordance with MCAR Part 2;
1.9 a description, when applicable, of the additional procedures for complying with an operator’s maintenance procedures and requirements;
1.10 a description of the procedures in respect of aeroplanes of over 5 700 kg maximum certificated take-off mass and helicopters of over 3 175 kg maximum certificated take-off mass, whereby information on faults, malfunctions, defects and other occurrences which cause or might cause adverse effects on the continuing airworthiness of the aircraft is transmitted to the organisation responsible for the type design of that aircraft and to the operator’s airworthiness authority; and
1.11 a description of the procedure for receiving, amending and distributing within the AMO all necessary airworthiness data from the Type Certificate holder or type design organisation;
1.12 if the manual is also used to comply with the requirements of the maintenance programme for an aircraft, the maintenance programme should be included.
2.1 a statement signed by the CEO confirming that the manual defines the organisation’s procedures and associated personnel responsibilities and will be complied with at all times;
2.2 an organisation chart showing the associated chains of responsibility of the persons nominated responsible for the AMO safety management system.
2.3 notification procedures to the airworthiness authority regarding changes to the organisation’s activities/approval/location/personnel;
2.4 liaison or contractual arrangements with other organisations that provide services associated with the approval; and
2.5 amendment procedures for the manual.
3.0 Maintenance procedures
3.1 supplier evaluation procedure;
3.2 acceptance/inspection of aircraft components and material from outside contractors;
3.3 storage, labelling/tagging and release of aircraft components and material to aircraft maintenance;
3.4 acceptance of tools and equipment;
3.5 calibration of tools and equipment;
3.6 use of tools and equipment by staff (including alternate tools);
3.7 cleanliness standards of maintenance facilities;
3.8 maintenance instructions and relationship to aircraft/aircraft component manufacturers’ service information including updating and availability to staff;
3.9 repair procedure;
3.10 procedures for compliance with an operator’s aircraft maintenance programme;
3.11 airworthiness directives procedure;
3.12 optional modification procedure;
3.13 maintenance documentation in use and completion of same;
3.14 technical record control;
3.15 procedures for handling of defects arising during maintenance;
3.16 issue of the maintenance release required by 22.214.171.124
3.17 records for the operator (if the organisation is not an operator itself);
3.18 reporting of defects and other occurrences as required by the Authority;
3.19 return of defective aircraft components to store;
3.20 control of defective components sent to outside contractors for overhaul, etc.;
3.21 control of computer maintenance record systems;
3.22 reference to specific maintenance procedures such as engine running procedures, aircraft pressure run procedures, aircraft towing procedures; and aircraft taxiing procedures;
3.23 sub-contract procedures;
3.24 human factors; and
3.25 manpower resources.
3.0 Line maintenance procedures (when applicable)
3.1 line maintenance control of aircraft components tools, equipment, etc.;
3.2 line maintenance procedures related to servicing/ fuelling/de-icing, etc.;
3.3 line maintenance control of defects and repetitive defects;
3.4 line procedure for pooled parts and loan parts; and
3.5 line procedure for return of defective parts removed from aircraft.
4.0 Quality system procedures
4.1 quality audit of organisation procedures;
4.2 quality audit of aircraft;
4.3 quality audit findings remedial action procedure;
4.4 the qualification and training procedures for personnel issuing a maintenance release (“certifying staff”);
4.5 records of certifying staff;
4.6 the qualification and training procedures for quality audit personnel;
4.7 the qualification and training procedures for mechanics;
4.8 exemption process control;
4.9 concession control for deviation from organisation’s procedures;
4.10 qualification procedure for specialised activities such as non-destructive testing (NDT), welding, etc.;
4.11 control of manufacturer’s working teams based at the premises of the organisation, engaged in tasks which interface with activities included in the approval; and
4.12 quality audit of sub-contractors (or acceptance of accreditation by third parties, e.g. use of NDT organisations approved by a State regulatory body other than the airworthiness authority).
5.0 Examples of standard documents.
Examples of standard documents used by the AMO which are associated with activities undertaken under the terms and conditions of the approval, such as: 1) technical record control; or 2) rectification of defects.
6.0 Quality assurance audit procedures
The list, which follows, is not exhaustive, but includes the principal audit checks which need to be considered.
6.1. Checks on aircraft, while undergoing scheduled maintenance, for:
6.1.1 compliance with maintenance programme and mandatory continuing airworthiness requirements and ensuring that only work instructions reflecting the latest amendment standards are used;
6.1.2 completion of work instructions including the transfer of defects to additional worksheets, their control, and final collation. Action taken in respect of items carried forward, not completed during the particular inspection or maintenance task;
6.1.3 compliance with manufacturers’ and the organisation’s standard specifications and procedures;
6.1.4 standards of inspection and workmanship;
6.1.5 condition of corrosion prevention and control treatments and other protective processes;
6.1.6 aircraft maintenance which is not limited to the normal working day; procedures adopted during shift changeover of personnel to ensure continuity of inspection and responses; and
6.1.7 precautions taken to ensure that, on completion of any work or maintenance, all aircraft are checked for loose tools and miscellaneous small items such as split pins, wire, rivets, nuts, bolts and other debris, and for general cleanliness and housekeeping.
6.2 Checks on airworthiness data for:
6.2.1 adequacy of aircraft manuals and other technical information appropriate to each aircraft type, including engines, propellers and other equipment, and the continuing receipt of revisions and amendments, availability of continuing airworthiness data, e.g., Airworthiness Directives, life limits, etc.;
6.2.2 assessment of manufacturer’s service information, determining its application to aircraft types maintained and the recording of compliance or embodiment;
6.2.3 maintenance of a register of manuals and technical literature held within the organisation, their locations and current amendment status; and
6.2.4 assurance that all the organisation’s manuals and documents, both technical and procedural, are kept up to date.
6.3 Checks on stores and storage procedures for:
6.3.1 the adequacy of stores and storage conditions for rotatable components, small parts, perishable items, flammable fluids, engines and bulky assemblies in accordance with the specifications adopted by the organisation;
6.3.2 the procedure for examining incoming components, materials and items for conformity with order, release documentation and procurement from sources approved by the organisation;
6.3.3 the “batch recording” of goods received and identification of raw materials, the acceptance of part life items into stores, requisition procedures for issue of items from stores;
6.3.4 labelling procedures, including the use of serviceable/unserviceable/repairable labels and their certification and final disposal after installation, and labelling procedures for components which are serviceable but “part life” only;
6.3.5 the internal release procedure to be used when components are to be forwarded to other locations within the AMO;
6.3.6 the procedure to be adopted for the release of goods or overhauled items to other organisations (this procedure should also cover items being sent away for rectification or calibration);
6.3.7 the procedure for the requisitioning of tools together with the system for ensuring that the location of tools, and their calibration and maintenance status, is known at all times; and
6.3.8 control of shelf life and storage conditions in the stores; control of the free-issue dispensing of standard parts, identification and segregation.
6.4 Checks on maintenance facilities for:
6.4.1 cleanliness, state of repair and correct functioning of hangars, hangar facilities and special equipment and the maintenance of mobile equipment;
6.4.2 adequacy and functioning of special services and techniques including welding, nondestructive inspection (NDI), weighing, painting;
6.4.3 viewer/printer equipment provided for use with microfiche, microfilm and compact disk, ensuring that regular maintenance takes place and an acceptable standard of screen reproduction and printed copy is achieved;
6.4.4 the adequacy of special tools and equipment appropriate to each type of aircraft, including engines, propellers and other equipment;
6.4.5 the calibration and maintenance of tools and measuring equipment; and f) environmental controls.
6.5 Checks on the AMO’s general airworthiness control procedures for:
6.5.1 monitoring the practices of the organisation in respect of scheduling or pre-planning maintenance tasks to be carried out in the open air and adequacy of the facilities provided;
6.5.2 operation of the system for service difficulty reporting required by the Authority
6.5.3 authorisation of personnel to issue maintenance releases in respect of inspections and maintenance tasks; the effectiveness and adequacy of training, including continuation training and the recording of personnel experience, training and qualifications for grant of authorisation;
6.5.4 the effectiveness of technical instructions issued to maintenance personnel;
6.5.5 the adequacy of personnel in terms of qualifications, numbers and ability in all areas required to support the activities included in the approval granted by the airworthiness authority;
6.5.6 the efficacy and completeness of the quality audit programme;
6.5.7 maintaining logbooks and other required records and ensuring that these documents are assessed in accordance with the requirements of [STATE];
6.5.8 ensuring that repairs are only carried out in accordance with approved repair schemes and practices;
6.5.9 control of sub-contractors;
6.5.10 control of activities sub-contracted to it, such as management of the operator’s maintenance programme;
6.5.11 monitoring “Exemption process control” and monitoring “Concession control for deviation from the AMO’s procedures”; and
6.5.12 follow-up internal reporting/occurrences.
7.0 Safety Management System (SMS)
7.1. Address the AMO’s safety management system, required by MCAR Part 6: 126.96.36.199 and MCAR Part 1: 1.6, with reference to a separate manual or include the SMS practices within the AMO Procedures Manual.
ICAO Doc 9760, Third Edition (2013), Part III, Chapter 10: Attachments A and B
EASA 145: Annex II: AMC 145.A.70(a)
Note: ICAO Doc 9760 does not include the SMS reference in the AMO Procedures Manual. For uniformity, SMS language has been taken from ICAO Doc 9841, Manual on the Approval of Training Organisations.