Chapter 7.6

Retention of Military Aviation Engineering Documentation

Table of contents Paragraph

1          General1

1.1       Introduction. 1

1.2       Applicability. 1

2          Policy on Military Aviation Engineering Documentation (MAED) retention categories  1

3          Promulgation of categorization and retention period. 2

4          MAED categories. 2

4.1       Category A. 2

4.2       Category B. 2

4.3       Category C. 3

4.4       Category D. 3

4.5       Category E. 3

4.6       Category I3

4.7       Category M.. 3

5          Retention periods. 3

6          Specific criteria for electronic data retained on logistic information systems (LIS)4

6.1       Retention of data. 4

6.2       Data blocks. 4

6.3       Data held discrete from the main storage area. 5

6.4       Data disposal5

7          Aircraft written off charge. 5

8          Aircraft consigned to Ground Instruction or to a Museum.. 5

9          Transfer of aircraft and equipment to civilian register or foreign government5

10        References. 5

 

List of tables

Table 1.  Minimum Retention Period for MAED.3

 

1                                 General

1.1                           Introduction

To maintain an audit trail for maintenance activities it is necessary to retain certain records.  The period for which these records are to be retained is dependent on the category of the document.  Military Aviation Engineering Documentation (MAED) is categorized according to the relevance of the information to the continuing airworthiness of the aircraft to which it relates:  it also provides an aid to engineering investigations.  Additionally, with the introduction of electronic work recording and/or asset management, a large amount of the information recorded previously on MAED is now entered directly into the relevant logistic information system (LIS).  Therefore, in this chapter, any reference to forms or documents includes their electronic equivalents that are entered directly into, and subsequently stored by, an LIS.

 

JSP 553 Appendix 2 Annex J describes that part of the aircraft Release to Service document that lists the documentation and data that must be retained by 4PTs 3as part of an auditable and traceable Airworthiness and Safety Case management system.  In the context of retention categories as described in this chapter, all 4PT3 documentation that relates to airworthiness or the Safety Case, eg Service Modification forms and Special Instructions (Technical), is to be classed as Category A documentation.

This chapter defines the retention categories applicable to MAED and the equivalent electronic data entered directly into, and subsequently stored by, an LIS.  It also defines how the categories are selected and provides the generic retention/disposal instructions for the form/data.  Chapter 7.6.1 details the policy for scanning and electronically storing hard copy MAED such that the original documents will be able to be safely destroyed.

1.2                           Applicability

This policy is applicable both to paper and electronic aircraft documentation.

This chapter applies to MOD Forms/Formats that are within the scope of JAP 100A-02 Chapter 1.  The chapter’s policies are not to be applied to forms and publications not listed in JAP 100A-02 Chapter 1:  in particular, those that comprise the Aircraft Document Set (ADS); see JSP 553 Chap 2.  Publication sponsors will separately define the retention policy for forms/formats that are outside the scope of JAP 100A-02 Chapter 1.

2                                 Policy on Military Aviation Engineering Documentation (MAED) retention categories

All MAED is to be categorized by its sponsor according to the relevance of its content to either the maintenance of airworthiness or support of airworthiness investigations.  Completed documentation should be retained only if the information it contains continues to be relevant to either the maintenance of airworthiness or support of airworthiness investigations. The period is to be determined by the form’s sponsor in consultation with the Military Air Environment Engineering Documentation Committee (MAEEDC) and, if appropriate, the relevant 4PT3. Electronic work orders and records are to be retained for the same period as the MOD Form equivalent.

3                                 Promulgation of categorization and retention period

MAED is to be categorized into one of the seven categories detailed in paragraph 4.  Sponsors of forms are to identify the appropriate category and retention period of the form and, together with any specific-to-document disposal and/or retention instructions, ensure that this information is detailed on the appropriate Instructions for Use, under the title ‘Retention and Disposal Instructions’.  If no instructions are issued, Table 1 details the minimum retention periods for each documentation category, together with the location at which the documents are to be retained.

4                                 MAED categories

4.1                           Category A

Category A documents contain information that is required to maintain an audit trail of key events that could affect the airworthiness of the aircraft through its life.  The documents are to be retained for the life of the individual aircraft or equipment in MOD service, plus 5 years, unless additional arrangements are made.  An example of this document category is the Airframe Record Card (MOD F744), which contains details, amongst other data, of all aircraft transfers.

4.2                           Category B

4Category B documents contain airworthiness information that is to be retained to maintain an audit trail of key events for the period that the documented work could affect the airworthiness of the aircraft or inform airworthiness investigations.  The documentation is to be retained until the work it records has been invalidated by documented work carried out subsequently.  This may be managed by linking retention to a Scheduled Base Maintenance (SBM), Major or equivalent Depth Maintenance if the work carried out at SBM, Major or Depth invalidates previous work.  An example of this document category would be Maintenance Work Orders containing details of work carried out since the last SBM, Major or Depth Maintenance was commenced.

Where a platform’s Depth Maintenance does not invalidate previous work (or cannot be confirmed to invalidate previous work) Team Leaders are to specify, in their platform’s Topic 2(N/A/R)1, the retention requirements peculiar to their platform’s circumstance.3

4.3                           Category C

Category C documents contain airworthiness information that is to be retained until it can no longer affect the aircraft.  Such information is only required to maintain an audit trail of events that could affect, or have affected, the airworthiness of the aircraft until a further check of the same system is carried out.  An example of this document category is the Helicopter Ground Running Flight Servicing Certificate (MOD F705B(H)).

4.4                           Category D

Category D documents contain airworthiness information that, once replaced, transferred or cleared, is no longer of any airworthiness value.  Such documents, providing all information has been replaced, transferred or cleared, may be disposed of.  An example of this document category is an Acceptable Deferred Faults Log (MOD F704), which, once all entries are cleared or transferred to another page, is of no airworthiness value and may be discarded.

4.5                           Category E

Category E documents do not contain airworthiness information required to maintain an audit trail, but may contain information required for later reference.  These documents may be retained at the discretion of the authority level K of the parent Stn/Ship/Unit.

4.6                           Category I

Category I documents contain specific retention and disposal instruction detailed on the appropriate Instructions for Use.

4.7                           Category M

Category M (Miscellaneous) documents do not neatly fall within the above categories. Additional information/disposal instructions are contained within the comments field of JAP 100A-02 Chapter 1 for the associated form.

5                                 Retention periods

Minimum document retention period categories are listed in JAP 100A-02 Chapter 1 for the associated form.  Completed forms are to be treated as unclassified unless the publication sponsor has specified a higher grading.

Table 1 details the minimum retention periods for each documentation category, together with the location at which the documents are to be retained.  However, when necessary, longer periods of retention and specific retention locations may be determined by the document sponsor and promulgated on the appropriate Instructions for Use.

Table 1.  Minimum Retention Period for MAED.

 

Notes:

1            When an aircraft is disposed of, refer to JSP 886.

2            Non-Off Aircraft:  retain at user section unless specified in local orders.  On Aircraft:  Service-specific arrangements:

2.1          RN – Retained by the raising unit for a minimum of six months.  With agreement of the AEO of the parent air station, documents may be stored at the parent air station for the remainder of their retention period.

2.2          Army – Category A retained by the relevant Depth support organization.  All other categories remain with the aircraft.

2.3          RAF – Retained by Stn Engineering Records department.

3            4PTs are to define retention where a Depth Maintenance may not invalidate previous work.3  FLCs are to define in mid-level aviation engineering policy the high-frequency activities recorded on a Maintenance Work Order (MWO), where the minimum retention period may be relaxed to 28 days, ie blade folding, tool control, ejection seat pins, etc.  The minimum retention period for MOD F707MC, F707MP and F707MS is until completion of the next like maintenance activity that includes the same work content, plus 28 days.

4            A fully completed Flight Servicing Certificate (MOD F705(XXX)) series form may be discarded before the 28-day period stated within Table 1 for a Cat C Form, once the AF/TFS information has been replaced by the details of the next like servicing on a subsequent Flight Servicing Certificate.

6                                 Specific criteria for electronic data retained on logistic information systems (LIS)

6.1                           Retention of data

The period of retention for data on an LIS’s main storage area is at the discretion of the platform 4PT3, but is to meet the minimum defined in this chapter. 

Note:

Chapter 7.3.2 details criteria for archiving data somewhere other than on the main storage area.

6.2                           Data blocks

Data within an LIS may be stored in blocks containing a mixture of categorizations.  Where this is the case, data is to be retained according to the most restrictive applicable category.

6.3                           Data held discrete from the main storage area

Data held on stand-alone processing units (ie laptop computers) discrete from the main storage area is to be regarded as secondary to that held on the main storage area and need not be retained once the main storage area has been updated.  4PTs3 are to provide instructions in the platform Topic 2(N/A/R)1 to control transfer of data between stand-alone units and the main storage area.

6.4                           Data disposal

Data disposal is to be carried out using a structured and controlled process to maintain an auditable record for the life of the system.  For a Main Operating Base with more than one storage/processing unit, the disposal is to be carried out centrally to maintain a consistent standard of data information across the units.  4PTs3 are to ensure that all stakeholders are consulted before permanent disposal of data is carried out.

7                                 Aircraft written off charge

When an aircraft is written off, the applicable platform 4PT3 is responsible for authorizing the disposal of maintenance documentation peculiar to the aircraft serial number.  Where this write-off action follows an aircraft accident, to safeguard the MOD's interests in claims for compensation in the case of a fatality or injury, or to maintain the MOD’s overall reputation, maintenance documentation may need to be retained for a period not normally exceeding 5 years from write-off.  The actual period will be a matter for the FLC to judge, based on the legal circumstances and media interest in the accident.  The 4PT3 is to consult with the FLC before disposing of any documentation.

8                                 Aircraft consigned to Ground Instruction or to a Museum

When an aircraft is re-categorized for Ground Instruction or is consigned to a museum, the maintenance documentation is to be transferred as detailed in Chapter 7.2.1.  The receiving unit/museum may then dispose of the documentation if required after a minimum of 2 years.

9                                 Transfer of aircraft and equipment to civilian register or foreign government

When aircraft are sold and are to continue to fly on the civilian register or with a foreign government, the current MOD Form 700 as detailed in Chapter 7.2.1 is to be transferred in total, with the exception of any classified documentation where further guidance should be obtained from JSP 440.

10                           References

This chapter refers to the following publications:

1            JAP 100A-02 – Military Aviation Engineering Documentation Procedures.

2            JSP 440 - The Defence Manual of Security

3            JSP 553 - Military Airworthiness Regulations

4            JSP 886 - The Defence Logistics Support Chain Manual

5            Topic 2(N/A/R)1 – General Orders and Special Instructions.