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S4C2 - RECORDING AND CERTIFICATION OF AIRCRAFT AND AERONAUTICAL PRODUCT MAINTENANCE
Table of Contents
1. An integral part of operational airworthiness, technical airworthiness and safety is the maintenance recording and certification system, which ensures traceability and accountability for all maintenance carried out. The recording and certification system may be paper-based, electronic or a combination of both.
2. The functions of the recording and certification system used in aircraft and aeronautical product maintenance must provide:
3. This chapter details the requirements of Approved Maintenance Organisations (AMO) for the recording and the certification of maintenance carried out on aircraft and aeronautical product, whether paper-based or electronic.
RECORDING OF MAINTENANCE
4. Personnel must record all maintenance required and performed on aircraft and aeronautical product by making an entry in the recording and certification system.
Purpose of Recording Maintenance
5. Maintenance required and performed on aircraft and aeronautical product is recorded to readily identify current configuration and serviceability state.
CERTIFICATION OF MAINTENANCE
6. All maintenance carried out on aircraft and aeronautical product must be recorded and certified. Only authorised personnel may certify in the recording and certification system. When certifying, personnel are stating that they performed, supervised or inspected the maintenance in accordance with relevant authorised maintenance data. Personnel performing maintenance must accurately describe the rectification action taken, and must make reference to the authorised maintenance data used to carry out the maintenance.
Purpose of Certification
7. Certification of aircraft and aeronautical product maintenance is required to provide a record of maintenance carried out and identifies the person responsible for carrying out the maintenance. The person’s certification signifies:
8. The method of certifying in the paper-based recording and certification system is a signature and date time group (DTG) however; initials, in place of a signature, are permitted under certain circumstances. When electronic certification is used, the certification of maintenance is legally equivalent to certification in the paper-based recording and certification system.
9. AMOs must maintain a system to identify and record specimen signatures for all personnel authorised to certify within the AMOs recording and certification system. The recording system must include the following information, as applicable:
10. The Maintenance Control Office (MCO) or equivalent must be able to readily access the records containing specimen signatures. These records must be reviewed in accordance with Section 4 Chapter 1—Authorised Maintenance Data. However, the records must be updated on the following occasions:
ENTRIES IN THE RECORDING AND CERTIFICATION SYSTEM
11. Entries in a recording and certification system constitute a legal certificate. To make entries in the recording and certification system incorrectly, negligently and/or in the knowledge that it is false, is an offence under both military and civil law.
12. Paper-Based System. Entries in paper-based recording and certification systems must be in accordance with the systems approved instruction, printed, legible and made using a blue/black ballpoint pen, unless otherwise specified.
13. Where an instruction calls for highlighting or shading of completed entries, the highlighting or shading is to be in a contrasting colour.
14. All unused and not required certification and information fields must be ruled through.
16. Certification is indicated by either entering a signature and DTG in a paper-based recording and certification system, unless otherwise specified or electronically in accordance with the electronic recording and certification system instruction.
17. Certification Time Limits. To ensure integrity, authorised maintenance personnel must certify for maintenance performed in the recording and certification system as soon as reasonably practicable after its completion. Best practice is for certification to be within 30 minutes of completion of the maintenance.
18. Where an SMM or delegate believes best practice is impractical, then the time period for certification must be determined by the AMO. However, all maintenance performed must have their certifications completed prior to the end of the working day or shift.
19. Personnel Being Coached. Personnel being coached who are not authorised cannot fulfil any certification requirements for the coached maintenance. Personnel who are being coached are required to enter their details in the corrective action or unserviceability and transfer details of the recording and certification system. The surname and/or User ID of the coached person must be entered directly after the corrective action or unserviceability and transfer details statement.
20. Self Certifying Tradesperson. When certifying for maintenance as a Self Certifying Tradesperson (SCT), only one certification is required. The person performing the maintenance must indicate that it is an SCT and certify in accordance with the recording and certification system. The SCT certification is the Maintenance Certifier in accordance with Section 3 Chapter 1.
21. Supervised Maintenance. When certifying for maintenance that involves a Tradesperson and Trade Supervisor, both the Tradesperson and Trade Supervisor certify in accordance with the recording and certification system. The Trade Supervisor certification is the Maintenance Certifier in accordance with Section 3 Chapter 1.
23. Independent Maintenance Inspections. Independent Maintenance Inspections (IMI) must be performed on safety critical items and systems, as prescribed by the System Program Office (SPO) in accordance with Section 3 Chapter 1. IMIs must be recorded in the recording and certification system as follows:
24. Maintenance Assurance Inspection. A Maintenance Assurance Inspection (MAI) must be recorded as a discrete unserviceability entry, eg Maintenance Assurance Inspection required on....(enter system/item)....for....(reason)...
26. The DTG takes the form of six digits, one letter, followed by the abbreviated month and year, eg 050900ZFEB13. This example indicates the day of the month (05), the hour of the day using the 24 hour system (0900), the time zone (Z), the month (FEB) and the year (13). Time zones would normally be expressed in Co-ordinated Universal Time (UTC), ie ZULU (Z) time.
Recording an Unserviceability
28. An unserviceability is a fault, suspect fault or servicing which must be rectified or carried out before the aircraft can be released for flight. All unserviceabilities must be recorded in the allocated field and must clearly describe the unserviceable condition. The unserviceability must be worded so that the required corrective action does not leave the aircraft in an unserviceable state, eg ‘RH Aileron to be removed’ is not an acceptable unserviceability entry as the corrective action ‘RH Aileron removed’ will leave the aircraft in an unserviceable state.
29. The recording of an unserviceability places the aircraft unserviceable. Personnel recording the unserviceability must include, as applicable:
30. Where an abnormal condition occurs during normal operation, the unserviceability must only state the condition or abnormality that occurred, eg ‘Loud thump heard and felt through the airframe during undercarriage retraction'.
31. Where the removal of aeronautical product is required during the course of a rectification, the entry must detail the aeronautical product, and the reason for removal, eg ‘No 1 hydraulic pump cover removed for access’.
32. Where a maintenance inspection is required during the removal operation, the MM must enter an additional unserviceability to cover the inspection requirement, eg ‘Winch CAD independent inspection to be carried out post-removal, IAW AAP..., Ref nnnnn–*’.
33. Aircraft changes of configuration, such as Alternate Mission Equipment (AME) removal and installation must be recorded by entering an unserviceability in the recording and certification system. This allows for clear traceability and a means to record the removal or installation of aeronautical product that affect aircraft configuration.
34. Tool Control. All tools and support equipment must be controlled in accordance with Section 3 Chapter 7—Control of Tools and Support Equipment. Where tools and support equipment are to be used, maintenance personnel must ‘Open’ and ‘Close’ tool control in accordance with Section 3 Chapter 7 and the recording and certification systems instructions.
Recording the Corrective Action
35. The corrective action must accurately describe the rectification action taken, and must make reference to the authorised maintenance data used to carry out the maintenance The corrective action must place the aircraft in a serviceable or known condition for that unserviceability.
Certification of the Corrective Action
36. All maintenance carried out on aircraft and aeronautical product must be certified. When certifying for the corrective action, personnel are stating they performed, supervised or inspected the maintenance task in accordance with authorised maintenance data. Certification is carried out in accordance with the recording and certification system instructions.
ERRORS IN THE RECORDING AND CERTIFICATION SYSTEM
37. Where a general clerical error, or an incorrect entry is made in a paper-based system, the error is to be corrected as follows:
38. Correction fluids and tapes must not to be used to amend errors in the paper-based system.
39. The correction of erroneous entries in an electronic system must be approved by an MM and corrected in accordance with the systems instructions.
AIRCRAFT SUPPLEMENTARY INFORMATION
40. The Aircraft Supplementary Information (ASI) is a collective term which identifies:
41. All ASI details must be readily available and accessible to personnel to ascertain current aircraft operational status and overall serviceability state.
Aircraft Leading Particulars
42. The Aircraft Leading Particulars lists the aircraft type, aircraft designated prefix and tail number and may include details of:
Deferment of Required Maintenance
43. Deferment of required maintenance allows an AMO to make an aircraft available to meet operational requirements without being fully serviceable.
44. Where the rectification of an unserviceability is to be deferred, the assessment and authorisation to defer must be conducted in accordance with Section 3 Chapter 11—Deferment of Required Maintenance and local instructions.
45. The CFU section provides for a consolidated list of deferred maintenance and is used as reference for:
46. The CFU section records:
47. Recording the Deferment of Required Maintenance. The unserviceability must be recorded in the recording and certification system prior to being transferred to the CFU section. Further unserviceabilities must be raised where further monitoring, inspections and servicing are required in support of the deferred maintenance, eg Special Maintenance Requirements (SMR). The recording and transfer of the deferred maintenance must be in accordance with the recording and certification system instructions.
48. Following the transfer of the unserviceability, the CFU authority must certify the corrective action field in accordance with the recording and certification system instructions. This certification indicates:
49. Under some circumstances aircraft captains may need to defer maintenance. The aircraft captain must assess the unserviceability as suitable for safe flight and must certify such assessment. On release to maintenance, deferred maintenance entered by the aircraft captain must be brought to the attention of the SMM or delegate for review and assessment.
50. When deferred maintenance is to be rectified or the period of deferment expires, an unserviceability must be recorded in accordance with the recording and certification system instructions.
Special Maintenance Requirements
51. Special Maintenance Requirements (SMR) are used to control supplementary maintenance resulting from the assessment and justification of deferred maintenance or other maintenance. The SMR is typically restricted to maintenance:
52. Recording Special Maintenance Requirements. When it is determined that an SMR is required, an unserviceability must be recorded in accordance with the recording and certification system instructions. Each SMR entry must record, as a minimum:
53. When a ‘Recurrent SMR’ becomes due or the ‘Period of SMR Currency’ expires, an unserviceability must be recorded and completed in accordance with the recording and certification system instructions.
Changes of Configuration
54. Changes of aircraft configuration affecting aircraft flying characteristics and operating role must be recorded in accordance with the applicable recording and certification system instructions. All removal and installation details must be recorded in the unserviceability field of the recording and certification system.
55. Each change of configuration entry must record the following information:
AERONAUTICAL PRODUCT CHANGE
57. All removal and installation of aeronautical product in aircraft must be recorded in the recording and certification system. A maintenance control label must be raised in accordance with Section 5 Chapter 1—Aeronautical Product and attached to removed aeronautical product.
58. Where the removal involves the rectification of a Maintenance Managed Item (MMI), a job number will be allotted to the control label which must be recorded in the field allocated in the recording and certification system.
59. During the removal and installation process of an MMI, the following information must be recorded in the recording and certification system:
REPLENISHMENT OF CONSUMABLES AND EXPENDABLES
60. All replenishments of consumables, eg petroleum, oil and lubricants, water methanol and oxygen system, as applicable and expendables, eg armament/stores, sonobuoys and life rafts, as applicable must be recorded and certified in accordance with recording and certification system instructions.
61. All replenishments must be carried out in accordance with authorised maintenance data. Replenishments must be in the same units as indicated on the aircraft gauges, or as per the container units used to replenish the system, if there are no aircraft gauges.
62. All expendables loaded and unloaded should be identified by: type, position and quantity loaded and unloaded in accordance with authorised maintenance data.
63. All operational servicing and other servicing must be conducted, recorded and certified, as applicable and recorded in accordance with the recording and certification system instructions. All operational servicing must be carried out in accordance with authorised maintenance data.
MAINTENANCE RELEASE OF AIRCRAFT
64. Prior to an aircraft being accepted for flight by the aircraft captain, the aircraft must be released from maintenance by an MM. The maintenance release indicates that the aircraft has had all required maintenance and preparatory activities carried out and is in a fit state for flight. MM Maintenance Release of aircraft must be carried out in accordance with Section 3 Chapter 1 Annex A.
Maintenance Following Maintenance Release and Before Captains Acceptance
65. Maintenance following ‘MAINTENANCE RELEASE’ and before ‘CAPTAINS ACCEPTANCE’ maintenance may be conducted as follows:
66. Captain’s acceptance is the means by which the aircraft captain acknowledges the current state of the aircraft and assumes responsibility for the aircraft until release to maintenance. The captain’s acceptance process is conducted and recorded in accordance with the recording and certification system instructions.
67. Where the recording and certification system permits, multiple aircraft captain acceptances may be conducted. This allows for changes of aircraft captain following the first aircraft captains acceptance, without release to maintenance.
68. When an aircraft captain accepts the aircraft from another aircraft captain or from maintenance the acceptance must be in accordance with the recording and certification system. This certification indicates the aircraft is acceptable for the programmed flight/period. Specifically:
Maintenance Following Maintenance Release and Captains Acceptance
69. Where an operational requirement exists, maintenance may be performed on the aircraft following acceptance, provided the maintenance:
70. The AMO must document in local instructions:
71. Where maintenance is to be carried out following acceptance, the maintenance must be recorded in accordance with the recording and certification system instructions. If the required maintenance develops beyond the scope of the pre-authorised maintenance, the requirement may be either referred to the SMM or delegate for authorisation or the aircraft released to maintenance.
72. The ‘Captains Release’ has provision to record multiple aircraft captain releases. This allows for changes of aircraft captaincy without release to maintenance.
73. When an aircraft captain releases the aircraft to another aircraft captain or to maintenance, their certification indicates as applicable the following has been recorded in the recording and certification system:
ADF APPROVED PAPER-BASED RECORDING AND CERTIFICATION SYSTEM
74. The ADF approved and authorised paper-based recording and certification system is detailed in Section 4 Chapter 3—ADF Approved Paper-Based Recording and Certification System.
ELECTRONIC RECORDING AND CERTIFICATION SYSTEM
75. The ADF approved and authorised electronic recording and certification systems take varying forms which must be operated in accordance with the systems instructions.
AUTHORITATIVE DATA SOURCE
76. If any discrepancy arises between the operational data recorded in the recording and certification system and the data recorded in the Form EE360, Flight Authorisation Book/Aircrew Authorisation Log or other recording document, the recording and certification system shall be the authoritative data source.
AIRCRAFT LOG PACK
77. Before an aircraft is accepted into the ADF, an Aircraft Log Pack must be raised. Instructions on the raising and use of an Aircraft Log Pack are detailed in Annex B.
QUARANTINE OF MAINTENANCE RECORDS FOLLOWING AIRCRAFT ACCIDENT OR INCIDENT
78. When an aircraft accident or incident is reported, the SMM or delegate must ensure that the aircraft’s applicable recording and certification system and any associated record is placed in quarantine.
RETENTION AND ARCHIVING OF MAINTENANCE RECORDS
79. AMOs must retain and dispose of aircraft and aeronautical product maintenance records in accordance with Annex C.
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