Electronic Record Keeping

Electronic Record Keeping

Utilizing Avianis platform features and settings for effective electronic record keeping, in consideration of FAA OpSpec A025
This article outlines select features and settings within Avianis that assist operators in upholding electronic record keeping requirements. This includes:

  • Applicable records and associated platform feature names;

  • Electronic signatures; and

  • Data backup and retention. 

APPLICABLE RECORDS

The following are the aspects of electronic record keeping to consider.

Certification of Training

Training items are applied to personnel from within Programs, which may be specific to an aircraft or regulation. More information in the following articles:

Pilot Logbooks

Continuously updated logbook records are available in several places. From My Company > Personnel > [select personnel name] > Log Book tab specific non-Avianis flights may be logged. The Crew Times section on the same page provides a current summary of baseline entered times + logbook tab entries + all flights logged within Avianis. A report of Avianis flights by a pilot may be run from the printer icon button at the top of the profile, or go to Reports > Crew Records to review logs of multiple pilots for a company/account. See: Add a crew logbook entry

Fitness for Duty

Pilots must digitally accept flights on which they are set as crewed. This claims a personal responsibility of fitness for duty. 

Flight / Dispatch Release

Each flight leg has a Leg Status which which may be advanced to a Release status. When a leg status has been changed, a log / electronic signature is kept in the Activity Feed. (See below for more information on the Activity Feed.) 

Load Manifests

From Operations > [select Trip] > Pax tab, there is displayed all relevant passenger data per flight leg. The Weight and Balance (W&B) records for each flight leg are available under the flight log. See the following articles:

ELECTRONIC SIGNATURES

Activity Feed

When changes are made on a record in Avianis, a unique digital footprint record is kept in the Activity Feed. This includes the user's name (individual signatory), time stamp, and a detailed record of the changes made. Activity Feed records are not able to be modified or deleted, but the record that was changed may be rectified which would create another Activity Feed record. 

When changes are made/saved by a user, a banner displays confirming/notifying the user the record was made.

Signature Control

User accounts are under the sole control of the user, as they are unique to each user and passwords may only be viewed/modified by the user (not an administrator). 

DATA BACKUP AND RETENTION

Servers

Avianis runs in geographically distributed Microsoft data center facilities. Each facility is designed to run 24x7x365 and employs various measures to help protect operations from power failure, physical intrusion and network outages. These data centers comply with industry standards (such as ISO 27001) for physical security and availability. They are managed, monitored and administered by Microsoft operations personnel. 

Avianis employs real-time, active geo-redundant data replication for all critical data house within the platform. This includes point-in-time restore of up to 35 days. We leverage multiple sets of redundancies at all levels of the application stack which includes geo-redundancy for regional failover in the event of a catastrophic failure at the Microsoft data center.

Inactive Record Feature

For many entries within Avianis, there is an option to make a record Inactive instead of deleting. This way the information and records may be retained without interfering with continuing operations. For select records (e.g. Aircraft), the option is not available to delete the record and may only be made Inactive for record keeping purposes. 

Security

All data sent to or from Avianis is encrypted using 256 bit encryption. All web traffic to and from the Avianis platform is transmitted through SSL.


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