September/October 2023 - 33

F O R T H E R EC O R D
Why We Should Be Scanning
Aircraft Logbooks Now
Scanning is becoming a more common practice every day. Electronic records
offer a set of unique benefits unmatched by existing paper records. Digital
aircraft records open up multiple ways to benefit the aircraft owners and operators;
including greater efficiency, productivity, security and cost savings.
SECURITY
One of the biggest benefits is the security aspect of
digital records. Scanning records and storing them
in an AC120-78A system provides extra security over
digital records stored on just a normal hard drive,
and especially in paper.
DISASTER RECOVERY
Compared to paper, making a digital backup copy of
a record is faster and easier. And scanned documents
can be backed up to remote servers. If all primary copies
were somehow destroyed, the backup copies can
be quickly retrieved and used to restore the originals.
STREAMLINED USER ACCESS
Using a digital system to manage records centralizes
information. This makes it easier for teams to work
together on the same document or to look at the same
logbook from multiple locations. With a cloud-based
system, you can access an aircraft's logbooks from
any location with an internet connection.
IMPROVED RECORDS MANAGEMENT
AND TIME EFFICIENCY
A person researching a paper logbook for information
may spend as much as 30 minutes to several hours
looking for the information in the record. This time
and expense adds up over the course of a year. Digital
records can be searched quickly saving hundreds of
hours every year looking for information.
SAVINGS
Overall, document scanning's greatest benefit is its
cost savings. Going paperless helps save money in
the long term and the short term. The initial, upfront
cost of scanning aircraft records can be expensive.
However, the benefits far outweigh the initial costs.
They also will save space. An aircraft's records can
be scanned and uploaded to a secure storage server.
Contrast that against a three-drawer filling cabinet
that will store fewer files and take up more space.
SOMETHING TO CONSIDER
But, scanning aircraft records to make electronic
copies that can be counted on in the future to be
legitimate logbook entries adds just a bit more complexity
than other types of records.
Aircraft records, to be considered " the same " as
the original paper, require a FAR 43.12 sign-off stating
that the electronic copies are " exactly the same "
as the original paper record. Any A&P could create
this sign-off to the electronic copy when it is used
as a replacement for a logbook entry. However, the
problem really lies less in when the record is used,
and more when the record was first scanned. Two
things must happen for an A&P in the future to be
able to make this FAR 43.12 statement:
* The images must be originally " signed-off " as FAR
43.12 compliant copies when scanned.
* The copies must then be kept in a secure environment
which ensures they have not been altered.
Preferably, this would mean the copies have been
kept secure in an FAA AC120-78A compliant environment
the entire time.
Maintenance tracking companies are guilty of letting
you think you have a logbook backup when you
don't. Do more research for yourself if you need to,
but don't be lulled into the common trap of thinking
that because many of your logbook entries have
been scanned and sent to your maintenance tracking
company, you have a viable backup. You don't.
Scanning the paper records and converting them
to an electronic format to have as a legal logbook
backup, or to replace the legacy paper records altogether,
has many advantages. But, in order to go forward
to use the scanned images as legitimate electronic
aircraft records, the process must be executed
correctly.
By Larry Hinebaugh
Larry Hinebaugh
is the executive
director of the nonprofit
company
The Foundation for
Business Aircraft
Records Excellence. He
is a 40-year veteran of
the Business Aviation
Industry.
www.AviationPros.com 33
With the recorded
maintenance history
of the aircraft proven
time and time again
to be a significant
contributor to the
overall value (30%
to 50%) of the
aircraft, you know
how seriously the
records are taken...
http://www.AviationPros.com
September/October 2023

Table of Contents for the Digital Edition of September/October 2023
