In recent times, many aviation customers have approached us at EBIS with a common question: How can we transition to paperless operations while staying compliant with the AO25 Ops Spec requirements? At EBIS, we're committed to making that process as seamless as possible, and we’re here to help guide you through the regulatory steps outlined in Advisory Circular 120-78A.
The Basics of Paperless Operations
For those navigating the shift to a paperless system, one key resource is Advisory Circular 120-78A, which outlines how electronic signatures and record-keeping systems must be handled to comply with Federal Aviation Administration (FAA) standards. To aid in this transition, we’ve created a suite of resources showing exactly how EBIS meets these requirements and ensures your aircraft maintenance operation stays compliant.
Here’s what we’ll cover:
- The core requirements you need to meet when going paperless.
- How EBIS addresses these requirements from a technical standpoint.
- Key system features designed to make compliance easier.
How EBIS Complies with Advisory Circular 120-78A
The transition to a digital workflow is built into the very foundation of the EBIS system. Our approach ensures that all regulatory requirements are met without compromising operational efficiency. Here are some of the key considerations addressed by EBIS:
- Unique User Authentication: Each user has their own unique login credentials (username and password), which guarantees that actions within the system can be traced to specific individuals. For added security, we offer the option to implement PIN-protected inspector codes, ensuring that only authorized personnel can finalize inspections.
- Intent to Sign: When applying a digital signature, the system follows a clear process that ensures intent. Before a sign-off can be finalized, users must actively confirm their intention to sign, making the process deliberate and transparent.
- Historical Tracking and Reporting: Every action within EBIS is logged, timestamped, and associated with an IP address. This means you have a comprehensive audit trail available at all times. Whether you’re reviewing historical records or preparing for an inspection, EBIS makes it easy to access and export reports.
- Data Protection: To safeguard your data, EBIS leverages the Microsoft Azure Security Suite. This robust security infrastructure ensures that your records are protected against unauthorized access or tampering.
Navigating the EBIS System
Let’s take a look at where these features show up within EBIS:
- User Settings: Under the "My Account" section, users can manage their login credentials and, for advanced access users, set up additional security measures like PINs.
- Work Orders & Sign-offs: In the work order configuration area, users can customize item sign-offs and apply locking mechanisms to ensure that incomplete tasks (such as outstanding parts) can’t proceed until resolved.
- Final Inspections: For technicians and inspectors, the sign-off process includes additional verification steps like PIN entry to lock in final inspections. This extra layer of security prevents unauthorized sign-offs and ensures that inspections are properly validated.
- Audit Trails: Every sign-off within a work order is recorded, along with the name, timestamp, and IP address of the user. This comprehensive tracking ensures that you’ll always know who signed off on what, and when.
Preparing Your Ops Spec for Submission
As you prepare to submit your Ops Spec, it’s important to keep a few things in mind:
- Avoid Restrictive Language: When drafting your Ops Spec, it’s best to avoid overly specific language. This will give you the flexibility to adjust your processes as needed without violating your own operational guidelines.
- Tailor to Your FSDO: Every FSDO (Flight Standards District Office) interprets the advisory circular slightly differently. EBIS gives you the flexibility to meet varying requirements by offering customizable sign-off and locking configurations.
Need Help? We’re Here for You!
Transitioning to paperless operations can feel overwhelming, but you don’t have to navigate it alone. Whether you need technical support, guidance on setting up your configuration, or insights from how other customers have approached compliance, we’re here to help.
Feel free to reach out to me directly at Chris@DatcoMedia.com or our support team at support@datcomedia.com.
Let’s work together to ensure your operation meets FAA standards while embracing the efficiency of digital workflows!