UNIVERSITY OF WISCONSIN River Falls

Aircraft Maintenance and Operation Records

 Aircraft Maintenance and Operation Records- All series are designed to meet DOA and agency mandated activities per Wis. Stat. §16.04


RDA No.

Records Series Title

Series Description

Retention Event

Minimum
Retention &
Disposition

PII

Confidential

Use Case / Notes

Old RDA No.
(If
Applicable)

FLEET030

Routine Aircraft Operations 

Records that pertain to the day-to-day operation of aircraft by state agencies. Included are records documenting departures, takeoffs, destinations, passengers on board, requests for flights, flight orders, aircraft flight logs, flight plans and similar records. 

Date of flight

CR+5 years and then destroy

No

No

 

New

FLEET031

General Aircraft
Maintenance and
Modifications
Records

Records relating to fleet-wide general maintenance activities, modifications, or improvements designed to meet programmed requirements (as opposed to maintenance activities performed on a specific aircraft; see Fleet032 for records relating to maintenance activities involving specific aircraft). Included are records related to servicing, manufacturing, rebuilding and testing of equipment and classifying the condition status of material, information that pertains to aircraft maintenance, and overhaul and rework projects as well as information pertaining to aircraft, aircraft components, engines, propellers, instruments, accessories, and their maintenance. Also included in this category are maintenance manuals for aircraft that have been customized from the standard production model design in order to meet agency-specific needs or manuals that have been annotated and are different from those issued by the manufacturer.  Additionally, this category includes preventive maintenance records; aircraft inventories that account for the aircraft held by, or assigned to, an agency , and bulletins that direct a one-time inspection to determine whether a given condition exists and specify what action should be/has been taken.

Event is the date of
aircraft
disposal or
clearance of related
equipment

EVT+6 years and then
destroy

No

No

Per FAA CFR Sec
91.417(2), records are
transferred to
the new owner
when aircraft is sold. The state
will retain copies for the required
retention time.

New

FLEET032

Individual Aircraft
Maintenance and
Airframe
Modification
Records

Records relating to maintenance activities performed on specific aircraft. Included are aircraft logbooks, aircraft engine records, inspection and maintenance records, preventive maintenance inspections, diagnostic checkouts, spot check inspections, and maintenance requests. Also included are records relating to configuration change to a specific aircraft that are a material change, modification, or an alteration in the characteristics of the equipment.

Event is the date of
aircraft
disposal or
clearance of related
equipment

EVT+6 years and then
destroy

No

No

Per FAA CFR Sec
91.417(2), records are
transferred to
the new owner
when aircraft is sold. The state
will retain copies for the required
retention time.

New

FLEET033

Records Required for
Accident/Incident
Reports

Records requested by authorities conducting the investigation of accidents/incidents involving aircraft used by state agencies, including leased aircraft used by state agencies.

Event is the investigation
completion date or
preparation of the
required report

EVT+1 year and then destroy
confidentia
l

Yes

No

Risk
Management would have
official files for accidents.

New

FLEET034

Pilot Records

The FAA mandates that all employers of pilots provide them with all records pertaining to the 
Individual’s performance as a pilot: their training, qualifications, proficiency and professional competence, including comments made by evaluators. Also any disciplinary action or release of employment documents. This information must be maintained by commercial operators for at least one year after employment termination.

Event is defined as
termination of pilot
employment

EVT + 5 year and then destroy
confidential

Yes

Yes
5 USC552a

 

New