Every flight depends on more than engines and good planning. Aircraft documentation also matters. Missing records can ground an aircraft fast. One missing logbook entry can delay a departure. One expired certificate can stop a flight.
Strong maintenance is not enough on its own. Teams also need proof. Clear, complete records show the aircraft is legal to operate. Good documentation also supports safety and inspection readiness.
This guide explains what to track and why it matters. It also explains how digital systems can make documentation easier to manage.
Aircraft documentation is the set of records that show an aircraft is legal to operate. These records also show the aircraft has been maintained correctly. Records confirm inspections, repairs, and changes were completed by qualified personnel. Records also show the work followed required procedures.
Missing required onboard documents can make an aircraft illegal to fly. Missing or incomplete records can also cause problems during inspections and audits.
Good documentation reduces risk. It helps prevent delays and penalties. Records also provide proof during a safety review or legal dispute.
Paper files and spreadsheets can create gaps. Physical logbooks can be lost or damaged. Manual tracking can lead to missed due dates and expirations. Disconnected systems also cause duplicate work. Updates can get out of sync between maintenance, operations, and compliance teams. Audits take longer when records are scattered, outdated, or incomplete.
Digital systems reduce these problems. Teams can store documents in one place. Records are easier to find and review. Version confusion happens less often. Documentation stays current without chasing down files. Digital tools can also add protection through backups and access controls. Better visibility helps teams see what is current and what is due next.
Next, let's review the core documents an aircraft must carry on board. The ARROW checklist makes them easy to remember.
The ARROW checklist is a simple way to remember the essential documents every aircraft must carry during flight. Each letter represents a critical record. If a required onboard document is missing, the aircraft may not be legal to operate.
The airworthiness certificate shows the aircraft meets FAA safety and design standards. The certificate must be displayed at the cabin or cockpit entrance. Crew and passengers must be able to read it.
The certificate stays valid when the aircraft remains airworthy. Maintenance must stay current. Approved procedures must be followed. Unapproved changes or poor maintenance can make the certificate invalid.
The registration certificate shows the aircraft is legally registered. U.S. operators use FAA Form 8050-3. The registration must match the tail number exactly. The certificate must stay on board during every flight.
An expired or missing registration can stop a flight. Teams should check it often. Registration issues are easy to miss.
A radio license or permit is generally required for international flights or communications. Many aircraft that fly only domestically do not need an individual FCC aircraft station license. Check your requirements before an overseas trip, and confirm the license is current before you file your flight plan.
Operating limitations tell pilots how to fly the aircraft safely. These include the Pilot's Operating Handbook (POH) and required placards. The documents cover procedures, limits, and emergency steps. Pilots need quick access during high-pressure situations.
Weight and balance data shows the aircraft's approved loading limits. It also reflects the aircraft's current configuration. Pilots and ground crews use this data to load the aircraft safely and legally.
Repairs and modifications can change weight and balance. Updates must be made after changes that affect weight. Incorrect weight and balance can create unsafe flight conditions. Incorrect data can also lead to FAA penalties.
Note: International flights may require extra documents beyond ARROW. Requirements can depend on the country, airport, and operator. Confirm documentation needs before departure to avoid delays.
ARROW covers what you carry onboard. Other records still matter. These documents prove ongoing airworthiness and compliance. These documents are not always required onboard. Regulators and auditors may still request them during an inspection.
Engine and airframe logbooks record your maintenance history. Entries cover inspections, repairs, and scheduled maintenance. Entries should include the date and a clear description of the work. Entries can also reference the data used. The authorized person must sign the entry. The entry should also list certificate details.
Logbooks help show compliance with mandatory requirements like Airworthiness Directives (ADs). Logbooks can also record Service Bulletin work when it applies.
Maintenance manuals tell technicians how to service your aircraft the right way. Parts catalogs show the approved parts and part numbers. These documents help teams avoid wrong installs and missed steps.
Most operators track a few core references:
Revision control matters. Manuals and catalogs change over time. Teams should confirm they are using the current revision for the aircraft and its configuration.
Some parts require trace paperwork. Teams may need documents that show a part is approved and traceable. Examples include authorized release forms and supplier certificates. These records help during inspections and resale reviews.
Airworthiness Directives are mandatory safety instructions. Aviation authorities issue them to address unsafe conditions. Teams must track ADs that apply to the aircraft. Teams must also record when and how each AD was completed. Teams often keep an AD status list. The list shows each AD, the due status, and the completion date. Teams also store proof, such as work orders, sign-offs, and supporting documents. Clear evidence makes inspections faster.
SOMA Software helps teams organize AD documentation and track compliance status in one place.
Major repairs can change how an aircraft is maintained. Documentation proves the change was approved and completed correctly. Technicians also need these records to follow the right procedures later.
Keep a clean packet for each major change:
Clear configuration records reduce guesswork. They also speed up inspections and resale reviews.
Aircraft records are not the only documents that matter. Pilot and business records also support legal operation. These documents include pilot licenses and medical certificates. These documents also include proof of insurance and lease or contract paperwork.
These documents support the legal and safe operation of your aircraft. Keeping everything together makes audits easier and avoids confusion during inspections.
A maintenance visit moves faster when the right documents arrive up front. Teams can start work sooner. Shops can also avoid delays caused by missing history or unclear configuration.
Use this checklist before the aircraft arrives:
MEL and operating authorizations may also affect dispatch and maintenance decisions. Teams should confirm what applies before the aircraft arrives.
A single folder or digital package helps. A consistent format also helps new team members find what they need.
Good documentation supports safety, compliance, and fast decision-making. These tips help teams find the right records when they need them.
Store aircraft records in one secure location. Files can get lost when they are spread across folders, desktops, and cabinets. Confusion increases when records live in too many places. One location helps teams stay consistent. One location also makes training easier.
Scan paper documents and store them digitally. Digital records are easier to search and organize. Digital records are also easier to back up. Digital storage reduces clutter. Digital storage also helps protect records from loss or damage.
Paper logbooks and printed manuals can slow teams down. Digital-first systems can make recordkeeping easier.
Use a consistent file naming format. Include the document type, tail number, date, and version when needed. Use an example like N12345_AD_Compliance_2024-03-12_v1.pdf. Vague names like "doc1.pdf" cause confusion.
Consistent naming saves time. Teams can find files faster during inspections.
Limit access based on job role. Maintenance teams may need edit access. Flight crews may only need read access. Access controls reduce accidental changes. Access controls also reduce unauthorized edits or deletions.
Set automatic alerts for inspection due dates, certification renewals, and expiring documents. Waiting until the last minute can ground an aircraft or trigger penalties. Digital systems make it easy to schedule reminders and track compliance timelines.
Schedule a full review of your documentation at least once per quarter. Look for missing entries, outdated versions, or expired certificates. Fixing issues early helps you avoid surprises during external audits.
Use a checklist to stay consistent and assign responsibility to someone on your team to lead the review.
Always have a backup of your aircraft documents. Use a system that backs up your files automatically and stores them securely in the cloud. This ensures your records are safe even if a device is lost or damaged.
Backups aren't just for tech teams. They're critical for regulatory compliance and business continuity.
Aircraft documentation is only useful when it is current, complete, and easy to find. Strong records help keep flights moving and reduce stress during inspections. SOMA Software helps you manage documentation with tools built for aviation teams:
Get a quote to see how SOMA supports your operation from the hangar to the flight line.
