In aviation, even one missing document can ground an aircraft—even if it's brand new and well-maintained. Whether you run a major airline, a charter operation, or a maintenance shop, it's important to track every part used on your aircraft. This process is called aircraft parts traceability, and it plays a key role in keeping flights safe and legal.
This article explains what parts traceability is, why it matters, and what records you need to keep. You'll learn how to track parts from the moment they're made until they're removed from the aircraft.
Aircraft parts traceability means keeping a record of where each part came from, how it was used, and when it was installed or removed. It helps make sure that every part of the aircraft is safe, approved, and ready to use. If a problem ever happens, these records help teams know exactly which parts were involved.
To do this, you need to write down important details like part numbers, serial numbers, and when the part was made. You also need to keep track of how long the part has been used and if it has had any repairs.
Aviation authorities like the FAA (in the U.S.) and EASA (in Europe) require these records to make sure aircraft are safe. If the records are missing or incomplete, the part can't legally be used, even if it's working perfectly. Good traceability is not just about staying organized; it's a key part of keeping aircraft flying safely.
In aviation, tracking every part's full history isn't just a best practice—it's required. If you don't have the right documents for a part, you can't use it.
Fake or unapproved parts are a serious threat in aviation. They may be built with poor materials, lack proper testing, or be falsely labeled. These parts can cause unexpected failures and put lives at risk. By keeping complete records, you can prove that a part came from an approved source and was installed, maintained, and removed properly.
Agencies like the FAA and EASA require operators to maintain full documentation for each part. Auditors will ask for this information during inspections. If it's missing, you may be forced to remove the part or take the aircraft out of service.
Traceability helps you know when a part was installed, how long it's been used, and when it needs to be replaced. This helps prevent failures and reduce downtime.
To keep your aircraft airworthy and legal, every part must have the right paperwork. Without proper records, even a safe, working part can't be used—and missing documents during an audit can lead to delays, fines, or grounded aircraft.
Each document serves as proof that the part meets aviation safety rules. These records show where the part came from, how it's been used, and if it has passed all required checks.
Here are the key documents you need for each part:
These documents must be kept in a safe place and ready to access during inspections or audits. If anything is missing, the part may have to be replaced, even if it's working.
Keeping digital copies helps you stay organized and respond fast when regulators ask for information. Storing everything in one place also makes it easier to manage, especially if you run a large fleet or work in many locations.
To fully trace a part's history, you need to track specific information for every component in your system. These records show where a part came from, how long it's been used, and what maintenance has been done.
Each record helps prove the part is safe and approved for use. It also helps your team decide when to repair, replace, or inspect it.
Here's what you should record for each part:
Keeping this information accurate and up to date reduces risk and speeds up audit preparation. It also increases the resale value of the part and helps avoid compliance issues.
Good traceability means more than just saving documents; it also means using trusted quality standards. These rules help make sure the parts you use come from safe, approved sources.
One important standard is AS9120B, which is used by companies that sell aircraft parts. This standard checks that suppliers have the right processes in place to keep good records and handle parts the right way.
When you buy parts, it's a good idea to ask your supplier if they follow quality standards like AS9120B. You can also ask for a copy of their certification. Keeping a copy in your records shows that you're doing your part to follow safety rules.
Having these documents ready helps you during audits and inspections. It also shows that you care about safety and quality in your operation. Standards like this make it easier to trust the parts you buy.
Good documentation helps you track part history and avoid errors. Digital tools make it easier by reducing paperwork and keeping everything in one place. A strong traceability system also saves time and helps you pass audits.
Clear organization helps your team find records fast and avoid confusion. It also makes audits and AOG situations easier to manage.
Here are the best ways to keep your documents organized:
A centralized system keeps documents safe, easy to find, and simple to update. It also reduces the risk of missing or outdated records.
To keep your records easy to access, follow these practices:
Used parts need strict tracking to prove they are safe and approved. A strong chain of custody prevents fake or damaged parts from entering your fleet.
These steps help you control used-part history:
Regular checks help you avoid surprises during inspections. Strong digital tools make it easier to stay compliant year-round.
Follow these best practices to keep your records audit-ready:
Tracking aircraft parts is about more than passing audits. It's a way to improve safety, reduce downtime, and build trust with regulators and customers. When traceability is done right, it becomes a valuable part of your operation—not just another task to manage.
SOMA Software helps you take control of parts tracking and documentation. With SOMA, you can store all your records in one place, connect parts to maintenance events, and generate audit-ready reports anytime. You don't have to worry about missing files or outdated logs.
Instead of chasing paperwork, your team can focus on what matters: keeping aircraft flying safely and on time. Whether you're managing one aircraft or a full fleet, SOMA makes traceability simple, fast, and reliable.
Get a quote today and see how SOMA Software turns documentation from a burden into a competitive edge.
The FAA requires aircraft parts to be traceable back to their origin, with full documentation of manufacturing, maintenance, repairs, and installation. Key requirements include proof of airworthiness (e.g., Form 8130-3), compliance with ADs and SBs, and accurate records of serial numbers, service time, and removal/installation dates.
The FAA's 51% Rule applies to amateur-built aircraft and states that the builder must complete more than 50% of the construction tasks. This ensures the aircraft qualifies as "experimental" and is not factory-built or mass-produced. It does not apply to commercial or certified aircraft parts traceability.
Airworthiness Directives (ADs) are mandatory regulations issued by the FAA to correct known safety issues. Service Bulletins (SBs), on the other hand, are manufacturer-recommended updates or fixes. SBs only become mandatory if referenced in an AD or required by the operator's maintenance program.
The 5 P's stand for Plan, Plane, Pilot, Passengers, and Programming. This checklist helps pilots assess and manage risk during flight planning and operations by focusing on each critical area before and during the flight. It supports proactive decision-making in line with SMS principles.
