written by
Jim Boccarossa

The Benefits of Automation: Increase Efficiency From Nose to Tail by Automating the Records Process

digital process 4 min read , June 13, 2023

Documentation and records-keeping in the aviation industry can feel overwhelming. Unfortunately, too many firms still rely on manual processes to manage their business-critical paperwork. They’ve yet to learn that the benefits of automation far outweigh the do-it-yourself mentality.

Manual systems are time-consuming and wholly inefficient. It takes employees longer to comb through documents and data to find specific items. They could have spent that excess time performing more critical tasks like aircraft maintenance and repairs. What’s more, manual processes are also prone to human error, as multiple hands engage with the same items. Lost and misplaced documents lead to further inefficiencies, delays, and blunders.

Automating the records-keeping process benefits every department and will streamline your current aircraft management systems. It also gives employees increased access to transparent and accurate data. Let’s unpack how the aviation industry can fully leverage the benefits of automation. Is it time to upgrade your records-keeping process with more efficient technology?

benefits of automation in record keeping
Source: Shutterstock

1. Optimize Document Management With Automated Workflows

Accurate documentation plays a critical role in all aspects of the aviation industry. Safety is paramount, but asset management, flight records, and fueling reports are equally vital. Aviation firms must also manage documents related to wages, taxes, budgets, and much more.

There’s no shortage of documentation, exemplifying the need for efficient, streamlined systems. Among the benefits of automation is improving your document management processes.

For instance, relying on manual workflows wastes time and effort simply getting information from one person to another. But digitization ensures necessary documents are routed to the right people at the right time. Workers spend less time on monotonous administrative tasks and more time on critical objectives.

In addition, automated workflows can remind and notify relevant parties of necessary actions. Even short delays can cause bottlenecks and lead to inefficiencies. But automating these processes means you’ll spend significantly less time and effort on follow-ups.

Cloud Storage Enhances Automation Benefits

One of the many benefits of automation is that all your documents are stored in the cloud. Cloud utilization vastly reduces administrative labor costs and the number of human mistakes. Even better, the cloud is accessible from any device with granted permissions, so stakeholders can quickly access necessary records.

This centralized storage also makes tracking and monitoring a document’s status easier. As paperwork is processed, you can follow it in real-time to lessen the chance of delays or missed deadlines.

aviation manager using automation for handling information
Source: Shutterstock

2. Seamless Information Sharing With a Centralized Records Repository

Information is everything in the aviation industry. With so many moving parts, getting the proper documentation ASAP is essential from a pure safety standpoint. For example, back-to-birth traceability (BtB) of life-limited parts (LLP) requires strict record keeping.

Leaning on manual systems to track these documents can lead to costly mistakes. Instead, aircraft companies can implement automated workflows to bolster information sharing between staff and clients. With the benefits of automation, they’ll be able to:

  • Leverage Real-Time Data Sharing: Automated records systems enable employees and customers to share real-time information. For example, they can communicate maintenance, repair, and overhaul (MRO) documentation without depending on human-to-human interactions, which can lead to misunderstandings.
  • Standardize Data-Collection Processes: Standardizing the record-sharing and collection process makes it easier for staff and clients to access and interpret information. Automation does this for you.
  • Create a Centralized Data Repository: Centralized data allows permissible parties to access critical information quickly and easily. This improves overall communications by reducing the time and effort it takes to dig for data manually.
  • Improve Collaboration: Automated workflows help staff and customers collaborate on shared documentation. Now that all parties are privy to the same data, the collaborative process becomes more efficient.
  • Provide Enhanced Transparency: Employees and clients can monitor process statuses in real-time thanks to enhanced transparency. Gone are the days of leaning on manual processes for simple status updates.
aviation manager discussing data from benefits of automation
Source: Shutterstock

3. Better Compliance Management Across the Board

One of the many benefits of automation is that it helps compliance analysts improve their workflows. Automated records management puts all the necessary documents in one safe and secure place.

Automating tedious tasks and sending timely alerts regarding compliance obligations will also help your analysts optimize their workflows. As such, they’ll stay on top of regulatory requirements, reducing non-compliance risk.

Aviation compliance comes with a significant amount of paperwork, rules, and regulations. Automated record-keeping helps your compliance team organize, store, and access this information when needed. It also saves time and effort by reducing the risk of mistakes and data loss.

Automated processes allow compliance officers to access real-time audit results, regulatory trends, and key performance indicators (KPIs). Analysts can quickly recognize risks and opportunities in the compliance space. They can then set priorities and make informed decisions based on those facts.

The benefits of automation also include improved compliance collaboration. Automation helps compliance officers, stakeholders, auditors, regulators, and managers work together. All parties are held to a higher accountability and transparency standard, leading to fewer mistakes, delays, and misunderstandings.

Because laws and regulations evolve every few years, your compliance team must be aware of upcoming changes and how they’ll impact your aviation business. Automated processes provide real-time updates when compliance standards change.

Explore the Full Benefits of Automation With ProvenAir

The modern aviation industry has too many moving parts to lean on manual processes, especially regarding record-keeping, document storage, and compliance management. Automating these systems will lead to more accurate data sharing, increased productivity, and improved efficiencies.

Automation also ensures your aviation company always complies with the latest regulatory standards. Thankfully, aviation industry leaders can leverage smart solutions like ProvenAir to overhaul their current systems.

There’s simply too much information to operate manually. Digitization is the future of aviation. As such, firms must be ready to pivot toward smart, automated record-keeping systems to manage critical data. Contact ProvenAir today to leverage the full potential of your aviation data through the benefits of automation.

digitalization record-keeping Digitizing documentation