written by
Jim Boccarossa

Traceability in Aviation: How Document Digitization Can Save the Industry

digital process 8 min read , July 16, 2024

In aviation, traceability is an intricate, life-long recording of every step in the aircraft component lifespan. The process promotes transparency and accountability to ensure every part is accounted for and verified. Or at least, this was the intent four decades ago. The problem is that since then, there’s been little change in how owners document and manage aircraft maintenance. When it comes to document digitization, the industry is dragging its feet to its own detriment.

Traceability follows a part, from its origin and manufacturing to installation, ongoing maintenance, and eventual retirement. That’s a significant paper trail. Paper-based processes require extensive administration and reviewing, in addition to the paper, printing, document shipping, and storage costs. In fact, just managing paper documentation for business aircraft takes more than 1,100 full-time employees a year.

Other problems include inaccurate, incomplete, and missing records, slow processing time, and a high propensity for error. Every issue is a costly one to the industry, so it’s time for a real solution. We take a deep dive into how document digitization can transform traceability and save the aviation industry millions of dollars.

What Digitization in Aviation Means

Digitization is the conversion of physical information into digital formats. In aircraft maintenance, this involves various technologies and systems, such as digital record-keeping and predictive analytics. This is more than just a matter of incremental improvement. Digital transformation is essential for safety, survival, and competitiveness in the aviation industry.

Document Digitization Misconceptions

Many operators incorrectly believe that document digitization involves simply making electronic copies of their paper records. Besides just adding an extra workload onto an already laborious and inaccurate process, this misconception comes with numerous issues.

document digitization

For instance, storing non-AC120-78A-compliant PDF images on a computer can be problematic. Reprinting these images requires a licensed A&P technician to confirm and certify that they’re identical to the original paper record. Failure to ensure the electronic images match the paper entries puts the technician at risk of violating FAR 43.12. This could lead to license suspension, fines, imprisonment, and other penalties.

The operator must be able to ensure the accurate duplication of every paper record into an electronic image. They must also verify that all images are included in the aircraft’s e-log repository. Otherwise, you can’t be certain that the electronic repository fully backs up the records.

What’s more, when restoring a logbook from electronic images, they’re usually not in chronological order. This means the operator must open and print each image, then spend hours arranging them correctly to create a consistent and organized record.

Document Digitization Technologies

Without a level of fidelity to the information contained in the documents, errors can persist and become amplified over time. Technology can significantly help owners adhere to data exchange standards related to aircraft maintenance statuses such as ATA Spec 2500.

Barcodes and radio-frequency identification (RFID) technology can track individual parts and components throughout the aviation supply chain. From here, software systems designed to store, organize, and manage electronic documents make it easier to track and retrieve information.

Cloud-based solutions further provide the scalability and accessibility needed to manage large volumes of digitized documents from anywhere. Blockchain technology offers a secure and transparent way to record transactions and track the provenance of parts.

Analytical tools can also be used to extract insights from document digitization. For instance, they can identify trends in maintenance data or predict component failures. By leveraging these technologies, the aviation industry can make traceability processes more accurate, efficient, and secure.

The Mad Scramble to Improve Traceability

Fraud in the aviation industry is a common threat due to the prevalence of counterfeit parts. The complexity of supplier networks makes it difficult to detect these fraudulent parts as they enter the supply chain. In mid-2023, the aviation industry faced this issue when inspectors found parts that were represented as new, via false paper certificates, but were actually used parts in the commonly used aircraft engines, and now questionable titanium has made its way onto Boeing and Airbus planes.

In addition to regulatory concerns, a lack of visibility can hide quality issues that pose unseen risks to aircraft safety after production.

Traceability ensures the history of each aircraft part can be tracked. This allows for timely maintenance and replacement to prevent failures that could compromise safety. Knowing the history of each part can also streamline maintenance processes, reduce downtime, and optimize inventory management.

Because paper documentation poses a high risk of falsification, document digitization is essential to improve parts traceability and prevent widespread crises. The process, however, comes with some challenges.

document digitzation

Older aircraft may have paper-based records that are difficult to digitize and integrate with modern traceability systems. In addition, aircraft parts often pass through multiple suppliers and manufacturers globally. This complex supply chain makes it difficult to track component origins and maintenance history.

What’s more, data security and interoperability remain a concern. Different stakeholders in the aviation industry use different traceability systems. But for document digitization to work well, these systems must be able to communicate safely and share data effectively. This requires industry-wide alignment to identical or comparable standards.

Addressing these challenges is essential to maintain a robust and reliable traceability system in the aviation industry.

Why Document Digitization Needs To Happen Now

In the early 1980s, aircraft operating leases made up just 1.7% of the global aircraft operating market. The industry has significantly changed, with leased aircraft now comprising 49% of the commercial fleet. The global aircraft leasing market size is forecast to grow at a compound annual growth rate (CAGR) of 9.07% to reach $317.5 billion by 2030.

These noteworthy growth statistics show that airlines see high value in leasing aircraft. However, these operations demand detailed, laborious, and time-consuming procedures.

Aircraft lessors must substantiate their asset value with absolute certainty. Back-to-birth traceability (BtB) for life-limited parts (LLP) involves meticulously tracking and recording the complete operational lifespan of the part.

Lessees may use their maintenance software to note the total time of each LLP, but aircraft lessors typically require more thorough documentation. Lessors need evidence of every stage in the LLP’s life, including the time consumed in flight hours and flight cycles.

The Problem With Records

In a recent white paper, the International Bureau of Aeronautics (IBA) found that records were responsible for 60% of the issues related to on-time and on-budget redelivery. Misunderstandings commonly occur in the areas of maintenance, repair, and overhaul (MRO) documentation and record organization. Lessees must ensure their documentation aligns with industry standards and manufacturer guidelines.

If the lessee lacks maintenance organization capabilities or didn’t plan for it from the beginning, it can take time to retrieve the necessary documentation. Establishing a comprehensive historical records file will seem near impossible. Plus, varying expectations of records standards can lead to costly delays.

What’s more, aircraft are being kept in service much longer, so an increasing number of documents are being generated. This problem will continue to get worse as time goes on. Manual document and data processing methods are increasingly becoming an obstacle to aircraft lessors and lessees since many still work with paper copies of MRO and other critical documentation.

digital records

This outdated method locks key data in piles of paperwork that can’t be effectively processed and extracted. The information, usually saved as PDF files, loses its provenance with each transfer and is prone to human error whenever it changes hands. As the system becomes more complex, the number of errors also rise.

The Value of Document Digitization

Document digitization and automated record keeping can be a game changer for the aviation industry, providing significant value increases. For instance, operators can save an estimated $5,000 per aircraft by eliminating paper documentation for record maintenance. Document digitization can also save thousands of work hours and labor costs. It can even lower fuel consumption.

The global drive to sustainability is placing pressure on all industries to lower their carbon footprint. Operators can achieve this by reducing their paper-based processes. They’ll also conserve natural resources and minimize waste generation. Less paper improves safety compliance, eliminates the need for physical storage space of documents, and streamlines operations.

When United Airlines cut one ounce from its inflight magazine by printing it on lighter paper, the airline saved 170,000 gallons of fuel in a year. Considering that the airline operates 4,500 flights a day, every ounce contributes to the $290,000 savings in annual fuel costs. This is just the inflight magazine; think of the impact that the digitization of a document like an operating manual could have.

Another example is Executive Jet Management’s (EJM) implementation of e-signatures, which led to monumental savings. A standard work order is generally around 200 pages. Mechanics may need to flip through each page to identify open tasks and create a separate list for the next shift. The task might take 20–30 minutes, and important details can be overlooked.

EJM estimates that improving shift turnover activities through digitization can save up to 10 labor hours daily. The solution has reduced work package setup time by 60% and saved nearly $400,000 in annual labor costs.

Resolving the Crisis Through Proper Document Digitization

Automation and efficiency are essential in modern business practices. Advanced technologies enable faster communication and information sharing, while also reducing human errors. Document digitization offers strategic value propositions for the aviation industry, such as:

  • Improved integration among engineering, maintenance, and operations functions
  • Real-time reporting and tracking of aircraft performance
  • Instantaneous record-keeping and airworthiness monitoring
  • Visibility into maintenance tasks and progress
  • Enhanced data accuracy and completeness for better decision-making

Automated systems minimize errors and inconsistencies in stored information by eliminating the need for duplicate data entry. Inputting data is streamlined to only occur once, which enhances accuracy and decreases labor-intensive administrative tasks.

inspections

Automation streamlines processes such as collecting signatures and ensuring timely review and approval. Together, these features maintain accurate records and safeguard asset value.

A centralized automated record-keeping system gives executives improved visibility into pilot records. Searchable platforms enable easy retrieval and monitoring of individual components, records, projects, process oversight, and worker actions.

Unlock the Potential of Your Data With Document Digitization

Aircraft lessors rely on precise historical data for their business. Managing consistent and comprehensive documentation from various parties involved in aircraft operations and maintenance can be difficult and lead to expensive delays.

ProvenAir makes data capture and processing easier and more efficient. The platform creates reliable trace insights for commercial landing gear and other LLPs. Our system employs proprietary algorithms and AI to analyze maintenance records, interpret LLP usage, and generate exception reports and trace timelines for landing gear, engines, and APUs.

The ProvenAir platform also quickly identifies gaps in full BtB. It can generate real-time reports for any assembly, sub-assembly, or individual LLP.

Improving record keeping and driving more value from your data can save you significant hours and dollars. Get in touch to discuss a digital transition for your operation today.

digitalization Administration Digitization Digital processing record-keeping BtB