DPO.AR.B.015 Record-keeping

(a)       The Agency shall establish and maintain a record-keeping system that provides for adequate storage, accessibility, and reliable traceability of:

(1)       the management system’s documented policies and procedures;

(2)       the training, qualifications, and authorisation of personnel as required by point DPO.AR.B.001 (a)(3);

(3)       the allocation of tasks, covering the elements required by point ATM/ANS.EQMT.AR.A.020 of Annex I to Delegated Regulation (EU) 2023/1768, as well as the details of the allocated tasks;

(4)       the approval process as regards organisations involved in the design or production of ATM/ANS equipment, the certification process, and the registration of declarations of design compliance for ATM/ANS equipment and the continuing oversight, including:

(i)        applications for the issue of approvals;

(ii)       approvals issued to organisations involved in the design or production of ATM/ANS equipment, including the associated privileges and any changes to them;

(iii)      ATM/ANS equipment certificates issued, including any changes to them that it has issued;

(iv)      all valid declarations of design compliance of ATM/ANS equipment that it has registered;

(v)       the Agency’s continuing oversight programme, including all assessment, audit and inspection records;

(vi)      a copy of the oversight programme listing the dates when audits are due and when audits were carried out;

(vii)     copies of all formal correspondence;

(viii)    recommendations for the issue or continuation of a certificate or continuation of the registration of a declaration, details of findings, and actions taken by the organisations to close them, including the date of closure of each item, enforcement actions, and observations;

(ix)      any assessment, audit or inspection report;

(x)       copies of all organisation handbooks, procedures and processes or manuals and amendments to them;

(xi)      copies of any other documents approved by the Agency;

(5)       the notification and evaluation of the alternative means of compliance proposed by organisations involved in the design or production of ATM/ANS equipment and the assessment of these alternative means of compliance;

(6)       safety information, ATM/ANS equipment directives, and follow-up measures;

(7)       the use of flexibility provisions pursuant to Article 76(4) of Regulation (EU) 2018/1139.

(b)       The Agency shall maintain a list of all the certificates it has issued and of any declarations it has registered.

(c)       All the records referred to in points (a) and (b) shall be stored in a manner that ensures protection against damage, alteration and theft and kept for a minimum period of five years after the approvals and certificates cease to be valid or the declarations are withdrawn, subject to the applicable data protection law.