ED Decision 2023/013/R
GENERAL
(a) The record-keeping system should ensure that all records are accessible within a reasonable time whenever they are needed. Those records should be organised in a manner that ensures their traceability and retrievability throughout the required retention period.
(b) All records that contain sensitive data on applicants, declarants or organisations should be stored in a secure manner with controlled access, to ensure their confidentiality.
(c) The records should be kept in paper form, or in an electronic format, or a combination of both. Records that are stored on microfilm or optical discs are also acceptable. The records should remain legible and accessible throughout the required retention period. The retention period starts when the record is created.
(d) Paper record systems should use robust material that can withstand normal handling and filing. Computer record systems should have at least one backup system that should be updated within 24 hours of any new entry. Computer record systems should include safeguards to prevent unauthorised personnel from altering the data.
(e) All the computer hardware that is used to ensure the backup of data should be stored in a different location from the one that contains the working data and in an environment that ensures that the data remains in a good condition. When hardware or software changes take place, special care should be taken that all the necessary data continues to be accessible throughout at least the full period that is specified in point 21L.B.20(d).
AMC1 21L.B.20(a) details record-keeping requirements: accessibility, secure storage for sensitive data, acceptable formats, backup within 24 hours, and off-site backup hardware.
* Summary by Aviation.Bot - Always consult the original document for the most accurate information.
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