The Aviation Maintenance Documentation Survival Guide for Part 91 Operators
Introduction
In aviation, records are just as important as wrenches. Every inspection, every Airworthiness Directive (AD) compliance check, every repair—all of it must be documented, signed, and stored correctly to prove that an aircraft is airworthy.
For Part 91 operators, who often balance personal ownership with business demands, documentation can feel overwhelming. Yet, failing to maintain proper records can lead to grounded aircraft, FAA violations, reduced aircraft value, and increased liability in the event of an incident.
This guide provides a comprehensive breakdown of what you must document, how long to keep it, and how to streamline the process. It’s designed to be a practical survival tool—something you can use to check your records against FAA requirements and modern best practices.
Why Documentation Matters
Regulatory Compliance: Documentation is a legal requirement under 14 CFR Parts 43, 91, and 135.
Safety Assurance: Logs prove that inspections, maintenance, and ADs are current.
Operational Efficiency: Organized records save time during audits, inspections, and ownership changes.
Resale Value: Aircraft with incomplete logs often sell for significantly less—or not at all.
FAA Reference: 14 CFR §91.417 outlines operator recordkeeping requirements.
Required Maintenance Records
Under FAA rules, Part 91 operators must maintain the following categories of records:
1. Airframe, Engine, Propeller, and Appliance Records
Total time in service (TTIS)
Current status of life-limited parts
Current status of AD compliance
Records of major alterations and repairs
2. Inspections
Type of inspection performed (annual, 100-hour, progressive, or other)
Date of inspection and aircraft total time
Signature, certificate number, and kind of certificate held by the person approving the aircraft for return to service
3. Maintenance, Preventive Maintenance, and Alterations
Description of work performed
Completion date
Signature and certificate number of mechanic or inspector
Record Retention Requirements
FAA rules distinguish between temporary records and permanent records.
Temporary (keep until work is repeated or superseded):
Maintenance and alteration records not involving TT, ADs, or life-limited parts
Permanent (keep for the life of the aircraft):
TTIS for airframe, engines, propellers, and rotors
AD compliance status
Life-limited part records
Major repairs and alterations
Pro Tip: Treat all records as permanent. Missing documentation, even if legally “expired,” can cause resale or audit problems.
Common Pitfalls for Part 91 Operators
Missing Signatures – FAA requires the certificate number of the mechanic/inspector.
Untracked ADs – AD compliance status must be current and traceable.
Owner-Performed Preventive Maintenance – Operators must document their own preventive maintenance under Part 43, Appendix A.
Lost Records in Transfers – Logbooks are often misplaced during ownership changes.
Overreliance on Paper – Paper-only systems are vulnerable to fire, loss, or damage.
Leveraging Digital Documentation
The FAA still recognizes paper logbooks, but best practices now include digital systems that:
Automate reminders for inspections and AD compliance
Centralize manuals, directives, and bulletins
Provide audit-ready reports instantly
Securely back up records in the cloud
Popular Solutions for Part 91 Operators
Jira (custom-configured) – Flexible for work orders, AD tracking, and audits
Google Workspace / Microsoft Suite – Simple storage and spreadsheet tracking
Commercial tools (e.g., CAMP Systems, Traxxall, MyTBMDocs) – Industry-focused, subscription-based solutions
Survival Tips
Sign Everything – Every log entry must include a signature and certificate number.
Document Owner Maintenance – Even oil changes must be recorded under Part 43 rules.
Audit Your Records Quarterly – Catch issues before the FAA does.
Back Up Records Digitally – Scan and store paper logs offsite.
Create a Compliance Dashboard – Use spreadsheets or digital tools to track due items.
Quick Reference Checklist
Total time in service (airframe, engines, props)
Status of life-limited parts
AD compliance records
Annual/100-hour inspection records
Major repairs and alterations documented
All signatures/certificate numbers included
Preventive maintenance logged
Sources & References
14 CFR Part 43 – Maintenance, Preventive Maintenance, Rebuilding, and Alteration
14 CFR §91.417 – Maintenance Records
FAA Advisory Circular 43-9C – Maintenance Records
FAA Advisory Circular 120-77 – Maintenance and Documentation Practices
FAA General Aviation Handbook
Conclusion
For Part 91 operators, maintenance documentation is the difference between flying confidently and getting grounded. With the right systems in place, recordkeeping doesn’t have to be overwhelming. By embracing digital tools and following FAA requirements, operators can stay compliant, protect their aircraft value, and fly with peace of mind.
At Luckey Solutions LLC, we help operators modernize their documentation practices—whether that’s designing Jira-based tracking systems, creating audit dashboards, or providing tailored compliance consulting.
Your paperwork should work for you—not against you!