CHAPTER 4. ELECTRONIC MANUAL SYSTEMS
4-1. ELECTRONIC MANUALS. Like printed manuals, electronic manuals must provide instructions and information necessary to allow personnel concerned to perform their duties and responsibilities with a high degree of safety. An electronic manual must provide equivalent or better data integrity, accuracy, and accessibility to what would otherwise be provided by a printed manual. The content of each electronic manual must be clearly identifiable and viewable by the user and must correlate and be comparable to what would be available in a printed version of the manual. An electronic manual should contain elements that generally comprise a printed manual. These elements typically include:
• The manual title;
• Revision control pages or sections from which the user can readily determine whether the manual is current;
• List of effective pages;
• Indication of FAA approval (e.g., signature or stamp) for those manuals or manual sections that require FAA approval;
• Chapter numbers;
• Chapter headings;
• Section numbers;
• Topic headings;
• Page numbers;
• Applicable aircraft, airframe, engine, propeller, appliance, component, or part make and model (M/M) (when applicable for minimum equipment list (MEL) and maintenance purposes); and
• The person with the authority and responsibility for manual content.
4-2. ELECTRONIC MANUAL SYSTEM. An electronic system for delivering manual content must comply with regulatory requirements for currency, availability, and distribution to the appropriate personnel. A certificate holder’s electronic manual system must address any 14 CFR part requirements for “must” or “should” that apply to their operation(s) into their electronic manual system. An electronic manual system should describe/address:
a. Currency. Each certificate holder’s electronic manual system method of keeping each manual current.
b. Access, Availability, and Distribution. Each electronic manual system should provide distribution and/or access to manual(s) by the appropriate personnel, in a form and method acceptable to the Administrator.
c. MEL Direct Access Requirement. As required by part 91, § 91.1115(a)(2); part 121, § 121.628(a)(2); part 125, § 125.201(a)(2); and part 135, § 135.179(a)(2) certificate holders who conduct operations under part 91K, 121, 125, or 135 must provide flightcrews with direct access to the MEL through printed or other means approved by the Administrator. An Electronic Flight Bag (EFB) is an example of other means that may be approved by the FAA.
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d. FAA/National Transportation Safety Board (NTSB) Access. The FAA encourages certificate holders to provide access to the electronic manual system to the appropriate FAA representatives assigned to the certificate holder. When providing such access, a certificate holder should provide the FAA’s representatives with instructions on how to access the system.
Certificate holders must provide any requested information to the NTSB in the event of an accident or incident. When a certificate holder is required to provide manuals or manual information to the FAA or NTSB, it should be provided in the desired format of the requesting agency whenever possible.
e. Responsible Personnel. The system description should include the certificate holder’s personnel who have the authority and responsibility for maintaining the system, implementing, modifying, revising, and monitoring the electronic manual software and ensuring the overall integrity of the content of manuals that are part of the system.
f. Prevention of Unauthorized Access and Data Corruption. Manual system computer hardware and software must prevent unauthorized access and/or modification to electronic manual content.
g. Storage and Retrieval. The computer hardware and software system must store and retrieve the manual’s content under conditions of normal operation and use. The system must not permit unauthorized modification of the data it contains.
h. Functionality. Users should be able to easily access, navigate, and retrieve manual content via computer or comparable device. Manual users should be able to print any information contained in an electronic manual.
i. Revision Control. A certificate holder’s electronic manuals should be easy to revise.
The electronic manual system should include revision control procedures for making revisions (incremental, temporary, and scheduled) in a timely manner. Procedures should include the accomplishment of revisions by personnel to whom manuals are issued. The revision control procedures should address at least the following:
(1) Communication of Revision Information. Procedures should include the method of communicating revision information, similar to what would be provided for a paper manual revision. Revision information should provide the revision content, effective date, and any instructions required for ensuring the revision is uploaded or incorporated into the electronic manual. Revision information should allow the user the ability to compare the current revision to the previous version, or it should explain the effect of the change. The revision system should make changes under the current revision readily apparent. An example of this would be change bars. An electronic manual should contain a revision control page or section from which the user can readily determine whether the manual is current.
(2) Revision Status of Each Manual Page. Each page of a manual should contain the date of the latest revision for that particular page. For part 121 operations, this is required by § 121.135(a)(3). If an electronic manual is distributed via a device that displays the manual in a continuous flow format, as opposed to page-by-page, then each section or block of information displayed on the device must contain the date of the latest revision.
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(3) Date and Time Stamp of Printed Information. When information from an electronic manual is printed, there should be a means to identify the date and time of printing.
This ensures the currency of information by allowing the manual user to compare the date of the printed information with the date of the information contained in the electronic manual system.
Printed information that has the same date, but differs from the information contained in the electronic manual, would indicate that the manual content was printed before the manual was updated later that day.
(4) User Responsibility for Current Information. Users of electronic manuals who need or elect to print material (data information, instructions, procedures, etc.) from the electronic manual must ensure the printed information is the most current available prior to use.
Users should discard printed manual information after using it to ensure printed information does not become outdated.
(5) Distribution and Submission of Electronic Revisions to the FAA.
(a) Revision control procedures should include the certificate holder’s method of distributing electronic revisions to the FAA.
(b) When a particular manual requires FAA approval or acceptance, the certificate holder’s procedures should explain how the certificate holder will submit an electronic revision to the FAA for approval or acceptance of the revision content.
j. Special Considerations in Displaying Information. Information retrieved from an electronic manual could be displayed in a format that differs from what would appear on paper.
The display format could even vary by user. For example, the display of manual content could be different for pilots on the flight deck of an aircraft versus what is displayed to ground personnel at a computer workstation. This could occur for reasons such as screen resolution, software application, or authorized display device. Information displayed on any authorized device on the flight deck must correlate to information displayed at an authorized computer workstation or authorized portable device. Additionally, any information displayed should be easily traceable and comparable to the source document. The most important point is that the electronic manual content must remain the same, regardless of the display format or device. Any displayed manual information must be identical in content for all users.
k. Data Archiving. An electronic manual system should have a method of archiving technical and procedural data superseded by revision. A certificate holder should archive earlier versions of manuals to provide for future needs to duplicate, regenerate, or reconstruct instructions.
(1) The Importance of Historical Data. Archived historical data is particularly important for the following reasons:
(a) To trace aircraft repair information or reconstructing maintenance instructions.
(b) To evaluate normal and abnormal flight deck (cockpit) checklist procedures.
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(c) For training purposes.
(d) For investigation purposes in the event of an accident, incident, or occurrence.
(2) Preservation of Archived Data. An electronic manual system must have procedures to ensure the integrity of the archived technical and procedural data. These procedures should include at least:
(a) A method of ensuring that no unauthorized changes can be made.
(b) A method or medium that minimizes the deterioration of data.
(c) A method to protect the archived data against hazards and natural disasters.
l. Transferring Data to Another System. Technological hardware or software advances may make it desirable and/or necessary for a certificate holder to update its electronic manual system. When transferring manual data from one electronic system or application to another, certificate holders should ensure that data integrity is maintained during transfer. This includes ensuring that archived information remains intact. This could entail running redundant systems for a brief period of time.
m. Backup Method. A certificate holder that uses an electronic manual system must have a backup method of maintaining, distributing, or otherwise providing access to manuals, in case of system hardware or software failure. The backup method may be a separate electronic system;
a backup server to the authorized system; the use of backup media such as print or CD-ROM; or other method acceptable to the FAA.
n. System Maintenance and Support. Each certificate holder’s electronic manual system should include maintenance and support function that identifies hardware and software failures within the system. System maintenance and support should include provisions for system outages and for switching over to the backup method described in subparagraph 4-2m above.
o. Master Manual for Parts 91K, 121, 125, and 135. An electronic manual system used in operations under parts 91K, 121, 125, and 135 must include a master manual that describes the electronic manual system and lists each manual maintained and distributed via the system.
(A part 135 certificate holder authorized by OpSpec A040 as a Single Pilot Operator, who elects to have a manual and maintain/distribute it electronically, may list that manual as being the master manual for the purposes of A025.) The master manual is what the principal inspector (PI) will reference when accepting the electronic manual system and authorizing its use in Operations Specification (OpSpec) A025, Electronic Signatures, Electronic Recordkeeping Systems, and Electronic Manual Systems. The master manual must include at least the following:
(1) Description of the Electronic Manual System. The electronic manual system description should include the methods for distribution and/or access to manual(s) (including manual revisions and replacements) by the appropriate personnel.
(2) Delivery Media. An electronic manual system description must include an explanation of the media by which the manuals will be distributed to required personnel.
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(3) Personnel with Authority and Responsibility. The master manual must list the certificate holder’s personnel who have the overall authority and responsibility for maintaining the electronic manual system.
(4) Listing of Manuals—Certificate Holders with Large and Complex Manual Systems. For a certificate holder with a large and complex manual system that contains numerous manuals, it is acceptable to list the kids of manuals, instead of listing each manual, provided all of the particular kinds of manuals are maintained and distributed via the electronic manual system. For example, list “All Ground Operations Manuals,” “All Maintenance Manuals,” or “All Training Program Manuals.”
p. Description of the Electronic Manual—Parts 133 and 145. For electronic manuals used in parts 133 and 145, a description of how each electronic manual is displayed, maintained, revised, and distributed should be included in the certificate holder’s manual system. The description must also include an explanation of the media by which manuals will be distributed to required personnel.
q. Electronic Manual System Changes. Policy and procedures should address how the certificate holder will submit changes to the electronic manual system to the FAA for acceptance. For parts 91K, 121, 125, and 135, changes to the electronic manual system must be documented through revision to the master manual containing the electronic manual system description. The master manual revision number and date will be included in the OpSpec A025 authorization.
r. User Instructions and Training. Each certificate holder must provide instructions and training to users of the electronic manual system. The scope and complexity of the training may vary depending on an individual’s duties and responsibilities. Training should include security awareness and computer system (hardware, software, application, network, etc.) integrity.
4-3. ELECTRONIC MANUAL AUTHORIZATION.
a. Application. Certificate holders should submit their application for an electronic manual system to their certificate-holding district office (CHDO). The application medium (paper or electronic file) must be acceptable to both the applicant and the FAA. The FAA will review the application package according to the General Process for Approval or Acceptance of Air Operator Applications contained in FAA Order 8900.1, Flight Standards Information Management System (FSIMS), Volume 3, Chapter 1. The FAA will review the application package for accuracy and completeness and discuss any deficiencies with the certificate holder.
The FAA may also notify the certificate holder in writing of any application deficiencies. Before the CHDO accepts the application package, the certificate holder will be required to correct all of the deficiencies. A certificate holder’s application package for authorization to use an electronic manual or manual system must include the following:
(1) Letter of Intent. The application must contain the certificate holder’s letter of intent to use an electronic manual system.
(a) Estimated Date of Implementation. The letter must include the estimated date on which the certificate holder would like to implement the electronic manual system.
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(b) Primary Point of Contact (POC). The letter must include the certificate holder’s primary POC for the electronic manual system application process.
(2) Master Manual for Parts 91K, 121, 125, and 135. An application to use an electronic manual system for part 91K, 121, 125, or 135 must include a copy of the proposed master manual as described in subparagraph 4-2o of this AC.
(3) A Description of the Proposed Electronic Manual—Part 133 and 145. An application to use an electronic manual for parts 133 and 145 must include a description of the electronic manual as described in paragraph 4-2p of this AC.
(4) Manuals Included in the System. The application must state specifically which manuals the certificate holder intends to maintain and distribute electronically:
• Flight Operations Manuals (FOM) by title;
• Ground operations manuals by title;
• Maintenance manuals by title;
• Training program manuals by title;
• Electronic MELs;
• General policy manuals by title; and
• User manuals (e.g., flight planning system and other hardware/software applications) by title.
(5) Distribution to the FAA. The certificate holder must provide a copy of the electronic manuals to the CHDO and provide an explanation of how revisions and future electronic manuals will be distributed to the FAA.
(6) Electronic Access to an MEL. Parts 91K, 121, 125, and 135 require a certificate holder or program manager to have FAA approval and OpSpec authority to provide access to an MEL via electronic means. Certificate holders desiring to provide electronic access to an MEL must specify that in the application and include details on how electronic access will be provided.
b. Demonstration of the System. The FAA will require a certificate holder to demonstrate the electronic manual system. The items requiring demonstration will typically include at least the following:
(1) Hardware and Software Capabilities. The certificate holder should demonstrate how to use the hardware and software by performing simple tasks within the system.
(2) Distribution and Availability. The certificate holder should demonstrate how the manuals will be distributed or made available (depending upon the regulatory requirement) to required personnel electronically.
(3) Information Access Capabilities. The certificate holder should demonstrate how to access manual content via the electronic system.
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(4) Prevention of Unauthorized Modification. The certificate holder should demonstrate how the system prevents unauthorized modifications to manual content.
(5) Revision Capabilities. The certificate holder should demonstrate how revisions are posted to electronic manuals.
c. Successful Completion of Application for Approval or Acceptance and Authorization. When a certificate holder successfully completes the approval (applicable only to electronic access to an MEL) or acceptance process, the FAA will authorize the electronic manual system by signing and issuing OpSpec A025.
d. Unsuccessful Application. If the certificate holder fails to submit an acceptable application or fails to successfully demonstrate the manual system process, the CHDO will reject the application and provide an explanation to the certificate holder in writing.
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CHAPTER 5. VOLUNTARY DISCONTINUANCE BY CERTIFICATE HOLDER
5-1. VOLUNTARY DISCONTINUANCE. If a certificate holder elects to discontinue using electronic signatures, an electronic recordkeeping system, or an electronic manual system, it must inform the appropriate principal inspector (PI) or aviation safety inspector (ASI) by letter.
Once informed, the CHDO will amend the certificate holder’s Operations Specification (OpSpec) A025, Electronic Signatures, Electronic Recordkeeping Systems, and Electronic Manual Systems, to remove the authorization voluntarily discontinued. Certificate holders that voluntarily discontinue the use of electronic signatures, an electronic recordkeeping system, and/or an electronic manual system must include the following information in their discontinuance letter.
a. Discontinue Electronic Signatures.
(1) The letter from the certificate holder must include the projected date the certificate holder intends to discontinue using the electronic signatures.
(2) The letter must contain a description of how the certificate holder intends to transition from using electronic signatures to using pen-and-ink signatures.
(3) The letter must contain a description of how electronically signed documents and records will be reproduced and retained in accordance with the requirements of 14 CFR in hardcopy form.
(4) If an electronic signature is used in conjunction with electronic recordkeeping, then the electronic signature portion of the recordkeeping system must be removed.
b. Discontinue Electronic Recordkeeping System.
(1) The letter from the certificate holder must include the projected date the certificate holder intends to discontinue using the electronic recordkeeping system.
(2) The letter must contain a description of how the certificate holder intends to transition from electronic records to paper. The description must include how the certificate holder intends to ensure the content of the paper records exactly match the electronic content, including having the required signatures.
c. Discontinue Electronic Manual System.
(1) The letter from the certificate holder must include the projected date the certificate holder intends to discontinue using the system and provide hardcopy manuals, if required by appropriate 14 CFR parts.
(2) The letter must contain a description of how the certificate holder intends to transition from electronic manuals to paper manuals. The transition description should include procedures for the certificate holder to audit the paper manuals by comparing them to the electronic manuals and reconcile any differences.
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CHAPTER 6. ADMINISTRATIVE
6-1. QUESTIONS ABOUT THIS AC. If you have questions about the material in this AC or would like to provide feedback, you may contact the Aircraft Maintenance Division (AFS-300) at 5th Floor, 950 L’Enfant Plaza, SW., Washington, DC 20024; or by phone at 202-267-1675.
For your convenience, the Advisory Circular Feedback Form is the last page of this AC.
6-2. OTHER RELATED REGULATIONS, GUIDANCE, AND READING MATERIAL.
a. Regulatory References (current editions):
• Electronic Signatures in Global and National Commerce Act (E-Sign) (Public Law (PL) 106-229, Title I).
• Government Paperwork Elimination Act (GPEA) (PL 105-277, Title XVII).
• Paperwork Reduction Act (PL 104-13).
• Title 14 CFR Parts 43, 61, 65, 91, 119, 121, 125, 129, 133, 135, 137, 141, 142, 145, and 147.
• Office of Management and Budget (OMB) Circular A-130, Management of Federal Information Resources.
b. FAA Order 8900.1, Flight Standards Information Management System (FSIMS).
c. Part 121 Dispatch and Flight Release Requirements—Electronic Signatures, Amendments and Disposition. Information regarding electronic signatures on a dispatch or flight release; electronic amendments to a dispatch or flight release; and/or electronic recordkeeping of a dispatch or flight release is contained in Order 8900.1, Volume 3, Chapter 25, Section 1, General Topics.
d. Part 121 En Route Communication Records. Information on the electronic retention of en route communication records in accordance with part 121, § 121.711 is contained in Order 8900.1, Volume 3, Chapter 25, Section 1.
e. Part 121 and 135 Recordkeeping Systems Acceptance or Approval Process.
Information and guidance to be used by principal inspectors (PI) when accepting or approving certificate holder recordkeeping systems is contained in Order 8900.1, Volume 3, Chapter 31, Section 2, Requirements for Approval, Acceptance, and Authorization.
f. Part 121 and 135 Crewmember and Aircraft Dispatcher Records. Order 8900.1, Volume 3, Chapter 31, Section 3, Crewmember and Aircraft Dispatcher Records, contains detailed information regarding crewmember and aircraft dispatcher records in accordance with the requirements of parts 121 and 135, as applicable.
g. Part 121 and Part 135, § 135.411(a)(2) Maintenance Records. Order 8900.1, Volume 3, Chapter 31, Section 5, Safety Assurance System: Evaluate a Part 121/135 (10 or More) Certificate Holder/Applicant Maintenance Recordkeeping System, contains detailed information regarding the evaluation of an air carrier’s maintenance recordkeeping system.
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