AviTrader feature - the digitalisation of aircraft records

In the June 2025 edition of AviTrader’s MRO360°, Air Worthy’s Airworthiness Manager, Lucia Soffientini, was invited to contribute to a feature on the Digitalisation of Aircraft Records.

Lucia, why is the digitalisation of aircraft records becoming increasingly important in the aviation industry?

“As aviation becomes more data-driven, digital records are essential for operational excellence, regulatory adherence, as well as maintaining asset value. Throughout its service life, every aircraft accumulates a huge amount of paperwork. As it transitions from one owner or operator to the next, a detailed review of these documents is carried out. If records are digitalized, there is no requirement for an onsite records inspection, as this can be done remotely and it also helps ensure improved accuracy, traceability and accessibility, enabling instant access to maintenance and operational data for faster decision-making, which reduces aircraft downtime.

“Digital records also provide better asset protection as they are securely stored and backed up, protecting critical information from loss, damage, or unforeseen circumstances, such as fire or flooding, thereby safeguarding high-value aircraft assets.

“By centralising digital records, we can improve communication between MROs, operators, and regulators, which creates better transparency and more effective collaboration. It’s also beneficial for predictive maintenance, helping operators to identify trends, anticipate issues and optimize maintenance schedules, to achieve increased safety and cost efficiencies.”

What are the biggest challenges faced in transitioning from paper-based to digital records?

“The biggest challenge in moving to digital records is the sheer amount of paper-based data that has to be managed. After the scanning process, records need to be appropriately sub-divided into the so called “Delivery Bible”, which has to be created in accordance with IATA standards. An aircraft’s technical records are a significant part of its asset value, so the importance of complete and accurate transitioning to digitized records cannot be underestimated.”

What are the key technologies driving the digitalisation of aircraft records?

“One of the fundamental technologies driving digitalisation is Optical Character Recognition (OCR), which automates the digitization of paper documents, making historical records searchable and accessible within digital systems.

Also, cloud computing enables secure, centralized storage and instant access to records from anywhere, improving efficiency and reducing the risk of lost documentation.

We are also seeing the rise of AI and Machine Learning for areas such as analysis and structuring, predictive maintenance and compliance checks.”

Could digitalisation eventually eliminate the need for physical aircraft records?

“Yes, this is already happening. Aviation regulatory authorities already allow record keeping either with hard copies or EDP (Electronic Data Processing) versions.

Some operators are also using electronic Aircraft Technical Logs, to avoid paper on sustainability grounds and there are some Maintenance Tracking Systems in the industry that are completely paperless.

Regulatory acceptance is advancing, with many authorities now supporting electronic records, and industry surveys show most operators face few regulatory barriers to digital adoption. Technologies like AI and blockchain are making digital records even safer and more reliable.

Whilst there is some resistance, mainly due to concerns about data security, the switchover to digital records is becoming the norm and the need for physical records is diminishing. We expect that the advance of digitalisation will eventually eliminate the need for physical aircraft records but the timetable is not fixed on this.”

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