(1)
Organization:
a. All safety
documents shall be organized according to criteria which ensure easy access to
information required for flight and ground operations contained in the various
operational documents comprising the system and which facilitate management of
the distribution and revision of operational documents.
b. Information
contained in a flight safety documents system shall be grouped according to the
importance and use of the information, as follows:
(i) Time critical
information, e.g., information that can jeopardize the safety of the operation
if not immediately available: Shall be placed early and prominently in the
flight safety documents system;
(ii) Time
sensitive information, e.g., information that can affect the level of safety or
delay the operation if not available in a short time period shall be placed in
cards and quick-reference guides;
(iii) Frequently
used information should be placed in cards and quick-reference guides;
(iv) Reference
information, e.g., information that is required for the operation but does not
fall under ii) or iii) above; and
(v) Information
that can be grouped based on the phase of operation in which it is used.
(2) Validation: The safety documents system shall be validated and
approved by the SQA VP before deployment, under realistic conditions.
Validation involves the critical aspects of the information use, in order to
verify its effectiveness. Interactions among all groups that can occur during
operations is also included in the validation process.
(3) Design
(i)
Egyptian Operators safety documents system
maintains consistency in terminology and in the use of standard terms for
common items and actions.
(ii)
Operational documents shall include a glossary of
terms, acronyms and their standard definition, updated on a regular basis to
ensure access to the most recent terminology. All significant terms, acronyms
and abbreviations included in the flight documents system should be defined.
(iii)
The system ensures standardization across document
types, including writing style, terminology, use of graphics and symbols, and
formatting across documents. This includes a consistent location of specific
types of information, consistent use of units of measurement and consistent use
of codes.
(iv)
All safety documents system shall include a master
index to locate, in a timely manner, information included in more than one
operational document.
Note: The
master index must be placed in the front of each document and consist of no
more than three levels of indexing. Pages containing abnormal and emergency
information must be tabbed for direct access.
(v)
This system shall comply with the requirements of
the Subcompanies quality system, if applicable.
(4) Deployment: Subcompanies shall monitor deployment
of the safety documents system, to ensure appropriate and realistic use of the
documents, based on the characteristics of the operational environment and in a
way which is both operationally relevant and beneficial to operational
personnel. This monitoring should include a formal feedback system for
obtaining input from operational personnel.
(5) Amendment
i.
Subcompanies shall develop an
information gathering, review, distribution and revision control system to
process information and data obtained from all sources relevant to the type of
operation conducted, including, but not limited to, ECAA, subcontructors,
customers, State of design, State of Registry, manufacturers and equipment
vendors.
ii.
Subcompanies shall develop an
information gathering, review and distribution system to process information resulting
from changes that originate within the company, including changes:
1. Resulting
from the installation of new equipment;
2. In response
to operating experience;
3. In a
company’s policies and procedures;
4. In an
operator certificate; and
5. For purposes
of maintaining cross fleet standardization.
iii.
All safety documents
system shall be reviewed:
1. On a regular
basis (at least once a year);
2. After major
events (mergers, acquisitions, rapid growth, downsizing, etc.);
3. After
technology changes (introduction of new equipment); and
4. After changes
in safety regulations.
iv. Subcompanies shall develop methods of communicating new
information. The specific methods should be responsive to the degree of
communication urgency.
Note: As frequent changes diminish the importance of new or modified
procedures, it is desirable to minimize changes to the safety documents system.
v. New
information shall be reviewed and validated considering its effects on the
entire safety documents system.
vi. The method of communicating new information shall
be complemented by a tracking system to ensure currency by operational
personnel. The tracking system should include a procedure to verify that
operational personnel have the most recent updates.
Annual Review of Safety Documents
(i)
Review the target department responsibilities
against the key functions addressed in
the related department checklists and identify the responsibilities that are
not:
·
Addressed in audit checklists.
·
Well defined in
the department’s policies and procedures.
·
Fulfilling the
ECAA Standards and in conformity with them.
·
Adhering with
ECAA recommendations and guidance material.
·
Complying with
relevant International additional requirements.
·
Satisfying
Customers contractual performance requests.
(ii) Review the department procedures to determine if they:
·
Follow the company standard procedure format and
contents.
·
Are updated,
complete and clear to follow.
·
Contain the
necessary job aids and proper reference to standards, limitations or guidance
material, if any.
·
Highlight the
necessary safety and precautionary issues
·
Fulfill the
relevant human performance standards.
(iii)
Review the department records to collect evidence
reguarding any of the following:
·
Mistakes and violations.
·
Non adherence with the procedures.
·
Lack of resources.
· Physical damage or loss.
· Inability to retrieve and/or analyse.