Page 68 - UK ADR Aerodrome Regulations (Consolidated) October 2021

Part OR - ANNEX III - Aerodrome Operators

relevant identified hazards.
(2) The reporting of such third parties should be done irrespectively of any other
requirements according to which they have to report to the CAA of the aerodrome,
or the state of registry of the aircraft involved, or any other CAA in the context of the
national occurrence reporting programme.
ADR.OR.D.030 GM1 Safety reporting system
NEED FOR SAFETY REPORTING
(a) The overall purpose of the safety reporting system is to use reported information to
improve the level of safety performance of the aerodrome, and not to attribute blame.
(b) The objectives of the safety reporting system should be:
(1) to enable an assessment to be made of the safety implications of each relevant
occurrence, serious incident and accident, including previous similar events, so that
any necessary action can be initiated; and
(2) to ensure that knowledge of relevant occurrences, serious incidents and accidents
is disseminated, so that other persons and organisations may learn from them.
ADR.OR.D.035 Record keeping
(a) The aerodrome operator shall establish an adequate system of record keeping, covering
all its activities undertaken under Regulation (EC) No 216/2008 and its Implementing
Rules.
(b) The format of the records shall be specified in the aerodrome manual.
(c) Records shall be stored in a manner that ensures protection from damage, alteration and
theft.
(d) Records shall be kept for a minimum of five years, except that the below records shall be
kept as follows:
(1) the aerodrome certification basis, the alternative means of compliance in use and
the current aerodrome or aerodrome operator certificate(s), for the lifespan of the
certificate;
(2) arrangements with other organisations, for as long as such arrangements are in
effect;
(3) manuals of aerodrome equipment or systems employed at the aerodrome, for as
long as they are used at the aerodrome;
(4) safety assessment reports for the lifetime of the system/procedure/activity;
(5) personnel training, qualifications, and medical records as well as their proficiency
checks, as appropriate, for at least four years after the end of their employment, or
until the area of their employment has been audited by the CAA; and
(6) the current version of the hazard register.
(e) All records shall be subject to applicable data protection law.
ADR.OR.D.035 AMC1 Record keeping
DOCUMENTATION TO BE RETAINED
(a) The system employed by the aerodrome operator for record keeping should provide for
adequate procedures, storage facilities, and reliable traceability, retrievability and
accessibility of the records related to the activities of the aerodrome operator that are
subject to the Basic Regulation and its Implementing Rules, throughout the required
retention period.
(b) Records should be kept in paper form, or in electronic format, or a combination of both.
Records stored on microfilm or optical disc format are also acceptable. The records
should remain legible throughout the required retention period. The retention period starts
when the record has been created or last amended.
(c) Paper systems should use robust material which can withstand normal handling and
filing. Computer systems should have at least one backup system which should be
updated within 24 hours of any new entry. Computer systems should include safeguards
against the ability of unauthorised personnel to alter the data.
(d) All computer hardware used to ensure data backup should be stored in a different location
from that containing the working data, and in an environment that ensures they remain in
good condition. When hardware or software changes take place, special care should be
taken that all necessary data continues to be accessible, at least, through the full retention
period. In the absence of any indication, all records should be kept for a minimum period
of five years.
ADR.OR.D.035 AMC2 Record keeping
RECORDING OF AIRCRAFT MOVEMENTS
(a) The aerodrome operator should employ a system to be used for recording the aircraft
movements at the aerodrome.
(b) Such a system should allow the aerodrome operator to record:
(1) the number of movements of each aircraft type using the aerodrome;
(2) the type of each aircraft movement (commercial air transportation, cargo, etc.);
(3) the date of each movement; and
(4) the number of passengers.
(c) The system used should also satisfy the provisions of AMC1 ADR.OR.D.035.
ADR.OR.D.035(b) GM1 Record keeping
RECORDS
Microfilming or optical storage of records may be carried out at any time. The records should be as
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