The document-control and traceability backbone of the AGL Maintenance Handbook. This division standardizes how maintenance, testing, and asset history are recorded, how documents are controlled and revised, and how records are retained — turning every maintenance activity into a controlled, auditable engineering record.
Fundamental principle: if maintenance is performed but cannot be demonstrated through a controlled record, the maintenance activity is not fully traceable. This division is critical because maintenance is incomplete without traceable records.
Every record in this division exists to preserve one continuous engineering thread for each AGL asset — from first inspection through to the trend that drives future maintenance.
Every maintenance record should be traceable end-to-end so records never become isolated documents disconnected from the asset they describe.
| Minimum Record Field | Requirement |
|---|---|
| Asset ID / Location / Equipment | Mandatory |
| Date / Maintenance Type | Mandatory |
| Defect / Finding | Where Applicable |
| Work Performed | Mandatory |
| Parts Replaced | Where Applicable |
| Test Performed / Test Result | Where Applicable |
| Final Condition | Mandatory |
| Return-to-Service Status | Mandatory |
| Technician | Mandatory |
| Supervisor / Reviewer | As Applicable |
| Work-Order Reference | Where Applicable |
Before closing any maintenance record, verify it against these four checkpoints.
Grouped by record type — click any topic to expand its required fields and controlling note.
Documents: the routine, calendar-driven PM activity for each asset.
Documents: maintenance performed following a defect or failure.
Should allow: comparison with previous measurements.
Provides: a chronological record of maintenance for each major asset.
Covers: LED modules, lamps, lenses, prisms, connectors, secondary leads, isolation transformers, CCR components, fans, filters, drivers, control modules.
Supports: reliability analysis for each significant asset.
Should answer: "What has previously been repaired on this asset?"
One of the most important records in the handbook.
Required: every maintenance activity that requires testing must have an associated test record.
Trend historical results where appropriate.
Record the actual test result rather than only marking the activity as completed.
Maintain for: all measurement equipment used for maintenance / testing.
Use: a unique identification per asset where the airport's asset-management system provides one.
Maintain where available.
Must correspond to the installed equipment.
Particularly useful: for calculating component life.
Maintain for every significant asset — this becomes the asset's lifecycle record.
Control: obsolete versions must be controlled to prevent unintended use.
Applies to: all AGL maintenance SOPs, controlled by revision.
Examples: AGL circuit drawings, cable/lighting/sign layouts, PAPI and approach-light layouts, CCR circuit drawings.
Applies to: the Maintenance Handbook itself, which requires formal document control.
Retain per the airport's approved document-retention requirements, applicable regulatory requirements, contractual requirements, and quality-management procedures. Apply appropriate backup and access controls to electronic records.
The following are treated as documentation deficiencies wherever a record is missing this information.
Every maintenance activity shall leave a traceable record linked to the asset, the work performed, the test results, and the final condition.
Quick answers about documentation & maintenance records, based on the topics in this division.
It is the document-control and traceability backbone of the handbook. It standardizes how maintenance, testing and asset history are recorded, how documents are controlled and revised, and how records are kept traceable to the asset.
Division 21 (Documentation & Maintenance Records) contains 30 topics in four groups: Group A Maintenance Records (10 topics), Group B Testing Records (7 topics), Group C Asset Records (7 topics) and Group D Document Control (6 topics).
If maintenance is performed but cannot be demonstrated through a controlled record, the activity is not fully traceable. Every maintenance activity shall leave a traceable record linked to the asset, the work performed, the test results and the final condition.
Asset, Inspection, Defect/Condition, Maintenance Action, Testing, Verification, Return to Service, Asset History, and Trend/Future Maintenance. Each record preserves one continuous engineering thread for the asset.
Every record should be traceable end to end through the asset ID, inspection or failure reference, work order, maintenance record, test record, parts and components, post-maintenance verification and closure, so records never become isolated documents disconnected from the asset.
Mandatory fields are asset ID, location and equipment; date and maintenance type; work performed; final condition; return-to-service status; and technician. Defect or finding, parts replaced, test performed and result, and work-order reference are required where applicable, and supervisor or reviewer as applicable.
Four checkpoints: identification (correct asset, location and circuit), maintenance (activity, defect and parts recorded), testing (required testing completed, actual results recorded, instrument identified), and closure and document control (final condition and return-to-service status, technician and reviewer, and the correct form, SOP or drawing revision).
Twelve conditions are treated as deficiencies, including missing asset identification, date or maintenance description, a missing test result where testing was required, an unidentified replacement component, missing technician identification, missing approval or review, an uncontrolled checklist, an obsolete SOP in use, missing calibration information, missing post-maintenance verification, and inability to trace the maintenance to the asset.
Maintenance documentation is more than a signed-off checklist.
Build the technical knowledge to understand what a complete maintenance record should capture, how it supports audits and warranty claims, and how it becomes the evidence base for every future decision on that asset.
Record with precision. Build the history. Protect the evidence.
Please read before relying on any content on this page or on any record downloaded from it.