Regulation (EU) 2018/395

1. The operator shall establish a system of record-keeping that allows adequate storage and reliable traceability of its activities.
2. The format of the records shall be specified in the operator's procedures or manuals.

ED Decision 2018/004/R

General

1. The record-keeping system should ensure that all records are accessible whenever needed within a reasonable time. These records should be organised in a way that ensures traceability and retrievability throughout the required retention period.
2. 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.
3. 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.
4. 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 remains accessible at least through the full retention period.

ED Decision 2018/004/R

1. The following records should be stored for at least 5 years:
   1. records of the activities referred to in BOP.ADD.030;
   2. a copy of the operator’s declaration;
   3. details of approvals held; and
   4. operations manual.
2. The following information used for the preparation and execution of a flight, and associated reports, should be stored for 3 months:
   1. the operational flight plan, if applicable;
   2. mass documentation;
   3. notification of special loads, including written information to the pilot-in-command about dangerous goods, if applicable; and
   4. flight report(s) for recording details of any occurrence, or any event that the pilot-in-command deems necessary to report or record.
3. Flight crew records should be stored for the periods indicated below:
4. The operator should make such records available, on request, to the crew member concerned.
5. The operator should preserve the information used for the preparation and execution of a flight and personnel training records, even if the operator ceases to be the operator of that balloon or the employer of that crew member, provided this is within the timescales prescribed in (c).
6. If a crew member becomes a crew member for another operator, the former operator should make the crew member’s records available to the new operator, provided this is within the timescales prescribed in (c).
7. A summary of training should be maintained by the operator to show every crew member’s completion of each stage of training and checking.

BOP.ADD.300 Composition of flight crew