DOCUMENT MANAGEMENT "APORG-DMS-001 SYSTEM MANUAL ware xfer) (CHAPTER = FLIGHT SAFETY Tssue2_] Rev.0 | 1sOcT2014 DOCUMENTATION SYSTEM 1.0 aa 1a ‘CORPORATE DMS ‘The Corporate Documentation Management System complies with DGCA CAR and Circulars on Flight Safety Documentation Systern; Public Records Act 1993 and Public Records Rules, 1997. ‘The Corporate OMS includes the Flight Safety Documentation System (FSOS) which ‘complies with Para 4 of CAR Section 5 Series "F", Part I, Air Safety Circular No. 2 of 2013 and the latest guidelines published in CAP 8100 with regard to preparation and Certification of Operations Manual of June, 2013. The Flight Safety Documentation System is used by all Operational personnel covering all areas in the AOC. FLIGHT SAFETY DOCUMENTATION SYSTEM (FSDS) - DGCA In compliance with DGCA Air Safety Circular No. 2 of 2013, dated 21% January, 2013, the procedure for preparing Flight Safety Documentation System, its monitoring and adherence is incorporated in DMS Manual which is also incorporated in. the Organisation Manual, Flight Safety Manual and other relevant Manuals of the three ACs. Flight Safety Documentation system is a set of inter-related documentation established by Air India, compiling and organizing information necessary for flight ‘and ground operations, covering all the three AOCs viz. Air India, Air India Express and Alliance Air and it's subsidiaries. The pracess includes not only the planning and ‘organization for the document system, but the design, review, production, maintenance and distribution of manuals and publications. Each part of the process affects the entire system. Flight Safety Documentation System comprises of the Operations Manual, Flight Manual, flight deck Normal/Abnormal/Emergency procedures Manual/Checiist, Maintenance Manuals, Procedures Manual, MEL, DOG? Manual, MOE, CAME,SOPs, Cabin Crew SEP Manual, Training Manuals, Flight Safety Manual, Dispatch manual, Emergency, Security manual etc. FSDS through a central documents system, maintains compatiblity and consistency, ‘even ifthe manuals have different authors, and are under different responsibiltes, ‘The requirements for the Flight Safety Documents System: ‘The Flight Safety Documents System (FSDS) is established with the following features: System Principles: Each Manual or Document issued by the operator shall have: i. Similar structure ii, Consistent location of specific types of information. il, Common terminology iv. Information that is relevant v. Standardization across the fleet, vi. Standard meaning for graphics and symbols and use them consistently across documents vil Consistent use of units of measurement and consistent use of codes. Page =iDOCUMENT MANAGEMENT "AFORG-DMS-001 SYSTEM MANUAL mare giwen CHAPTER -1 FLIGHT SAFETY Tssue2_] Rev.0 | 1sOcT2014 DOCUMENTATION SYSTEM 11.4.2 11.43 14.44 Information: ‘The two critical organizing criterions the information is its importance and users of information. In developing document system information need is highly affected by the time constraint during the operation. There are distinct levels of time constraints that can be used to classify information importance. Information contained in each of the documents shall be categorized depending on: i, Time critical information, e.g., information that can jeopardize the safety of the operation if not immediately available ii, Time sensitive information, e.9,, information that can affect the level of Safety or delay the operation if not available in a short time period il, Frequently used information iv. Reference information, e.g., information that is required for the operation but does not fal under (I) or (i) above; and Information that can be grouped based on the phase of operation in which it is used, System Mechanism: SDS shall ensure that appropriate mechanism is established to ensure the following: i. Collating new information affecting operating documents on a continuing basis. The new information may be pertaining to changes in regulations or introduction ‘of new regulation, manufacturer or equipment vendor released information etc. ii, Distribution of information amongst al relevant personnel on continuing basis. il, Coordination of information amongst all concerned iv. Identification of the other manuals or documents that would be affected by the proposed changes. Coordination for requisite changes to such manuals with the concerned departments before effecting the consequential amendments. v. Timely removal of obsolete information from the system, vi. Presence of easy and unambiguous document referencing system. vi. Operational documents include @ 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. vill, Easy updating of the manuals/ documents in circulation. ix. Availabilty of tracking system for all previous updates which may include list of ‘effective pages, record of revisions and history of revisions etc. The tracking system should include 2 procedure to verify that operational personnel have the most recent updates. x. Indexing of individual documents and documentation system. xi. Include a formal feedback system for obtaining input from operational personnel. Master Manual Register ‘A Master Manual Register shall be maintained containing at least the following information about the Manual/Document and the same shall be updated manually ‘every month and uploaded on DMS on the first working day of the month iL Reference Number ii, Title il. Year of Eaition iv. Volume Number Page 1-2DOCUMENT MANAGEMENT ALORG-DMS-001 SYSTEM MANUAL mare giwen CHAPTER -1 FLIGHT SAFETY Tssue2_] Rev.0 | 1sOcT2014 DOCUMENTATION SYSTEM v. Purpose of the Manual Vi. Date of Last Revision vil, List of recipients vill. OfficialSection responsible for revision 1.1.5 Each AOC holder (Air India, Air India Express, Alliance Air) shall nominate a Nodal Officer who will be responsible to DGCA to ensure the compliance of Flight Safety Documentation system (FSDS). He should be nominated from the Corporate DMS ‘and Flight Safety for each AOC. He should review FSDS at least once a year and also after major events e.g, mergers, acquisitions, rapid growth, downsizing, etc; after technology changes, e.g. introduction of new equipment; after changes in safety regulations. 1.4.6 In ease of electronic documentation system, there should be specific procedural as well as hardware and software safeguard in place to ensure the integrity of the documents and users compliance with the process. Page 1-3DOCUMENT MANAGEMENT "APORG-DMS-001 SYSTEM MANUAL ware xfer) (CHAPTER = FLIGHT SAFETY Tssue2_] Rev.0 | 1sOcT2014 DOCUMENTATION SYSTEM 127 1.2.7.4 1.2.72 a) ») ° 2) PSDS — DGCA CAR In compliance with DGCA CAR Series ,f, Part-I, Section-5 Appendix .8 (Revn.2 dated 17" March, 2009), the Flight Safety Documents System should be validated before deployment, under realistic conditions. Validation should involve the critical aspects of the information use, in order to verify its effectiveness, Interactions among all groups that can occur during operations should also be included in the validation process. AA flight safety documents system should maintain consistency in terminology and in the use of standard terms for common items and actions. Operational documents should 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 ‘A flight safety documents system should ensure standardization across document types, including writing style, terminology, use of graphics and symbols, and formatting across documents, This includes @ consistent location of specific types of information, consistent use of units of measurement and consistent use of codes. [A flight safety document system needs to include a verification mechanism to ensure that, whenever a section of a document is amended, all other documents likely ta be affected are identified and that consequential amendments are duly coordinated and agreed to by the responsible departments before the amendment is processed, DEPLOYMENT The Flight Safety Documents System should be monitored to ensure appropriate and Tealistic 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 ‘AMENDMENT FSDS should include the development of an information gathering, review, istribution 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, the State of Operator, State of design, State of Registry, manufacturers and equipment vendors. Note.- Manufacturers prove information for the operation of spectic atcraft that emphases the afcraft systems and procedures under conditions that may not fuly match the requrements. FSDS should ensure that such tnformation meets ther spect: needsand thoseofthe cal authorky. FS0S should develop an information gathering, review and distribution system to process information resulting from changes that originate within the AOC, including: ‘Changes resulting from the installation of new equipment; ‘Changes in response to operating experience; ‘Changes in an AOC" polices and procedures; Changes in an AOC certificate; and Changes for purposes of maintaining cross fleet standardization. Note.- FSDS shoull ensure that crew coordhation phibsophy, pokes and proceduresarespectic tothe operation. Page 1-4DOCUMENT MANAGEMENT AFORG-DMS-001 SYSTEM MANUAL ware xfer) (CHAPTER = FLIGHT SAFETY Tssue2_] Rev.0 | 1sOcT2014 DOCUMENTATION SYSTEM 1273 a) ) ¢) @) 1.2.74 1.2.75 1.2.7.6 {A flight safety documents system should be reviewed On a regular basis (at least once a year); ‘After major events (mergers, acquisitions, rapid growth, downsizing etc.) ‘After technology changes (introduction of new equipment); and ‘After changes in safety regulations. FS0S should develop methods of communicating new Information, The specific methods should be responsive to the degree of communication urgency. ‘Note.- As frequentchangesdimnish the importance of new or modified procedures, 6 destable tomninke changesto the fight safety documents system. New information should be reviewed and validated considering its effects on the entire fight safety documents system. ‘The method of communicating new information should be complemented by tracking system to ensure currency by operational personnel. The tracking system should inclide a procedure to verify that operational personnel have the most recent Updates. Page 1-5DOCUMENT MANAGEMENT "APORG-DMS-001 SYSTEM MANUAL ware xfer) (CHAPTER = FLIGHT SAFETY Tssue2_] Rev.0 | 1sOcT2014 DOCUMENTATION SYSTEM MANUAL STANDARDS ~ CAP 8100 ‘The Manuals prepared for the approval of DGCA shall comply with the specifications (Refer CAP 8100 Section 2, Revision 0 dated June, 2013) in order to ensure effective production, amendment, distribution and / or uniform use of or compliance with information relating to the Company requirements. ‘A Master Distribution Record shall also be maintained in relation to the production and distribution of the Manual and its subsequent amendments, All the Manuals which need regulatory approval, shall be submitted to the DGCA in duplicate, so that one copy will be returned with the appropriate attestation on approval. In case of an Amendment, the same shall also be submitted to DGCA in duplicate. Upon getting intimation from DGCA pertaining to the completion of Certification / approval / acceptance process, relevant page or pages of the Original Manual which Carries the OGCA attestation for updating the attestation shall be submitted, ‘The Operations Manual which contain information / instructions which are subject to change, shall be compiled in a loose binder (ring binders) are shall be printed on AS All the Manuals shall be written in English language and the following words shall be Used to give the meaning as indicated against such words : shall” or “must” Compliance is mandatory wilt “The action referred to will nt take place at the present moment But there isa commitment to comply with the requirement should” ‘Compliance is recommended but not compulsory “may” There is discretion for the applicant Page 1-6DOCUMENT MANAGEMENT AFORG-DMS-001 SYSTEM MANUAL ware xfer) (CHAPTER = FLIGHT SAFETY Tssue2_] Rev.0 | 1sOcT2014 DOCUMENTATION SYSTEM 14 14d Corporate Documentation Management System for FSDS ‘The FSDS functions under the Corporate Document Management System. The FSDS system includes Nodal Officers from Corporate DMS as well as Flight Safety Department. Refer letter from Accountable Manager to the DGCA attached at the ‘end of this chapter. Charts depicting the Corporate Documentation Management System and FSDS relationship with all the AOCs as well as the role of QMS, DMS, Flight Safety and the Departments are given below in Figure-4 and Figure-2 i= Figure-1 Protection ' Producti entrance tasea Jerson S08 angus Page 1-7DOCUMENT MANAGEMENT SYSTEM MANUAL AF-ORG-OMS-001 CHAPTER -1 FLIGHT SAFETY Tssue2_] Rev.0 | 1sOcT2014 DOCUMENTATION SYSTEM Figure-2 ‘Air India’s (Corporate QMS) Performance based Oversight Ms (Quality and Safety Assurance) Air India’s (Corporate DMS) | Flight Safety Management System (F808) Ms Air India - Nodal Officer DMS Control FSDS and verification OPS/ TRG! DSP/ CAB) MNT > | RH! (G0) SEC! TRIO Page 1-8DOCUMENT MANAGEMENT DOCUMENTATION SYSTEM ‘AL-ORG-DMS-001 SYSTEM MANUAL FORG ONS 0 (CHAPTER = 1 FLIGHT SAFETY Tssue2 | Revs | ti0ec2020 Reference para 1.4 Page 1-9