5 Reasons to adopt a maintenance tracking program vs. a spreadsheet

Aviation may be the most highly scrutinized industry in the world, that is especially true when it comes to maintaining maintenance logs. Both private and commercial operators are quickly transitioning their maintenance tracking from paper logbooks to digital tracking so they can enjoy the benefits of improved efficiency, accuracy, and organization. One of the most common ways of transitioning is to build (or have someone build) your own spreadsheet using Excel or Google Sheets. While these options can be a good start, there can be some pretty major downsides to using these systems. We will discuss 5 reasons why you should adopt a cloud based APP over a digital spreadsheet to handle your maintenance tracking requirements.

Calculate Savings with a tracking program

1. Security

When you start tracking your maintenance in a digital format you have to consider security. This is not just security in the sense of someone gaining access to or “hacking” into your records but your responsibility to keep those records from being altered or changed. If you are tracking maintenance in a spreadsheet any user can gain access though a password to alter the sheet, entries, records or formulas. If this occurs there is no log, or physical record of the changes that were made. A prime example of this would be where a pilot enters a discrepancy, but instead of fixing the discrepancy it is simply deleted before any other pilots or mechanics can see it. With an APP or cloud based software all users activities are logged and in most cases require dual authentication to create or modify anything with an aircraft. When a flight, inspection record, or discrepancy is created those should be stored as stand alone logs that are un-alterable once the digital signature is affixed.

2. Accessibility

Accessibility anywhere, at anytime is a key benefit to digital records. Digital records improve your companies over all efficiency and ability to manage more assets with less time and effort. But, to fully realize these benefits you need to have a system that is accessible and optimized for use on devices such as phones and tablets. This is where the cloud based APP’s excel, optimized for use on these devices in a field environment. When your tracking system is accessible anywhere, your organization will immediately begin reaping the benefits of digital maintenance management.

3. Adaptability

If you build a spreadsheet to track your maintenance you will inevitably run into adaptability issues as your business changes and grows. When you build a maintenance spreadsheet it usually is built for a specific aircraft or function with little thought for what future changes that may occur. Aviation maintenance software is built with adaptability in mind, software can customize to any aircraft and can be continually updated as your needs change. As you add components with new inspection requirements, or you add new aircraft, great software will adapt and help propel your company’s growth.

4. Digital Signature

One of the biggest challenges to digital record-keeping is properly executing digital signatures. Neither Google Sheets nor Excel has the ability to do secure digital signatures from your phone or tablet that meet the requirements of AC 120-78A. To utilize full digital record-keeping you need to apply, and be approved by your POI. But, until that point most maintenance software still gives you the ability to digitally sign and print for physical signatures. In addition to the digital signatures, most software creates a digital trail that allows administrators to identify who did what within the system. Digital software protects all users, the integrity of the records, and ultimately the company by utilizing digital capabilities for signatures and audit trails.

5. Support

If you had a spreadsheet built, I hope you asked a few questions about continued support. Some of the most common are; who will maintain it, how do you swap components, how does it grow or change as requirements change, and what happens if it breaks? Most likely the developer him/her self will need to manually address all of these potential issues. This process can be slow, inefficient or in some cases not possible. All of these potential issues and much more are addressed with features that come standard in most aviation maintenance software. With software you will have the support of an entire company or development team that will provide updates and assistance whenever needed. Software is designed to grow with you, providing you the ability to effortlessly grow your operation quickly.

These are just a few reasons why a cloud based app is the best choice for maintenance tracking, good software will help your company excel and continue to grow. To learn more about the benefits of tacking programs read our other article on 5 reasons to use a digital maintenance tracking program. If you are ready to transform the way you track your aircraft maintenance get in touch with us here.