How to Accurately Compare Electronic Document Storage

There seems to be no debate over the advantages of electronic document storage. Over the past 10 years technology has made quantum improvements in capturing hardcopy data and combining it with electronic data into one cohesive system…or has it.

Oftentimes at The Aircraft Group we see how a system that was meant to improve efficiencies does little more than create an electronic version of the same antiquated system that existed originally. The main reason is the lack of understanding of how the documents are captured, stored and retrieved. In many cases, more emphasis is placed on capturing the documents with little thought given to the search and retrieval methodology that will be used ongoing.

At The Aircraft Group we perform dozens of lease returns annually from all parts of the world. While many of the systems being employed today are good for archiving, retrieval is oftentimes cumbersome and intuitive search capabilities are lacking. Many systems in use by major US carriers today can search only through limited indexed fields, tail number, date work was accomplished, the station, etc. but cannot retrieve data contained within check packages. The result is considerable extra effort when the time comes to assemble FAR 91.417, 91.419 records at lease return or other needs outside of the designated search criteria. These tasks and more become just as labor intensive as they were originally!

The key is in identifying a system that can truly search through all documents and packages rather than only indexed fields. Over the years the Aircraft Group has learned that the only way to effectively compare prospective systems is to provide a sample with un-sanitized data, have it converted to the proposed product, and actually test it with your familiar data. For example, let’s say you need data on a certain stabilizer servo and all you have is a unit serial number but don’t know the aircraft it is installed on. Does the system find the servo? How long did it take? Can it search across multiple tail numbers or even fleet types? Were you taken to the exact page or did you have to scroll through sections of records packages? With The Aircraft Group’s DocuSearch, just select the fleet, enter the serial number and the results will be displayed immediately without the need for additional manual searching.

Damage Tolerance Assessment (DTA) is Easy for TAG Online Customers

As you know, the FAA has mandated that Damage Tolerance Assessment (DTA) be conducted on all repairs to primary structure. The problem is, since many of these repairs were not classified as major in the past, there was no need to maintain a separate record when documents were captured and classified. Therefore, to find the data, you have two primary choices, open up and physically inspect the airplane or check the records.

Customers using TAG Fleet Online are having no problems with the government mandate. Since The Aircraft Group’s DocuSearch provides search capabilities by any criteria rather than select fields, recovering repair documents takes only seconds. There is no need to manually search packages and review maintenance documents individually. What a savings in time and money!

TAG Can Take the Sting Out of Bankruptcy Cases

The reality for all industries today is the news of bankruptcies. Companies do not plan to fail but it does happen and what we see at The Aircraft Group is that one company’s demise can have a ripple effect for years to come. We have worked through virtually all major bankruptcies over the last two decades, from Midway through United and Delta, and we are now lending our expertise to enterprises in the USA and abroad. Probably the biggest impact that we see in aviation bankruptcies is that debtors suffer major reductions in staff and other resources—when they are needed most—and primary tasks slip, namely returning assets to creditors. As a result, the immediate burden of preserving aircraft assets in airworthy and marketable condition invariably falls upon the aircraft owner.

Also of paramount importance is the analysis and preparation of Claims for the Courts; a process requiring long hours scrutinizing detailed technical documents to ensure that a comprehensive claim is prepared and filed within court imposed deadlines. So as creditors scramble to determine asset values, whether declining values have evaporated to the point of forfeiture, or from the debtor’s perspective, which assets will be added to the portfolio, the condition of the asset is often unknown or not fully considered.

What is needed most in times like these is a keen understanding of the requirements and in creating efficiencies that can expedite the entire process. The Aircraft Group is offering many companies aircraft condition insight and exceptional document management that is proving to be invaluable in these bankruptcy situations. Since many companies do not have this knowledge in-house, turning to a consulting firm such as TAG can actually save time and money by expediting the entire process.

Keeping it In-House May Not Be the Best Way

Many times we hear prospective clients that want us to quote a system for in-house document and maintenance portfolio management. The primary concerns are always security and ongoing support. Although these concerns are natural, they are truly limiting the potential of a robust document storage system.

By having your aircraft asset and maintenance portfolio management system online, you can take full advantage of the power of a global system while maintaining exceptional security. Your documents are maintained in real-time from anywhere in the world, you can provide on-demand access where and when it is needed, you can process requests in seconds worldwide, and you have access to the latest software improvements as they are offered. All of this means quicker processing of exporting or importing, acquisitions, lease returns and more. Due diligence and maintenance tracking can be done in a fraction of the time that it would take for someone to research the information, copy the data and send it to the parties involved. You don’t lose control of data, you actually gain more control and are able to fully exploit the power of a global system.