Document ID: chunk:federal_register_of_legislation:F2008C00128:reg:10:p20
Version: federal_register_of_legislation:F2008C00128
Segment Type: reg
Provision Reference: reg 10 (pt 20/24)
Character Range: 105225–109273

(a)         define, document and maintain a process for document control;

(b)         ensure that the authority for issue and/or amendment is appropriate to the management and safety accountability structures;

(c)          ensure that the latest version of all documentation is readily available to all users requiring provision;

(d)         ensure that a master copy of all operational and technical documents are secure;

(e)         ensure that a copy of obsolete documentation is archived and all other versions are destroyed promptly;

(f)            check that operational and technical instructions conform with agreed policy and internal documentation standards;

(g)         encourage all levels of operation to confine like type documents to standard presentation formats.

27.1.2              Electronic Data

27.1.2.1         An electronic system must be available to record all voice data and system activation in relation to ARFFS operation in the FSCC.

27.1.2.2         Radio transmissions dealing with aircraft emergencies and operational incidents must be electronically recorded.

27.1.3              Amendment Control

27.1.3.1         Amendments may be proposed by industry or as a result of information received through safety audits, incidents or occurrence reports or other mechanisms.

27.1.3.2         Amended documents must be duly noted and dated.

Chapter 28:   Records
CASR References:  Regulations 139.865 and 139.875

                  Australian Standard 4390.1-6,1996

Section 28.1:   General

28.1.1              Standard: Record Keeping

28.1.1.1         Recognised quality assurance procedures must be established to identify, collect, index, store, update and maintain records necessary for the safe provision of service.  The procedures must ensure that legible and permanent records and a traceable history are kept.

28.1.1.2         These records may be called upon by the Australian Transport Safety Bureau, CASA, a coroner, the police force of a State or Territory and any other agency with authority to do so.

28.1.1.3         Records must be maintained and available for five years or for a specified time as indicated below.

28.1.2              Record Types and Retention Period

Record Type                                                           Time period
Aircraft rescue and fire fighting report                              2 years
Airways operational journal or computer print out                     3 months
ARFFS equipment maintenance records                                   5 years
ARFFS facility fault register                                         2 years
ARFFS Incident report                                                 2 years
ARFFS staff development appraisal                                     1 year
Building fire report                                                  2 years
Certificate of Proficiency Life of employee at location
Competency based training records                                     5 years
Equipment maintenance                                                 3 years
First aid                                                             5 years
Fire Station Communication Centre computer print-out (if applicable)  3 months
Fire Station Communication Centre voice recordings                    30 days
Hazchem reports
Staff involved (OH&S requirement)                                     5 years
NOTAM action                                                          3 months
Personal protective equipment                                         1 year
Register of staff competency                                          5 years
Fire station training programme                                       7 years
Vehicle maintenance records                                           Life of vehicle
Validity check of competency                                          90 days
Vehicle inspection and tests                                          5 years

Note: This is not a comprehensive list, other areas may be added to the list at the