Electronic Record Keeping System (ERKS)

Transcription

1 Electronic Record Keeping System (ERKS) User Manual

2 Table of Contents INTRODUCTION 1 ERKS CAPABILITIES 1 ERKS COMPONENTS 2 THE AIRCRAFT DIGITAL LOGBOOK (ADL) THE VIEWERS (ARM & ARR) THE DIGITAL RECORD MANAGER (DRM) USING ERKS ON THE WEB 3 USING THE AIRCRAFT DIGITAL LOGBOOK (ADL) 4 VIEWING SEARCHING UPDATING PRINTING VALIDATING A DOCUMENT 9 CREATING A VALIDATION AUTHORITY VALIDATING A DOCUMENT SYNCING THE ADL 11 SETTING-UP SYNC AUTO SYNCHRONIZING MANUAL SYNCHRONIZING Pg i

3 ARRANGE 12 CREATING A NEW FOLDER REMOVING A FILE OR FOLDER VOIDING A DOCUMENT MOVING DOCUMENTS (FILES) IN THE ADL HISTORY OF ADL ACTIVITY 17 BACKING-UP THE ADL 18 SHARING THE ADL 18 REPRODUCING PAPER COPY RECORDS FROM THE ADL 18 APPENDIX A CREATING AN ELECTRONIC IMAGE FROM A HARD PAPER COPY 19 UPDATE FOLDER / IMAGE DEPOSITORY 20 POSITIONING IMAGES FOR UPDATING THE ADL ON THE WEB WITH THE AIRCRAFT RECORDS MANAGER WITH THE AIRCRAFT RECORDS READER NAMING / RENAMING ONE OR MORE DOCUMENTS IN THE ADL 22 APPENDIX B OUTSIDE SCANNING SERVICE SPECIFICATION 23 Pg ii

4 INTRODUCTION V-Log s Electronic Record Keeping System (ERKS) enables the operator to back-up, enhance, or replace its current paper record keeping system with a fully operational electronic system in compliance with FAA guidelines established in Advisory Circular AC120-78A. ERKS CAPABILITIES V-Log s Electronic Record Keeping System is a fully functioning and operational electronic logbook which enables the aircraft operator to have full aircraft records management and operational authority, including: updating, searching, viewing, validating, maintaining, and sharing logbook information and maintenance records in accordance with Advisory Circular AC A. Because the ERKS system is located on a web based computer and accessed thru a web browser, it can be used with any device (PC, Laptop, Mac, IPAD, Tablet, etc.) The system is made up of three (3) major components: 1. The Aircraft Digital Logbook [ADL] 2. The Viewer(s) [ARM and ARR] 3. The Digital Record Manager [DRM] ERKS represents a safe, convenient, and economical method of maintaining the historical maintenance and airworthiness records of an aircraft commonly referred to as the Logbooks. It allows the operator to have administrative control of the aircraft s digital logbooks from any computer or device with an internet connection. Pg 1 Rev 15

5 ERKS COMPONENTS AIRCRAFT DIGITAL LOGBOOK (ADL) The Aircraft Digital Logbook (ADL) is comprised of a simple folder structure located on the aircraft operator s web application computer. The ADL contains the electronic images (pdf, tif, jpeg) of the maintenance entries, Return to Service entries, and other maintenance documentation encompassing the historical maintenance and airworthiness records of the aircraft. The ADL can be moved, copied, backed-up, and shared like any electronic document. Images in the ADL are encrypted during the DRM process to prevent the possible alteration (Ref: FAR / AC120-78A) of any of the images when shared with others. Aircraft Records Manager (ARM) The Aircraft Records Manager, residing on the web computer, allows you to view, search, update, sync, arrange, validate, rotate and print the information contained in the ADL. The purpose of the Aircraft Records Manger is to manage and administer the ADL. Aircraft Records Reader (ARR) The Aircraft Records Reader, residing on the web computer restricts the user to only view, search, and print information contained in the ADL. Pg 2 Rev 15

6 The purpose of the Aircraft Records Reader is to View, Search, Print, and add information to the Aircraft Records Manager s Available Updates folder. The Reader allows you to move electronic documents, no matter what size, from a local computer to the operator s virtual computer; and to Post the document in a file accessible to the operator thru the Aircraft Records Manager; allowing the operator to review the document, and place the document in the aircraft logbook at their discretion. DIGITAL RECORD MANAGER (DRM) After an ADL update, the DRM processes the new images (updates) in the ADL to identify, index, read, sort, and encrypt the information into separate pages. USING V-LOG S ERKS ON THE WEB Company Specific Login To get to the ERKS company-specific login on the web, go to Click on login on the menu bar at the top of the home page. Or, using a Web Browser; go to Type in your V-Log assigned address and Password. logins are assigned according to company. Each company may have more than one login depending upon fleet size. Type in company and Password Pg 3 Rev 15

7 To view an aircraft ADL; click on the Aircraft Digital Records icon. User Specific Login Once logged-on to the company web computer, a User Specific login is required. This user-specific login determines the V-Log Viewer used (ARM or ARR) to access the ADL(s), and which ADLs are available to be seen by each user. Type in User ID and Password USING THE AIRCRAFT DIGITAL LOGBOOK (ADL) VIEWING In the Locate Logbook window, select C drive. Open the ADLs folder, and click on the aircraft to be viewed to highlight and open the ADL. Note: Be sure to open the ADL to allow you to see the folder titled Maintenance Records. To view the aircraft ADL click on Select. Note: After a path is initially established to the ADL(s) location, the Viewer will always default to the last aircraft ADL selected. Pg 4 Rev 15

8 To view the aircraft s records, hover the mouse pointer over the left window pane and use the mouse scroll wheel to scroll through the records. You can also use the arrow keys located on your keyboard. To view a specific record in the logbook, expand the folder and click on a specific record. Once a record is highlighted, you will be able to view that record in the right window pane. Use the scroll wheel to scroll through the pages of the Logbook. If an image is rotated incorrectly, select rotate at the top of the screen to rotate the image. To expand the currently viewed record to full screen right-click on the record seen in the right window pane; to return to your previous view, right-click on the record again. To view a new aircraft ADL, select New. Highlight and double-click on the aircraft ADL you wish to view (located in the ADL folder on C drive). Be sure to open the ADL to allow you to see the folder titled Maintenance Records ; then click "Select" to view that aircraft ADL. SEARCHING To use the search feature in V-Log, click on the Search button and a Search window will pop-up. Enter your search term into the Find textbox and click Search. V-Log will search the entire aircraft logbook and provide you with a list of records containing the exact search term entered. Scroll with your mouse wheel, or click on the results listed in the Search window to view the records pertaining to your specific search term. Search will locate text within the document and display the image where the test is found. Pg 5 Rev 15

9 TIP: You can narrow your search results by using specific search terms. However, broad search terms will usually provide better results. UPDATING Note: We recommend creating a Records Update sub-folder on your own computer to save and store updates. When the ADL is updated, a copy of the maintenance entry will remain in this folder. For more information on saving and storing updates: See Appendix A / Update Folders / Image Depository. Note: For pre-positioning images prior to Updating the ADL, see Appendix A / Positioning Images for Update. UPDATING THE ADL WITH THE AIRCRAFT RECORDS MANAGER To update the ADL, select Update. Next, highlight the folder to update in the left window. Pg 6 Rev 15

10 The aircraft s ADL can be updated by either adding a document (or documents) to an existing folder, or by creating a New Folder within the existing highlighted folder. To add a subfolder to an existing folder in the ADL select New Folder. Type in the new folder s name. To add one or more documents to an existing folder, or a newly created subfolder in the ADL select New Entry. Select the new entry s location Highlight the desired file(s) in the right window Select Add to Log-Book. Pg 7 Rev 15

11 V-Log s software will update the folder using date stamp page numbering. The Update Window will show confirmation that the folder has been updated with the selected files. POSTING AN UPDATE WITH THE AIRCRAFT RECORDS READER Updating the ARR Posts documents to the Available Updates folder on the web computer containing the Aircraft Records Manager (ARM). Note: To post and update, first use the drag & drop feature to move the document from your computer to the uploads folder on the web application computer. See Appendix A. To Post documents, select Update. Next, select the Uploads folder located on the C drive in Users / Mainframe 2 in the left window. Select the document(s) to be Posted. Select Post. The document(s) will be posted to the Aircraft Records Manager Available Updates folder for insertion into the ADL by the Records Manager. Pg 8 Rev 15

12 PRINTING You can print the aircraft records by selecting the Print button which brings up the Print window. Records can printed by page, folder, a range of pages or even the entire aircraft logbook. Select your preference by clicking on one of the radio buttons, then click Print. V-Log s ARM automatically selects the virtual computer's default pdf printer. Select Save on your desired computer. To print a range of sequential aircraft records; select the first record by clicking on it in the left-hand pane, while holding down the Shift key on your keyboard click the last record to print and V-Log will highlight the documents that will be sent to the print queue. Next, click the Print button at the top right of the viewer window and the Print window will popup with the Page Range radio button selected. VALIDATING A DOCUMENT Documents added to the ADL can be validated as true and accurate by anyone with validation authority. A document can be validated either before adding it to the ADL as an update, or any time after the ADL has been updated. Pg 9 Rev 15

13 Validating a document encrypts the document to prevent anyone from altering the document after it has been validated. CREATING A VALIDATION AUTHORITY To create a validation authority for validating various documents; doubleclick on the VlogValidations. exe located in the Vlog folder on C drive. Select New. Type in the name and password you will use to validate a document and select Create CRT File. Note: Passwords are not recoverable. If the password is forgotten, a new Validation Authority set-up will be required. VALIDATING To Validate a document; highlight the desired document to validate in the left side window of the Viewer. Next, double click on Validate. Pg 10 Rev 15

14 In the Choose Validator Authority box; double click to highlight and select the Validation Authority. Type in your Password and select Ok. The document has been validated when the V-Log icon shows Validated. SYNCING THE ADL The Master ADL, located on the web application computer s Aircraft Records Manager (ARM), archives the aircraft s maintenance history (Logbook). The Master ADL is sync d to the Aircraft Records Reader (ARR) and to the DRM processing computer. When updating the ADL, the ARM sends new entries to the DRM computer for processing upon opening and closing. The newly updated information is processed by the DRM, and a revised ADL update is sent back to the ADL during sync. AUTO SYNC Both the Aircraft records Manager and the Aircraft Records Reader sync automatically each time the Viewer is opened or closed. Pg 11 Rev 15

15 Auto Sync in the Aircraft Records Manager can be turned off temporarily in the Update Window. MANUAL SYNC Selecting the Synchronize button in the Viewer Update window will synchronize the ARM s or ARR s ADL to current status. ARRANGE If your viewer is equipped with an Arrange button, the following selections can be made to enhance the administration of the ADL: Create a New Folder, Remove a File or Folder, Void a Document, and Move files to different locations and/or folders in the ADL. To Create a New Folder, Remove an existing File or Folder, Void a Document, or Move files to different locations and/or folders in the ADL, select Arrange. Pg 12 Rev 15

16 Next, highlight the folder to be addressed in the left window. CREATING A NEW FOLDER To add a subfolder to an existing folder in the ADL, select New Folder. Type in the name of the new folder in the New Folder window. Select Exit to exit Arrange. Pg 13 Rev 15

17 REMOVING A FILE OR FOLDER Note: Removing a file from the ADL is a permanent deletion once a Sync with V-Log s DRM is performed. Unless the entry exists as an electronic file in the update folder or image depository, it cannot be recovered. To remove a file, highlight the folder that contains the file to be addressed in the left window. Highlight the file to be removed in the right window. Select Remove File. A delete file verification window will confirm the delete. To remove a folder, highlight the folder to be removed. Select Remove File. Select Exit to exit Arrange. Note: To remove a folder, it must be empty of all images and files. VOIDING A DOCUMENT To void a document, highlight the folder to be addressed in the left window. Highlight the file to be voided in the right window. Select Void. Pg 14 Rev 15

18 In the Choose Authority box; double click to highlight and select the Validation / Void Authority. Type in your Password and select Ok. Select Exit to exit Arrange. MOVING DOCUMENTS IN THE ADL To move a document, or any number of documents, to a different location in the ADL, highlight the folder to be addressed in the left window. Highlight the file or files to be relocated in the right window. Note: To select several files at a time to relocate; highlight the first file, hold down the shift key and select the last file to move. All of the files to be moved will be highlighted in the right window. Select Select. Pg 15 Rev 15

19 Highlight a folder to move the selected files into in the left window. Select Move Here. The Move File window will open with the current name of the file highlighted. To change the name of the file (see Appendix A), type in a new name / page number. Note: To add an amendment to an existing file, or to relocate a document (file) into another area of the aircraft record; see Renaming one or more documents in the ADL - Appendix A. Select OK or OK All to move multiple files at one time without renaming them. Select Exit to exit Arrange. Pg 16 Rev 15

20 HISTORY OF ADL ACTIVITY To review the history of ADL activity; using the Aircraft Records Manager, select Arrange. Select History The history of ADL activities will be shown in the History window by transaction date. Pg 17 Rev 15

21 BACKING-UP THE ADL SYNCHRONIZED ADLS V-Log maintains and uses an exact replica of the ADL for its DRM processing. Therefore, all ADLs located on the web based application computer s ARM and ARR are already backed-up with V-Log. And, in addition to the normal DRM processing back-up, V-Log regularly backs-up the ADL once a week, and once a month. UPDATES When Updating the ADL, the Aircraft Records Manager copy s the document image for insertion into the ADL. Therefore, the original copy is still available for back-up purposes. Using the Update Folder as recommended in User Manual will ensure a back-up copy of the logbook entry and/or maintenance document is available from your computer to be retrieved anytime. SHARING THE ADL The ADL can be safely shared with anyone (after DRM processing) using one of the following methods: Using the Aircraft Records Reader by giving Username and Password authorization. Transferring the ADL, like any large data file, (USB, Drop Box, We Transfer, etc.) by first printing the ADL (pages, logbooks, or the entire ADL) to a pdf, then sending. Printing the ADL (pages, logbooks, or the entire ADL) in paper format. REPRODUCING PAPER RECORDS FROM THE ADL REF: FAR 43.9, FAR 43.11, AC120-78A Using the V-Log program to reprint paper logbook entries provides an FAA compliant pathway of replacing lost or damaged paper documents. Pg 18 Rev 15

22 APPENDIX A CREATING AN ELECTRONIC IMAGE FROM A HARD PAPER COPY USING A SMART PHONE There are many scanning apps available on the market today for Smart Phones. The following scenario is for a typical scanning application: Place the document to be scanned on a hard (preferably dark) surface that is larger than the document. Using the scanning app, take a picture of the document. Ensure that the scanning app converts the picture into a pdf. Repeat the process to scan as many documents as required for each logbook type (ex: Airframe, Engine(s), APU, Etc.). Named the scanned images and the images to your account. Once received via , save the documents into the appropriate subfolder in the Records Updates Folder located on C drive (see Establishing an Update Folder). USING AN OFFICE SCANNER OR MULTI-PURPOSE PRINTER/SCANNER Place the document to be scanned on the scanner platform. Scan the document as a pdf. Repeat the process to scan as many documents as required for each logbook type (ex: Airframe, Engine(s), APU, Etc.). Named the scanned images and save the images in the appropriate subfolder in the Records Updates Folder located on C drive (see Establishing an Update Folder). USING AN OUTSIDE SCANNING SERVICE There are many good outside scanning companies located in major cities through-out the U.S. and the world. These companies will usually pick-up and re-deliver the logbooks as part of their service. If you would like a list of scanning companies we have identified, please contact us requesting this information. Appendix B contains V-Log s Scanning Specification for use with these companies. Pg 19 Rev 15

23 UPDATE FOLDER / IMAGE DEPOSITORY ESTABLISHING AN UPDATE FOLDER Note: Updates to the ADL must be in image (pdf, tif, png, or jpeg) format. We recommend creating a sub-folder entitled Updates in the ADL Folder on your computer s C drive to save all images you intend to use to Update the ADL. In this folder create separate folders according to: Aircraft Registration Number Current Year Month of Update(s) Logbook type Save (original or web duplicate) images into the appropriate folder for use in updating the ADL (ref: Updating, Pg. 8 of the User Manual). Note: Updating the ADL does not remove the images from the Update folder. Images will remain in the Update Folder to function as a document/update archive. POSITIONING IMAGES FOR UPDATING THE ADL ON THE WEB When naming images for inclusion into Upload or Available Updates Folders on the web, name the images as follows: Registration Number / Logbook / Date of Entry Example: Pg 20 Rev 15

24 WITH THE AIRCRAFT RECORDS MANAGER Move files to be updated from the Update Folder on your computer s C drive to the Upload Folder on the web application computer by using a drag and drop process. To Drag and drop updates into the Web Application Computer upload folder. Open the Updates Folder located on your computer s C drive. Highlight and right click on the desired file and drag the file onto the on the web application computer. Updates will appear in the Uploads folder on the web computer. WITH THE AIRCRAFT RECORDS READER Move files to be updated from the Update Folder on your computer s C drive to the Upload Folder on the web application computer by using a drag and drop process. To Drag and drop updates into the Web Application Computer upload folder. Open the Updates Folder located on your computer s C drive. Highlight and right click on the desired file and drag the file onto the on the web application computer. Updates will appear in the Uploads folder on the web computer. Pg 21 Rev 15

25 NAMING / RENAMING ONE OR MORE DOCUMENTS IN THE ADL During an update of the ADL, the Aircraft Records Manager will name a new file according to the current date; number of pages and number of updates occurring in a 24 hour period. Example: Page number denotes Year Month Day Update pages, so that the update occurred as the first update during a 24 hour period on October 20, Year: 2017 Update page: #1 Day: 20 Month: October When using ARRANGE to relocate a file or document to a specific location in the ADL, it is important to know what file page numbers precede, and follow, the location in the ADL in which to relocate the document. If appropriate, rename the document to allow it to fit sequentially into the correct location in the logbook. Example 1: To fit a document into a new folder that does not a name change, select OK without renaming the highlighted name in the Move File window. Example 2: To fit a document between a document dated October 11, 2015 [named ] and the next entry which occurred on October 13, 2015 [named ]; name the new document a number in-between such as Example 3: To fit a document dated August 5, 2016 [named ] and another document also dated August 5, 2016 [named ]; name the document the same page number, but add an Alpha ending, such as A. The document with the A added will come immediately after the document named Pg 22 Rev 15

26 APPENDIX B V-Log File Scanning Specification Guide Output Specifications: 300 DPI (dots per inch) resolution Single or Multi-Page PDF files, or Single-Page TIFF, PNG or JPEG (No Multi- Pages) All pages oriented (rotated) for readability 10-character image file names using the file-naming convention described below: PDF, TIFF, PNG, and JPEG images to be numbered in sequence beginning with the year (first two characters), then month (3rd and 4th characters), then day scanned or received (5th and 6th characters), then number of pages scanned that day in sequential order (0001, 0002, 0003, etc.). Example: If the scanning took place on May 22, 2016 and involved 9 pages, the pages would be numbered: thru Folder Structure: Since V-Log will be creating a digital version of the client Logbook, the images should be placed within folders that closely match up with the folder structure of the paper Logbook being scanned. For example, if a client gives the scanning company a Logbook that is organized into sections, the scans should also be organized into sections. TIFF, PNG, JPEG files are for single page images. PDF files can include scanned images for an entire folder. Here is an example of what this might look like: Logbook N300KJ Example Folders and Numbering Airframe Records tif, tif, tif, etc. APU Records pdf (multi-page PDF ok) Propeller Records tif, tif, tif, etc. Engine #1 Records tif, tif, tif, etc. Engine #2 Records pdf (multi-page PDF ok) Once the records are scanned into folders, everything can be zipped (compressed) into a single file for upload to V-Log. Files can be sent via pcloud at: or an alternate method, to admin@vlog.aero. The file name of the upload should correspond to the aircraft tail number. Example: N300KJ.zip Pg 23 Rev 15