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By following this guide, you will upload, organize, and version-control safety documents to meet 14 CFR Part 5 Subpart F documentation requirements.
Who should read this: Safety managers and admins who upload and manage documents. All workspace members can view documents shared within their workspace.Prerequisites: Safety manager or admin role for uploading and managing documents. Viewer access is available to all roles.
In the Safety sidebar, click Documents. The library displays all safety documents with their title, type, status, upload date, and version information. Toggle between Grid and List views using the view switcher in the top-right corner.

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Upload a New Document

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Step 1: Open the upload form
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From the Documents page, create a new document.
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Step 2: Attach the file
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Drag and drop your file or use the file upload area. Supported types include PDF, Word documents, spreadsheets, images, and text files.
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Step 3: Enter a title
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Provide a clear, descriptive title that makes the document easy to find during audits.
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Step 4: Select the document type
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Choose the classification that best describes the document — Policy, Procedure, Manual, Form, or Checklist.
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Step 5: Add a description (optional)
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Explain the document’s purpose and contents to help others understand its relevance.
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Step 6: Upload
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Submit the document. It is created in Draft status.
Use consistent naming conventions. A title like “SMS Manual v3.2 — Flight Operations” is more findable than “manual_final_v2_REVISED.”

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Document Statuses

Documents move through an approval workflow:
StatusDescription
DraftUploaded but not yet reviewed or approved.
ReviewSubmitted for review by the safety manager or designated reviewer.
ApprovedReviewed and approved for distribution and use.
ArchivedSuperseded or no longer current; retained for audit trail.

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Manage Document Versions

When a document is updated (such as a revised Safety Policy Statement):
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Step 1: Open the document
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Navigate to the document in the library and open its detail page.
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Step 2: Upload a new version
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Upload the revised file. The system automatically increments the version number.
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Step 3: Describe what changed
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Add version notes explaining the revisions. This creates an audit trail for regulatory review. All prior versions remain accessible from the version history panel.
Required documents — such as the Safety Policy Statement, SMS Manual, and Emergency Response Plan — cannot be deleted. They can be archived and replaced with a new version, but the historical record is preserved per 14 CFR 5.97.

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Search and Filter Documents

Use the search field at the top of the Documents page to find documents by title or description. Narrow results further using:
  • Type filter — show only policies, procedures, manuals, forms, or checklists
  • Status filter — show only draft, review, approved, or archived documents
  • Sort options — sort by title, date uploaded, or last updated
Documents can be cross-referenced with other safety records for traceability:
  • Reports — attach supporting documentation to a safety report from the report detail page.
  • Investigations — reference relevant procedures or policies during an investigation.
  • Compliance elements — upload documents as evidence for Part 5 compliance requirements from the Compliance module.
  • CPAs — attach evidence of implementation to a corrective or preventive action.
To link a document, open the target record and use its attachment or evidence upload feature.

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Record Retention

Per 14 CFR 5.97, document retention requirements vary by type:
Record TypeRetention Period
SRM outputsAs long as the safety risk control remains relevant.
Safety assurance findings5 years.
Training records24 months after the employee leaves.
All SMS recordsAvailable to the Administrator upon request.
PlaneConnection enforces these retention periods automatically based on document classification.

Track Compliance

Uploading documents as compliance evidence for Part 5.

Run a Safety Committee Meeting

Storing meeting minutes as safety documents.

Set Up Your ERP

Managing ERP documents with version control and distribution tracking.

Create a CPA

Attaching evidence documents to corrective actions.
Last modified on April 11, 2026