> ## Documentation Index
> Fetch the complete documentation index at: https://docs.planeconnection.com/llms.txt
> Use this file to discover all available pages before exploring further.
# How to Manage Safety Documents
> Upload, organize, version-control, and approve safety documents to meet 14 CFR Part 5 Subpart F documentation requirements.
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.
## Navigate to the Document Library
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.
## Upload a New Document
### Step 1: Open the upload form
From the Documents page, create a new document.
### Step 2: Attach the file
Drag and drop your file or use the file upload area. Supported types include PDF, Word documents, spreadsheets, images, and text files.
### Step 3: Enter a title
Provide a clear, descriptive title that makes the document easy to find during audits.
### Step 4: Select the document type
Choose the classification that best describes the document -- Policy, Procedure, Manual, Form, or Checklist.
### Step 5: Add a description (optional)
Explain the document's purpose and contents to help others understand its relevance.
### Step 6: Upload
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."
## Document Statuses
Documents move through an approval workflow:
| Status | Description |
| -------- | ------------------------------------------------------------------ |
| Draft | Uploaded but not yet reviewed or approved. |
| Review | Submitted for review by the safety manager or designated reviewer. |
| Approved | Reviewed and approved for distribution and use. |
| Archived | Superseded or no longer current; retained for audit trail. |
## Manage Document Versions
When a document is updated (such as a revised Safety Policy Statement):
### Step 1: Open the document
Navigate to the document in the library and open its detail page.
### Step 2: Upload a new version
Upload the revised file. The system automatically increments the version number.
### Step 3: Describe what changed
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.
## 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
## Link Documents to Other Records
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.
## Record Retention
Per 14 CFR 5.97, document retention requirements vary by type:
| Record Type | Retention Period |
| ------------------------- | ---------------------------------------------------- |
| SRM outputs | As long as the safety risk control remains relevant. |
| Safety assurance findings | 5 years. |
| Training records | 24 months after the employee leaves. |
| All SMS records | Available to the Administrator upon request. |
PlaneConnection enforces these retention periods automatically based
on document classification.
## Related
Uploading documents as compliance evidence for Part 5.
Storing meeting minutes as safety documents.
Managing ERP documents with version control and distribution tracking.
Attaching evidence documents to corrective actions.