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Safety document management is a core requirement of 14 CFR Part 5 Subpart F. PlaneConnection provides a centralized document repository for your SMS policies, procedures, manuals, and supporting materials.

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Prerequisites

  • You must have the safety_manager or admin role to upload and manage documents.
  • All roles can view documents shared within their workspace.

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Steps

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In the Safety module sidebar, click Documents. The documents library displays all uploaded safety documents with their title, category, upload date, and version information.
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Upload a new document
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Click Upload (or navigate to Documents > Upload) to add a new document:
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  • Click the file upload area or drag and drop your file.
  • Enter a title for the document.
  • Select a category to organize the document (e.g., Safety Policy, Procedures, Training Materials, Audit Reports, Manuals, Emergency Response).
  • Add an optional description explaining the document’s purpose and contents.
  • Click Upload to save.
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    Supported file types include PDF, Word documents, spreadsheets, images, and text files.
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    Use clear, descriptive titles and consistent categorization. This makes documents easier to find during audits and when linking to reports or investigations.
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    View document details
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    Click on any document in the library to open its detail page. Here you can:
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  • View or download the document
  • See the upload history and version information
  • Review which reports, investigations, or compliance elements reference this document
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    Manage document versions
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    When a document is updated (such as a revised Safety Policy Statement):
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  • Open the existing document’s detail page.
  • Upload the new version of the file.
  • The system maintains a version history, preserving access to previous versions.
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    Version control is important for regulatory compliance. The FAA may ask to see historical versions of your SMS documents during audits. PlaneConnection preserves all versions automatically.
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    Documents can be linked to safety records for cross-referencing:
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  • Reports: Attach supporting documentation to a safety report.
  • Investigations: Reference relevant procedures or policies during investigation.
  • Compliance elements: Upload documents as evidence for Part 5 compliance requirements.
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    To link a document, open the target record (report, investigation, or compliance element) and use the attachment or evidence upload feature.
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    Search and filter documents
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    Use the search field at the top of the documents library to find documents by title, description, or category. Filter by category using the category dropdown to narrow results.

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    Document categories

    Organize your documents using these recommended categories:
    CategoryExamples
    Safety PolicySafety policy statement, code of ethics, non-punitive reporting policy
    ProceduresSRM procedures, hazard reporting procedures, investigation protocols
    ManualsSMS Manual, operations manual, maintenance manual
    TrainingTraining materials, course outlines, competency frameworks
    Audit ReportsInternal audit reports, corrective action records
    Emergency ResponseEmergency response plan, notification procedures
    RegulatoryFAA correspondence, advisory circulars, compliance documentation
    Meeting RecordsSafety committee minutes, management review notes

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    Record retention

    Per 14 CFR 5.97, document retention requirements are:
    • SRM outputs: Retained as long as the safety risk control remains relevant
    • Safety assurance findings: 5 years
    • Training records: 24 months after the employee leaves the organization
    PlaneConnection enforces these retention periods automatically based on document category.