RRDS Lane Aviation Academy Records

Records Retention & Disposition Schedule

Lane Aviation Academy Records

Schedule Number: 166-450-2000-0021


Aircraft Maintenance Records
Schedule Number: 166-450-2000-0021(01)

Records document maintenance of aircraft in the flight training program. Records include but are not limited to three types of log books required by the FAA: 

Aircraft log book which contains tachometer time and total times 
Engine log book which contains engine time, time since overhauls, and tachometer time
Propeller log book which shows total propeller time, total time since overhaul, and tachometer time.

Retention: for life of aircraft
Dispostion: transfer to Records Center, destroy
Responsible Unit: Lane Aviation Academy


Aircraft Mechanical Records
Schedule Number: 166-450-2000-0021(02)

Records document the inspection, parts, and labor of each aircraft owned or leased by Lane Community College/Lane Aviation Academy Department. Records may include but are not limited to:

Aircraft work orders as required by the FAA
Maintenance activity reports 
Aircraft flight hour and maintenance schedule forms 
Related documentation.

Retention: for life of aircraft
Dispostion: transfer to Records Center, destroy
Responsible Unit: Lane Aviation Academy


Aircraft Usage Records
Schedule Number: 166-450-2000-0021(03)

Records document the daily use of an aircraft by faculty or students in the flight training program and are used to compute billing charges. Records, referred to as Tach Sheets, may include but are not limited to the name and social security number of person using the aircraft, the length of time the aircraft was in use, the name of instructor, name of observer, tachometer reading, Hobbs meter reading, scheduled maintenance event, starting point and destination, and related documentation. Tach Sheets may be accompanied by Dispatches which are records required by the FAA documenting which instructor dispatched the student, times of departure and arrival, destination, type of flight (dual, solo, or PIC), which aircraft, preflight planning check, route of flight, fuel stop(s), account balance, date, lesson number, and related documentation. 

Retention: 5 years
Dispostion: transfer to Records Center, destroy
Responsible Unit: Lane Aviation Academy

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Flight Training Course Outline Records 
Schedule Number: 166-450-2000-0021(04)

Records document the content of flight training courses completed by each student. Records may include but are not limited to the FAA approved Training Course Outlines, known as the TCO, for private, commercial, and helicopter pilots. Each training course consists of a varying number of stages. Each stage may include records which document the lesson plan, student progress, and the signature of the instructor that the lesson was completed within the guidelines. 

Retention: 5 years
Disposition: transfer to Records Center, destroy
Responsible Unit: Lane Aviation Academy

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Flight Training Student Records
Schedule Number: 166-450-2000-0021(04)

Records document the admission and academic progress of students enrolled in the flight training program. Records may include but are not limited to three types of files for each student: 

The flight folder which contains flight training records such as FAA test results; flight oriented quizzes; enrollment certificates; copy of medical, drivers, and private licenses The ground folder which contains quizzes, exams, and other records of classroom course work and assignments 
The business folder which contains correspondence, applications, receipts, and related documentation.

Retention: 5 years
Dispostion: transfer to Records Center, destroy
Responsible Unit: Lane Aviation Academy

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.

Pilot Logs
Schedule Number: 166-450-2000-0021(06)

Records document flights of student pilots. Records may include a log book which lists date, duration of flight, points of departure and arrival, aircraft model and number, instructor comments, and related information.

Retention: 75 years
Dispostion: transfer to Records Center, destroy
Responsible Unit: Lane Aviation Academy

NOTE: Confidentiality of Records

  • Information may be exempt from public disclosure per ORS 192.502 (2).
  • If the records contain confidential information, they must be destroyed by pulping, shredding, or incineration.
  • SEE: Access & Confidentiality for more details.