Compliance Digital Sign Made Easy

Compliance digital sign

welcome we're glad you're here for our webinar today before we get started just a couple of housekeeping notes this webinar is going to be recorded and will be sent out to participants within a couple of days it will include some additional reference material for you as well we also have with us today a from flight Doc's Julia molar as our moderator and if you have any technical difficulties or questions in regards to the webinar please feel free to contact our via email or phone at our conclusion we will have a few minutes for questions and answers to submit your questions you can just type them in the question chat feature and we'll be addressing them at the very end you can also use this feature for technical questions for Julia so let's get started my name is Lee Brewster and I serve as a director and customers like Docs my issue career has been quite eclectic however the focal point has always been in support of maintenance and the technicians in some form or fashion this is my first webinar and I'm excited to be here and sharing information ideas and conversations you'll have to bear with me a little bit because this is this is a little strange I'm used to being able to see my audience and interact in a more personal manner but no problem we're gonna get through this and please feel free to reach out to me after we're done if I can ever be of assistance my contact information will be at the end of the presentation today's webinar didn't I already do that reducing redundancy while remaining compliant with a signature so Oh out why we're here today and the purpose and scope of this webinar my intentions with my webinars is to make you think really want you to think outside of the box think outside of the traditional methods and to think efficiently find way is to increase safety quality and control while streamlining your tasks to do that I want to focus today on some of your compliance tools our traditional tools and the tools we have available the traditional tool we're all paper you know your manuals work orders test cards etc when it was time to document your work can return to service your options were very limited you wrote it down in a log book can you sign your name in blue ink it's not too bad except when it is were you entering data in on a major inspection did you actually take the time to learn penmanship when you were a kid can you read what was written when it's time to quality check the work well introduced computers were introduced and they helped a little you could at least now type out your entries in a Word document or spreadsheet and then you could fidget with the formatting until you got it just right so you could print it and then you could use it and I'm sure that all the time you spent in school in your typing class and word processing classes came back and you have no problem typing error-free and formatting a document into exact specifications in minutes okay pretty sure that's not true but if you are one of those people kudos to you so whether by hand computer or both of these methods methods they still require you to enter data into inefficient processes that are redundant you have to enter the data over and over again to get the end result in formats that are required to be printed copied signed scanned uploaded filed etc etc etc now think about some of the options you have today for today's tools digital electronic efficient and compliant are you utilizing today's technology to take the redundancy out of your work are you leveraging the tools available to reduce introducing errors into your systems as well as a thorough error correction process are you optimizing your operations with systems that allow you to streamline your processes in a way that increased safety quality and value so just a quick note on introducing errors into the system I saw this as I was looking up some information and it really jumped out at me granted the studies are old however many of us are using methods that are not quite that diff from the FBI in 1986 think about what is considered an acceptable tolerance for safety in your world now think about this the FBI's National Crime Information Center was found to have only twenty five point seven percent of its records complete accurate and unambiguous the first thing that popped into mind was well if there are 25 there are only twenty five point seven percent correct then that means that there's seventy four point three percent of the records that are wrong and these errors I'm guessing resulted in people getting arrested being denied employment and anything else a federal background check might be used for it's not baseball where failure 70 percent of them at the time can get you into the Hall of Fame so let's just talk real quickly about quickly about the types of errors typically I'm going to be referring to computer based or typing errors but it's the same with handwritten data I had a customer tell me you know Lee pilots can't add a mechanics can't spell I don't know the validity of this statement however I know how many times I have to go back and correct my spelling and math and I'm not in a position where that is critical information that can determine air worthiness and decrease the value of my aircraft fortunately we have spellcheck today however traditional spellcheck doesn't like many of the technical terms used in aviation so you can't rely on that and sometimes a simple letter change can change the whole word those are the transcription errors typos repetition deletion or forgetting words and of course there are the transposition errors what happens when you get your numbers mixed up did you over fly did you schedule maintenance earlier than prudent did you miss a critical inspection errors happen they are always going to happen but what do you do in your processes to mitigate the introduction of errors as much as possible that should be your goal two of the most straightforward ways to reduce error introduction is to reduced data redundancy and to incorporate operational automation are you already you doing the in your operations is it something you've incorporated I can imagine anyone who looks at the work that they do wonders why they have to fill out the same paperwork multiple times why do you have to re-enter the same data different times in multiple places over and over again every time you re-enter data in a new place you introduce the opportunity for error you've probably incorporated templates into your work which reduce the amount of typing which at the same time reduces the amount of opportunities however when you type the same thing over and over you now have to remember everywhere where you entered that data and in the case you introduce an error you have to find each entry and verify the accuracy what if you miss one what if you messed up in a different way on each entry sure you can use copy and paste but that doesn't always work depending on the software you're using and one if you copy and paste the error over and over leverage technology use systems and services that reduce data entry redundancy that streamline your operations and that allow you to enter the data in one place and disseminate across multiple usages this singular location allows the effective implementation of a signature while allowing for simplification of quality checks error correction all while securing the historical record and do we even really need to go over the amount of time this will save you and everyone involved along with ensuring compliance so let's get to our specific topic and that's simplification reducing redundancy with an efficient and effective ecig mature tool why would you want one how would you use it and is it even effective so let's sink why use an e-signature the easiest answer is because you can why not the faa Yassa Transport Canada along with the host of other regulatory authorities allow it and they've issued documentation on how to implement it and utilize it in your operations so something to think about and we go signature ease-of-use does not mean ease of abuse the regulatory bodies along with the service providers have worked to come up with systems and processes that are not only effective in the authentication of the user but also streamlined the workflow we all know the saying time is money but I believe in this case you are saving your sanity as well you didn't get into aviation to be inundated with endless paperwork filling out the same forms over and over you know there has to be a better way and there is so about the e-signature process processes preserving the paper trail in a digital world in order to implement each signature and be compliant there has to be a trail a historical record of what was done and in what manner every time something is signed off the record has to stand in that same state errors and all you have to have a paper trail with a signature you have the historical data and the paper trail however this time you don't actually have to redo every piece of paper to correct a simple error or in some cases a major error depending on your provider you should be able to error correct an entry within 10 minutes or less saving time money headache and reducing the chances of introducing new errors through redundant work so you're thinking of using and implementing key signature how do you do it the best way is to find a partner who has the technology and has already developed the tools ensuring that the tools not only meet the regulatory requirements but are also in step with the latest technological advances in standards for you signature deployment we can get into all the nuts and bolts of the technical requirements however not an IT expert here and don't watch all I'm not gonna pretend to be and don't want y'all asking me questions that I certainly am NOT going to be able to answer we do however have some literature that we're going to be sending out with the recording of this webinar that can help you understand the technology required along with what you need to look for when determining your part think about the utilization of the e-signature utilizing it for your logbook entries checklists work orders anything in your operations where it is important to know who did the work and is confirming it was done correctly it doesn't just have to be for regulatory compliance use it for your internal compliance for program compliance such as your SMS program maybe as veo Argos think about where you could implement this tool to streamline your operations and effectively document your work control your workflow I don't think I need to say too much about this slide what is the most efficient way to create correct store and retrieve your records think about it how many pounds of paper or file cabinets do you have for each of your aircraft how many pounds of paper do you have for your operations every time something has to be corrected how many more pounds of paperwork do you have to do do you think you could say each piece of paper is two to five minutes of work at a minimum I think that would be pretty safe to say and that's on a good day so let's think about a signature and its efficacy thinking about creating an entry once and when you create this entry once this entry automatically populates all the other documentation that is required for compliance and then this entry is being able to sign the utilize the e signature on your iPad or computer and then that entry is automatically embedded to the system for instance for instant quality check yay all good done great oh no nevermind QC tag this entry and they found an error now think about this entry reworked and instantly either by the quality control tagging it and sending it back to the original sign E or maybe they are the capacity to fix it and rework it reworked almost instantly within minutes and then now it's available for re submissions for a recent ature now that re worked entry is resubmitted and error corrected original entry is automatically safe for historical purposes because you have to have that and now this process could literally take less than five minutes or at least five minutes of computer time you still have to go track down your tech and get all the stuff taken care of however but at least five minutes on your computer or iPad so how long does your current process take and does it take longer if it's returned to service because e-signature can be part of your return to service processes now just some questions in regards to the regulation just in case you want to enjoy some light reading we are focusing on the FAA but if you have questions about other regulatory bodies send me an email and I'll send you some additional info on those particular regular regulations so the next four slides include an overview of AC 120 seven eight eight chapter 2 and chapter 2 because chapter 2 specifically covers signatures the reference materials will be sending out with the recap of the webinar will include notes on how on how compliance with AC can be accomplished it'll also have a link so you can go back like I said some light reading this is actually one of the shorter ones not too bad so here's the definition the FAA uses for an electronic signature which is the definition used across all federal agencies it's defined as it's defined an electronic signature as an electronic sound symbol or process attached to or logically associated with a contract or other record and executed or adopted by a person with the intent to sign the record so essentially it's an alternate means of compliance in regards to the signature no more blue inked I guess unless you want to do it in blue I'm not sure we'll see so here we outline the purpose of the e signature and it validates its usage in accordance with the AC this purpose statement reiterates the fact that this is accepted and I would say encouraged the electronic signatures purpose is identical to that of a handwritten signature or any other form of signature currently accepted or approved by the FAA therefore electronic signatures must possess those qualities and attributes that guarantee a had handwritten signatures authenticity so when we talk about the authenticity its and the types of the e-signature applications the FAA has identified your accepted method could be a digitized image of a handwritten signature attached to an electronic record that would mean signing a sheet of paper scanning it into a digital format mat that you could then use you can elect use an electronic code such as a password or a PIN number used by a person to sign the electronic record or if you're super super fancy you can start using a unique biometrics paste identifier such as a fingerprint I guess if you have a retina scan voice one of those that'd be pretty cool if you'll have one of those let me know because that's pretty cool stuff and of course the criteria the criteria is probably the most important when you're looking at your service providers the person must use an acceptable acceptable electronic form of signature the signature must be unique to the signatory there must be a means to identify identify and authenticate designer the electronic form of signature must be executed or adopted by a person with the intent to sign the electronic record the electronic form of signature must be attached to or associated with the electronic record being signed the signature must be permanent and the information to which it is attached must be unalterable without a new signature there must be a means to preserve the integrity of the signed record a valid electronic signature must prevent the signatory from denying that he or she affixed a signature to a specific record document or body of data so it's just taking your signature your handwritten blue ink signature and figuring out ways that you can now implement it and hopefully a paperless electronic world so in conclusion of today's webinar and I do like to keep my webinars short conference calls anything along those lines we appreciate you spending your time with us so we just want say thank you but what I want to do in conclusion is to remind you to think outside of the box just because you do something the way it's always been done does not mean it's the way it always has to be even the FAA is giving you tools to make it to do something in a new way utilize the tools that are available expect your service providers to provide comprehensive and compliant solutions look for them they're out there utilize them optimize your operations don't let data redundancy control your operations streamline them focus on the tasks that require your full attention focus on the safety of the aircraft and the sanity of yourself and your peers don't be afraid to leverage it the services your partners provide and the solutions the FAA has identified so I just want to say quickly again thank you for all of you who took your time out of your day to attend my first little webinar and this first one we are going to have a little bit of time for questions and answers and feel free to leave if you need to be they will be sending out a recording of this webinar as we go forward let's see do we have any questions see we have a couple of questions and here's one will the FAA have to approve the e-signature in my operations well the answer is yes and no it depends on what your operations are if you're 135 121 or 125 operator well you will need to get your approvals from the FAA part 91 does not require approval however it's probably prudent to conform and make sure you meet all the requirements in case it comes up and also to work with your inspector just to make sure everybody's on the same page your service providers should be able to provide you with any information that the thisto requires if it is required for approval so question number two let's see here how do you know it's secure well let's see I can't really speak on other providers but flight Doc's utilizes individual logins for each person using the system and in order to apply the e-signature the user must also enter their personal identification number there's also an option for multi-factor authentication for flight dock users for login purposes that would probably be especially beneficial for anyone who utilizes the e-signature application let's see okay here we go question number three does this East signature just disappear when you fix something well I guess in theory it could however that would mean that your processes were not in line with the regulatory requirements they see and other regulatory guidance requires that an unalterable historical record be kept of all the sign-offs so when you sign something utilizing the East signature you go back to a standalone record that would still include that original East signature on there that if you needed to print out or duplicate you could so it would be locked in there so assist any system you used is required to lock that historical data so the signature does not disappear once you've read open the entry the entry should the entry won't the new entry that your error correcting won't have a signature on there because you will we have to reapply a new signature to a new entry see well every one it looked like we only had three questions so thank you thank you for your questions and for your time after the webinar there will be a short three question survey and we'd love to get your feedback on just the short webinar as well as any ideas on topics for the future and if there's any way myself or any of the flight Doc's team can be assistance please feel free to reach out you see my name my phone number as well as my email address and of course you can go to flight docks calm and anyone in our customer service department will be ready to help you so once again thank you very much appreciate it and have a wonderful day