Records Management

We provide our clients with turn-key, reliable, cutting edge, electronic record-keeping and management.

CAVOK’s records management services include: auditing records for completeness and accuracy, initiating discrepancy resolution processes when required, recording compliance in the customer’s M&E IT system, archiving and long-term storage of hard-copy records via the client’s preferred document storage vendor. These services are provided by analysts and specialists highly trained and experienced in aviation to ensure that clients comply with regulatory authorities’ airworthiness requirements.

CAVOK uses AirVault, a proprietary electronic record-keeping tool designed exclusively for aircraft and engine records which offers optical character recognition capabilities, storage and indexing, rapid searching, and a secure online environment.  Once configured, the system is easily accessible by any client authorized user from anywhere with an internet connection.



  • Aircraft records
  • Aircraft maintenance records
  • AirVault
  • Airworthiness compliance
  • Archiving records
  • Electronic record-keeping
  • Engineering order compliance
  • FAR 121.380
  • Records auditing
  • Records research

The Situation

The client is a North American cargo carrier that was seeking outsourced turnkey services for managing its records.

The client wanted to use its own COTS software tools (including AMOS and AirVault) and adhere to its approved procedures and policies.



CAVOK dedicates expert staffers to receive and process the client’s documentation.

Defined procedures and KPIs to monitor progress and standards, fulfilling the client’s expectations

Adopted the client’s systems and tools responsibilities covering the full spectrum of airline records

Represent the client during regulatory audits and aircraft transition cycles

Keep staffers current on tools and procedural updates through training and assign them by expertise.



The client is fully satisfying its configuration management and technical records functions without any in-house staffing.

Accurate information for decision-making is available in almost real-time.

Implementation of the authorized electronic record-keeping system is complete.

Regulatory and internal quarterly QA audits are highly successful, with only minor or no findings.


Bottom Line

CAVOK has been successfully managing these functions at an operational level for this client for over 6 Years

6 Years

Records Management Insights

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