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Regulatory Compliance

Compliance with the Federal Aviation Regulations is critical to a safe flight operation. myFLIGHTDATA™ supplements aircraft operations as a time savings tool by automating flight department records required by 14 CFR Parts 91 and 135. As important as they are, this is a time consuming task, and is often neglected in the industry.

For the average operator, myFLIGHTDATA™ saves 2-3 hours of paperwork per week, more than offsetting the costs. And the more more you fly the more time and money you save!



The information below is a summary of the most common Federal Aviation Regulations related to using the myFLIGHTDATA system. It is provided to save you time and research, however, it is not maintained for currency beyond website updates. For the most current and more detailed information use the following resources:

FAA Inspectors Handbook, FAA Order 8900.1 Flight Standards Information Management System (FSIMS)

eCFRS - A complete listing of the most current Federal Aviation Regulations


Part 91K and 135 Operational Control Requirements

Many operators assume that simply filing a flight plan complies with flight following and the requirements of Operations Specifications (OPSPEC) A008. While it is accepted at many FSDO's, important components of the requirement are often overlooked. For example diverted and over due flight plans do not notify the company of the flight's status.

FAA Notice 8900.4 (c) "Prior to initiation of a flight or series of flights the part 135 operator must know the identity of each crewmember and must affirmatively determine that the crewmember is qualified to function as a required crewmember on the flight. Absent such knowledge and determination, the part 135 operator must not assign a crewmember to a flight or series of flights. (d) Ensure that all of its crewmembers are in compliance with all applicable flight, duty, and rest requirements before assigning the crewmembers to a flight. (e) Designate a PIC for each flight before the flight commences"; and

"Maintaining operational control of flights (§ 135.77) and providing flight locating functions (§ 135.79) are two separate but distinct responsibilities of each part 135 operator."

Often the operation relies on history reports such as aircraft maintenance status, flight and duty time reports, and similar forms to be manually filled out by the the pilots or other staff. If completed properly, this requires that the pilot and aircraft is checked for legality before each assignment.

Using the myFLIGHTDATA™ system reduces the margin for error when maintaining flight department records, and FAA required forms and reports. NBAA and NATA writes: "tier 1 management personnel assign flight crews to a flight, or series of flights, and are expected to determine, at the beginning of the duty assignment, whether the crewmembers are qualified and the aircraft is in an airworthy condition to perform the Part 135 service." For more information NATA/NBAA Frequently Asked Questions (FAQs) Policy Guidance issued 02/11/08.


Essential elements of operational control
  1. Ensuring that only crewmembers trained and qualified in accordance with the applicable regulations are assigned to conduct a flight;
  2. Ensuring that crewmembers are in compliance with flight and duty time limitations and rest requirements prior to departing on a flight;
  3. Designating a PIC and where applicable an second in command (SIC) for each flight;
  4. Providing the PIC and other personnel who perform operational control functions; with access to the necessary information for the safe conduct of the flight (such as weather, NOTAMs, and airport analysis);
  5. Specifying the conditions under which a flight may be dispatched or released (weather minimums, flight planning, airworthiness of aircraft, aircraft loading, and fuel requirements);
  6. Ensuring that each flight has complied with the authorization specified for release before it is allowed to depart;
  7. Ensuring that when the authorization specified for a flight’s release cannot be met, the flight is either cancelled, delayed, rerouted, or diverted; and
  8. Monitoring the progress of each flight and initiating timely actions when the flight cannot be completed as planned, including diverting or terminating a flight.

For additional guidance on operational control requirements see:

FAA Guidance on Operational Control for Air Carriers

Guidance for Operations Specifications A002 and A008: Operational Control

14 CFR Part 135 Flight and Duty Time Regulations (see the eCFR for most current version)

14 CFR Part 135 Flight Locating Systems and Operating Rules


Pilot Designation Requirements

Assign your flight crews automatically, and in accordance with 14 CFR Part 135 requirements. When a flight plan is filed the Chief Pilot (or designated flight follower) will receive a text message and/or an email. By replying to the message with the pilot number (1, 2, 3) the system checks the pilot’s flight and duty time and qualifications. If OK that pilot is designated PIC for the trip in the system. The flight information automatically populates the operator flight history, pilots logbook, flight and duty time reports, and the aircraft maintenance status records.

14 CFR Part 135.109 Pilot in command or second in command: Designation required.

(a) Each certificate holder shall designate a—

(1) Pilot in command for each flight; and

(2) Second in command for each flight requiring two pilots.

(b) The pilot in command, as designated by the certificate holder, shall remain the pilot in command at all times during that flight.


Flight Locating Requirements

As specified above in the Operational Control section, operating the myFLIGHTDATA system more than fulfills the flight locating requirements. See below for additional information.

14 CFR Part 135.79 Flight locating requirements.

(a) Each certificate holder must have procedures established for locating each flight, for which an FAA flight plan is not filed, that—

(1) Provide the certificate holder with at least the information required to be included in a VFR flight plan;

(2) Provide for timely notification of an FAA facility or search and rescue facility, if an aircraft is overdue or missing; and

(3) Provide the certificate holder with the location, date, and estimated time for reestablishing communications, if the flight will operate in an area where communications cannot be maintained.

(b) Flight locating information shall be retained at the certificate holder's principal place of business, or at other places designated by the certificate holder in the flight locating procedures, until the completion of the flight.

(c) Each certificate holder shall furnish the representative of the Administrator assigned to it with a copy of its flight locating procedures and any changes or additions, unless those procedures are included in a manual required under this part.


Pilot Records

Flight Crewmember functions:

  • Pilot Logbooks
  • Track training requirements and currency
  • Complete the required employment history reports
  • Send alerts before items come due
  • Maintain flight and duty time reports
  • Store experience reports

14 CFR Part 135 requirement:

(4) An individual record of each pilot used in operations under this part, including the following information:

(i) The full name of the pilot.

(ii) The pilot certificate (by type and number) and ratings that the pilot holds.

(iii) The pilot's aeronautical experience in sufficient detail to determine the pilot's qualifications to pilot aircraft in operations under this part.

(iv) The pilot's current duties and the date of the pilot's assignment to those duties.

(v) The effective date and class of the medical certificate that the pilot holds.

(vi) The date and result of each of the initial and recurrent competency tests and proficiency and route checks required by this part and the type of aircraft flown during that test or check.

(vii) The pilot's flight time in sufficient detail to determine compliance with the flight time limitations of this part.

(viii) The pilot's check pilot authorization, if any.

(ix) Any action taken concerning the pilot's release from employment for physical or professional disqualification.

(x) The date of the completion of the initial phase and each recurrent phase of the training required by this part;


Aircraft Records

The Director of Maintenance can store necessary inspections in order to keep required staff and pilot aware of the eminence status of the aircraft. Additionally, upon IFR flight plan filing, the system checks the status and if any item will come due before the flight can be completed an alert is immediately sent to the pilot and maintenance director or any others desired.

Additional information:

Ref 135.21 Manual Requirements: Procedures for ensuring that the pilot in command knows that required airworthiness inspections have been made and that the aircraft has been approved for return to service in compliance with applicable maintenance requirements

Ref 135.63 Record keeping Requirements: A current list of the aircraft used or available for use in operations under this part and the operations for which each is equipped;


Using the System

Ensure that only crewmembers trained and qualified in accordance with the applicable regulations are assigned to conduct a flight. After flight plan filing, the Chief Pilot (or person authorized operational control) assigns the pilot by replying to the received alert. The assignment sends the flight plan information with the aircraft and pilot assigned to the system and checks both are legal.
Ensure that crewmembers are in compliance with flight and duty time limitations and rest requirements prior to departing on a flight. This is also completed in the same manor as above.
Designating a PIC and where applicable an second in command (SIC) for each flight Completed when the Chief Pilot assigns the PIC to the filed flight.
Monitoring the progress of each flight and initiating timely actions when the flight cannot be completed as planned, including diverting or terminating a flight.

Using near live online maps.

Receiving alerts for the flight; take off, divert, landing, and overdue.

Verify that the planned flight is appropriate for the mission. Completed by maintaining the Aircraft Maintenance Status section. Typically the Director of Maintenance maintains the status by inputting items due. Reminders are sent to the DM for scheduling maintenance, and if an item becomes over due a flight can not be assigned with that aircraft without an override.
Maintain the flight records for the aircraft. Flight history can be manually entered, imported, or the pilot(s) can log flight history directly from auto log message sent after the flight.
Maintain compliance with rest and duty limitations. Checks are completed automatically at assignment of the PIC, and reports are available online 24 hours.
Maintain compliance with flight time limits. Checks are completed automatically at assignment of the PIC, and reports are available online 24 hours.
Flight Locating requirements of 135.79 Monitor while traveling or online with maps.



FAA Approvals

Specific FAA approval for using the system is not required for most Part 135 operators. However, each operator is different and it is recommended that you at least notify your Principle Operations Inspector at the Certificate Holding District Office (CHDO) for a revision to your OPSPECS if necessary. If you need a letter send us an email (from the contact us page) and we will return a sample letter in Word for you to use. After signing up for an account. You should also submit the forms as a revision before you can use them as stand alone. Some operators have also made revisions to their manuals incorporating the use and procedures for using system. You can download sample information to customize and use below. We suggest that you run your existing system until you get used to operating the system and storing your records.

For those issued OpSpec A037, A038, A039 or A040 (Single Pilot Operations) that have a full deviation from the manual requirement, abbreviated procedures may be entered into OpSpec A008. You must write a letter requesting your OPSPECS update.

Revising Your General Operations Manual

If you are planning a revision to your General Operations Manual (GOM), we can send you sample information to get the flight and duty time reporting, flight locating, maintenance, and record keeping approval by the FAA.


To get your forms approved, you can simply log into your account, print blanks, and mail samples to the FAA along with a letter of request. Be sure to upload your logo or other custom information (revision number) before you them in. Print out sample copies and submit them to your Certificate Holding District Office as necessary for each of your manuals as well.



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