ADVOKS GLOBAL · KENYA
The Civil Aviation (Aeronautical Radio Frequency Spectrum Utilization) Regulations, 2025
12. Record keeping and documentation
Edition: 2026-03-25 · In force
12. Record keeping and documentation
(1)A CNS provider shall—(a)hold copies of relevant equipment manuals, technical standards, practices, instructions, maintenance procedures, site logbooks, systems backup data, equipment and test gear inventory and any other documentation that are necessary for the provision and operation of the facility;(b)establish a procedure for the control of the documentation required under these Regulations;(c)keep records under the control of the relevant key personnel; and(d)control access to the records system to ensure appropriate security.(2)A CNS provider shall ensure that data and voice for air navigation service operational systems are recorded continuously and procedures established for the retention and utilization of these recordings for analysis.(3)A CNS provider shall maintain all documents and records which are necessary for the operation and maintenance of the service and make available copies of these documents to personnel where required.(4)The documents under subregulation (3) shall include—(a)a copy of these Regulations;(b)the CNS provider’s operations manual;(c)International Civil Aviation Organization Annex 10 Volumes I to V, International Civil Aviation Organization Doc 8071 - Manual on Testing of Radio Navigation Aids, and other relevant International Civil Aviation Organization documents;(d)records of malfunction and safety;(e)records of internal audit reports;(f)agreements with other organisations;(g)records of investigation into serious incidents;(h)records of staff deployment, duty and leave rosters;(i)records of equipment spares;(j)records of job description, training programme and plan of each staff member; and(k)all related air navigation service technical standards and technical guidance material developed by the Authority.(5)A document retained under this regulation shall be retained for at least three years if paper based and one hundred and eighty days if computer based.(6)The CNS provider shall establish a process for the authorization and amendment of the documents under this regulation to ensure that they are constantly updated and ensure that—(a)the currency of the documentation can be readily determined;(b)amendments to the documentation are controlled in accordance with established quality management principles;(c)only current versions of documents are available; and(d)the person authorising the creation and any revision is identified.(7)A CNS provider shall ensure that where documents are held as computer-based records and where paper copies of computer-based records are made, they are subjected to the same control as paper documents.(8)A CNS provider shall establish procedures to identify, collect, index, store, maintain, and dispose records covering—(a)the performance and maintenance history of each facility;(b)the establishment of the periodic test programmes for each facility;(c)each item of test equipment required for the measurement of critical performance parameters;(d)each reported or detected facility malfunction;(e)each internal quality assurance review; and(f)each person who is authorised to place facilities into operational service.