From in-house staff struggling to manipulate scientifically formatted documents to being overwhelmed with managing documents during peak update periods - airlines have a dilemma in ensuring the standard of their documents are maintained at all times to meet various regulations, such as EU-OPS or Federal Aviation Regulations ('FARs').
However, for in-house staff using in-house solutions to handle their documentation, there can be a number of issues that can halt processes, including:
- Document manipulation - Issues can crop up when changes are required to operational documents, especially where complex structured data is involved.
- Publishing - Airline staff are not necessarily publishing experts, which is why many in-house processes still continue to use paper documents, Microsoft WORD or PDF manipulation.
- Distribution - Documents not only need to be delivered to the right people at the right time, but the information needs to be correct and understood, which, from a compliance perspective is essential.
- IT infrastructure - The cost and complications of setting up a department to support a seemingly never-ending library of current and archived documents, all the technology, hosting and IT that goes with it.
However, the dilemma doesn’t stop here.
For DFOs and even publishing managers, it means in order to ensure the upkeep of their airline’s documents, there needs to be a significant investment on training and/or hiring specialist staff and expensive infrastructure or software - all this on top of other requirements that a DFO and other senior operational post holders have, including:
- Keeping the fleet flying safely in the air
- Getting the right information to the right people at the right time
- Complying with mandated oversight requirements that involve making sure there is proof that the right information went to the right people at the right time
- Maintaining efficiency that is cost-effective
With so many different requirements to uphold, this all ends up leading to a potentially chaotic (and costly) environment which can affect the efficiency and safety of the organisation and could result in non-compliance if document deadlines are missed or if audits are failed. But with the need for document management being an absolute necessity, it’s a burden that airlines must bear. Or is it?
There is actually another way airlines that can ease stress.
The Alternative - Using An Expert
The use of airline document management experts will help you overcome many of the airline’s documentation issues. It will enable you to effectively manage your documents while supporting operational efficiency in a much more responsive way.
The right experts should be focused on being user-centric, ensuring that there is no technical publishing expertise required by the subject matter experts ('SMEs'). They should find it easy to engage in order to create focused amendment instructions. Equally the system should be able to track and log every single version and when requests are made, so requests and changes are completely auditable.
An expert document management system should be able to use the power of structured XML, delivering the full benefits through metadata, audience filtering, library wide instant search, publication to all known viewing platforms, and insertion of personalisation for an airline.
Additionally, there should be:
- No special IT requirement other than the standard web browser
- No hosting
- No special manufacturer's software to train for
- No third party document editing software to consider
- No specialist technical staff to fund or cover
Instead, there will be experts that can work alongside your team in order to support your deliverables.
As an example, DocuNet managed full-service provides a complete flight operations manuals management and delivery. As it stands, DocuNet is the only one currently available that completely removes the problem for in-house staff dealing with the challenges surrounding XML document management and manipulation.
In essence, DocuNet is able to manage all technical issues encountered in handling the update, review and publication of the flight operations and OEM manuals.
When working with document management experts who specialise in complex flight operations manuals and other structured documentation, airlines can forget the issues associated with updating manuals and carry on with running their operation smoothly.
Join With One Who Suits Your Strengths
With an expert at the helm, airlines can be worry-free about their document management and simply continue running their operations in a compliant, efficient and most importantly, safe way. After all, a safe airline is a profitable one - so it’s worth finding the help.
All of the 30+ airlines across the world who have used our supported document management solution DocuNet, have benefited from improved compliance, significant cost savings (up to 140% ROI) and a noticeable step change in efficiency.
Once airlines make the decision to work with a company whose job is to manage aviation documents day in, day out, document management becomes much simpler. Joining with an expert who not only understands your core strengths, but also your challenges and who can deliver against those successfully is well worth the investment.
If your airline experiences challenges in publishing, library management, structured data manipulation, archiving document management and timely distribution - then find out how using a supported document management service can benefit your airline in our free insight.