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MODULE 7.20

MAINTENANCE PROCEDURE

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SECTION 7.20c

STORES PROCEDURES

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Stores Organisation
References .
The aim of legislation and laid down requirements is to achieve maximum safety in the
operation of aircraft. To this end not only are aircraft parts designed, manufactured and
tested to meet strict requirements but they also have to be controlled and protected throughout
their lives to ensure they do not fall below the high standards required of all aircraft parts.
Almost without exception it can be said that the parts with which an AME is involved will be
Controlled Items, that is, they have to be produced by Approved Organisations and certified
as Approved parts or components. (BCAR ~ states that parts and equipment the installation
or failure of which would not adversely affect the airworthiness and the safe operation of an
aircraft are not required to be approved and are classified as Uncontrolled Items. An example
would be cabin service equipment. Nevertheless, the organisation designing the aircraft has
to certify to the CAA that it is satisfied that no uncontrolled item installed in the aircraft will
constitute a danger to the aircraft).
Aircraft parts and components, following receipt from the supplier, will have to be stored
under acceptable conditions until they are installed in an aircraft.
Let us consider the procedures which will be followed as from the receipt of the parts at the
operating company.
In a well organised company there will be a Goods Inwards or Goods Receipt Section to
which the part will come. This section must be separate from the store in which the parts will
eventually be placed for storage.
It may be as well at this stage to state the two types of Stores which must exist in an
organisation. They are :1.

The Quarantine Store where all newly received parts must be placed until it is
confirmed that the parts are approved items and undamaged. (The Goods Inwards
/Receipt Section will be part of the Quarantine Store). Unserviceable items awaiting
disposal - to be sent out for overhaul/repair or scrap -may also be held in the
Quarantine Store, the aim being to quarantine them i.e. prevent any possibility of
them being mixed up with serviceable items with the risk that they could be put into
use.

The Bonded Store which should contain only those materials and parts intended for
aeronautical purposes which conform to all requirements i.e. they are approved and
serviceable.
So to the Goods Receipt procedure. First of all it should be appreciated that in most
cases, parts will have been ordered from an Approved supplier on a Purchase Order
which will have an individual reference number. Parts/components which have been
sent out for overhaul or repair will also be covered by a Purchase Order raised on the
overhaul/repair company.

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On receipt of a package in the Goods Receipt Section, it should be examined for damage.
Should the package show signs of damage e.g. a crushed corner, it should be noted and
efforts made to keep the evidence If the package is known to contain delicate parts e.g. an
aircraft instrument, consideration should be given to returning the package unopened if it is
thought possible that the contents may be affected in any way. Few operating companies will
have the facilities to prove the serviceability of such items and, therefore, doubt would exist.
Assuming the packaging is sound, it should be opened and the items removed and inspected
for damage. Inside the package there should be a packing note and an Approved Certificate.
Check the items to the packing note and the Approved certificate ensuring that all is in order.
Check that what has been received conforms with the Purchase Order e.g. the correct part
numbers supplied, that if an overhaul was ordered, an overhaul has been carried out and not
just a repair, that if a specific test or calibration was requested, it has been done and the
necessary certification is as required.
Should any of the necessary paperwork be missing, the package and items should be held in
quarantine until it arrives they cannot be used without the correct certification.
The cleared consignment should now be booked into a Goods Received record giving the
sequence in which it was received, the Approved Certificate number, date of receipt, name of
supplier, description, any shelf life limitations and the signature of the authorised person
responsible for receipt of the goods.

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Stores: Systems, Release of Parts.
Reference

JAR-21
JAR-145
AWN 37

Joint Airworthiness Requirements 21 (JAR-21), in addition to stating the requirements for the
manufacture and certification of aircraft type, outlines the requirements for the classification
and conditioning of aircraft components and parts.
The most important document, as. far as the engineer is concerned, is the JAA Form One.
JAA Form One
The purpose of the Authorised Release Certificate (JAA Form One) is to
"..identify airworthiness and eligibility status of parts, components and assemblies after
manufacture and to release maintenance work carried out on parts...
(JAR-145 Appendix 3.)
A JAA Form One also makes movement of parts removed from one aircraft, or aircraft
component, to be fitted to another aircraft or aircraft component.
JAA Form One may only be issued by approved organisations within the scope of the
National Aviation Authority.
The Authorised Release Certificate is to be used for export/import purposes but does not
constitute a delivery or shipping note.
NB 1

JAR-]45 Appendix 3 outlines the procedure for the completion of a JAA Form One.

NB 2 BCAR A8-1 Appendix No 3 also outlines the Procedures for the completion of a JAA
Form One.

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JAA Form One, instructions for completion.
Purpose And Scope
This ACJ relates only to the use of the Certificate for release of 'New' parts, i.e. parts which
have not previously been used in operational service.
Appendix 3 to Section 2 of JAR-145 details use of the Certificate for 'Used' parts, i.e. parts
which have been used in operational service.
The purpose of the Certificate is to identify the conformity or airworthiness and eligibility
status of products/appliances/parts/components/assemblies (hereafter referred to as 'part(s)')
after manufacture or to release maintenance work carried out on parts under the approval of a
National Aviation Authority (NAA) member of the Joint Aviation Authorities (JAA).
The Certificate referenced JAA Form One (Issue 3 or later) is called the Authorised Release
Certificate.
The Certificate is to be used for export/import purposes, as well as for domestic purposes,
and serves as an official certificate for the delivery of parts from the
manufacturer/maintenance organisation to users. The Certificate is not a delivery or shipping
note.
It can only be issued by organisations/person approved by the particular NAA, within the
scope of such an approval, or by the National Aviation Authority itself.
Aircraft are not to be released using the Certificate.
A mixture of 'New' and 'Used' parts is not permitted on the same Certificate.
A mixture of 'Conformity' and 'Airworthiness' items is not permitted on the same Certificate.
General
The Certificate should comply with the format attached including block numbers in that each
block must be located as per the layout. The size of each block may however be varied to suit
the individual application, but not to the extent that would make the Certificate
unrecognisable. The overall size of the Certificate may be significantly increased or
decreased so long as the Certificate remains recognisable and legible. If in doubt consult your
NAA.
Please note that the User responsibility statements are normally placed on the reverse of this
Certificate, but they may be added to the front of the Certificate by reducing the depth of the
form.
All printing should be clear and legible to permit easy reading.

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The details to be entered on the Certificate can be either machine/computer printed or handwritten using block letters, and should permit easy reading. Abbreviations should be
restricted to a minimum.
The space remaining on the reverse side of the Certificate may be used by the originator for
any additional information but should not include any certification statement.
The top copy Certificate should accompany the parts and correlation should be established
between the Certificate and the part(s). A copy of the Certificate should be retained by the
organisation that manufactured the part. Where the Certificate format and the data is entirely
computer generated, subject to acceptance by the NAA, it is permissible to retain the
Certificate format and data on a secure database.
There is no restriction in the number of copies of the Certificate sent to the customer or
retained by the originator.
The Certificate that accompanies the part may be attached to the part by being placed in an
envelope for durability.
Completion Of The Release Certificate By The Originator
Except as otherwise stated, there should be an entry in all blocks to make the document a
valid certificate.
Block 1

Name of the country of origin of the NAA stated in Block 2. The name may be
pre-printed.

Block 2

The first line in this block should be the name of the NAA under which
authority the Certificate is released, followed by the statement;

'A Member of the JAA'.

Block 3

A unique number should be pre-printed in this block for Certificate control

and traceability purposes except that in the case of a computer generated
document, the unique number need not be pre-printed where the computer is
programmed to produce the number.

Block 4

The full name and address of the organisation releasing the part(s) covered by
this Certificate. This block may be pre-printed. Logos etc., are permitted if the
logo can be contained within the block.

Block 5

Completion of the block is optional. Its purpose is to reference work order/

contract/invoice or any other internal organisational process such that a fast
traceability system can be established. Completion of this block is strongly
recommended in the absence of part Serial Numbers.

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Block 6

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The block is provided for the convenience of the organisation issuing the
Certificate to permit easy cross-reference to the 'Remarks' Block 13 by the use
of item numbers. Completion is not mandatory.
Where a number of items are to be released on the Certificate, it is permissible
to use a separate listing cross-referring Certificate and list to each other.

Block 7

The name or description of the part should be given. Preference should be

given to use of the Illustrated Parts Catalogue (IPC) designation. The
description is to include reference to any applicable JTSO or JPA
Authorisations.

Block 8

State the Part Number. Preference should be given to use of the IPC number
designation.

Block 9

Used to indicate the Type-Approved applications for which the released parts
are eligible for installation. The following entries are permitted;
a

The specific or series aircraft, propeller, or engine model, or a

reference to a readily available catalogue or manual which contains
such information, for example: 'A300'.

'Various', if known to be eligible for installation on more than one

model of Type Approved product, unless the originator wishes to
restrict usage to a particular model installation when it should so state.
This includes items which have independent approved status and
which may be eligible for use in a number of different applications,
e.g. appliances for which JTSO Authorisation has been issued in
accordance with JAR-21, Sub-part 0.

'Unknown', if eligibility is unknown.

'None', to be used only when it is known that the parts do not yet have
a Type-Approved application, for example: pending type certificate,
for test only, pending approved data. If this category is used, then
appropriate explanatory information must be provided in Block 13 and
new parts may only be given 'Conformity' release.

NOTE:

Any information in Block 9 does not constitute authority to fit the part to a
particular aircraft, engine or propeller. The User/Installer should confirm via
documents such as the Parts Catalogue, Service Bulletins, etc., that the part is
eligible for the particular installation.

Block 10

State the quantity of parts being released.

Block 11

State the part Serial Number or Batch Number if applicable, if neither

applicable, state 'N/A'.

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Block 12

Enter one or a combination of appropriate standard words from the following

table. The table lists, in quotes, the standard words permitted for use when
releasing new parts prior to entry into service, i.e. the parts have not been
previously used in operational service. It also details the circumstances and
conditions under which they may be used. In all cases the certification rules
relating to Block 14 apply, the appropriate 'Conformity' or 'Airworthiness' box
is to be marked, and Block 15 is to be signed.

TABLE OF STANDARD WORDS FOR NEW PARTS 1

'Manufactured'
a

The production of a new part in conformity with the applicable design data, or

Re-certification by the original manufacturer after rectification work on a part,

previously released under 1(a) above, which has been found to be
unserviceable prior to entry into service, e.g. defective, in need of inspection
or test, or shelf life expired. Details of the original release and the rectification
work are to be entered in Block 13, or

Re-certification of new parts from 'Conformity' to 'Airworthiness' at the time

of approval of the applicable design data, provided that the parts conform to
the approved design data. An explanation of the basis of release and details of
the original release are to be entered in Block 13.

The Certificate may either be pre-printed or computer generated but in either case the printing
of lines and characters must be clear and legible. Pre-printed wording is permitted in
accordance with the attached model but no other certification statements are permitted. The
national language of the country of origin of the NAA shall be printed below the English
wording when required by the NAA.
Completion of the Certificate should be in English when it is used for export purposes,
otherwise it can be completed in the national language.
Inspected/Tested
The examination of a previously released new part;
A

to establish conformity with the applicable design data, or

in accordance with a customer-specified standard or specification,

details of which are to be entered in Block 13, or

to establish serviceability and condition for safe operation prior to rerelease as a spare, where the part has been obtained with a JAA Form
One. An explanation of the basis of release and details of the original
release are to be entered in Block 13.

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'Modified'
The alteration, by the original manufacturer, of a previously released part prior to entry into
service. Details of the alteration and the original release are to be entered in Block 13.
The above statements should be supported by reference to the approved data/
manual/specification. Such information shall be identified in either Block 12 or 13.
Block 13
It is mandatory to state any information in this block, either direct or by
reference to supporting documentation, that identifies particular data or limitations relating to
the parts being released that are necessary for the User/Installer to make the final
airworthiness determination of the part. The information should be clear, complete, and
provided in a form and manner which is adequate for the purpose of making such a
determination.
Each statement should be clearly identified as to which item it relates.
If there is no statement, state 'None'.
Examples of conditions which would necessitate statements in Block 13 are;

Block 14

Usage restriction for repaired items

Modification standard
Alternative approved parts supplied
Concessions applicable
Non-compliance with airworthiness regulations, e.g. JAR's
Details of repair work carried out or reference to a document where this is stated
Compliance with, or non-compliance with AD's or Service Bulletins
Information on life limited parts
Condition of parts or reference to a document detailing this information
Manufacturing date or cure date
Shelf life data
Shortages
Time Since New (TSN), Time Since Overhaul (TSO), etc.
Exceptions to the notified special requirements of the importing country
Specially configured to meet the notified special requirements of the importing
country
Re-certification of previously released 'new' items
This block should only be used to indicate the status of new parts.
If the part fully conforms to an approved design standard (*) then the
'Airworthiness' box should be marked. If the part conforms to applicable
design data which is not approved, for a reason which must be stated in Block
13, (e.g. pending type certificate, for test only, pending approved data) then
the 'Conformity' box should be marked. Only one box should be marked.
Mixtures of 'Airworthiness' and 'Conformity' parts are not permitted on the

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same JAA Form One. Also refer to the notes for completion of Block 9.
Block 15

The hand-written normal signature of a person who has written authority from
an Approved Production Organisation to make Certifications in respect of new
parts. Use of a stamp instead of a signature is not permitted, but the authorised
person may add a stamp impression to his signature to aid recognition. Subject
to the agreement of the NAA in any particular case, computer-generated
signatures may be acceptable if it can be demonstrated that an equivalent level
of control, traceability, and accountability exists.

Block 16

State the full authorisation reference given by the NAA to the

organisation/person releasing the new parts or, in the case of release by an
NAA staff member, the identity of the NAA.

Block 17

The name of the person signing Block 15, printed, typed, or written in a
legible form.

Block 18

The date on which Block 15 is signed, in the format day/month/year

Block 19

Not used for release of new parts.

Block 20

Not used for release of new parts.

Block 21

Not used for release of new parts.

Block 22

Not used for release of new parts.

Block 23

Not used for release of new parts.

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AUTHORISED RELEASE CERTIFICATE - JAA FORM ONE
USER/INSTALLER RESPONSIBILITIES
NOTE:
1

It is important to understand that the existence of the document alone does not
automatically constitute authority to install the part/component/assembly.

Where the user/installer works in accordance with the national regulations of an

Airworthiness Authority different from the Airworthiness Authority specified in block
2 it is essential that the user/installer ensures that his/her Airworthiness Authority
accepts parts/components/assemblies from the Airworthiness Authority specified in
block 2.

Statements 14 and 19 do not constitute installation certification. In all cases the aircraft
maintenance record must contain an installation certification issued in accordance with
the national regulations by the user/installer before the aircraft may be flown.