Section 2. Data Recording

4-2-1. TYPES OF DATA RECORDED

a. Operational system entries for:

1. Flight plans and related messages.

2. Logging pilot briefings and aircraft contacts.

3. Weather/Flight data messages.

b. Manual strip marking.

4-2-2. METHODS OF RECORDING DATA

a. Except as provided in 4­2­2b, all entries must be made directly into the operational system.

b. Locally­approved procedures may be used to manually record data during heavy traffic periods or system outages. Aircraft contact information should be logged in the operational system as soon as practical.

c. Use control/clearance symbols, abbreviations, location identifiers, and contractions for recording position reports, traffic clearances, and other data. When recording data either electronically or manually, you may use:

1. Plain language to supplement data when it will aid in understanding the recorded information.

2. Locally­approved contractions and identifiers for frequently used terms and local fixes not listed in either FAA Order JO 7340.2, Contractions, or FAA Order JO 7350.8, Location Identifiers. Use only within your facility, not on data or interphone circuits. All locally­approved contractions and identifiers must be placed in facility files for record and reference purposes.

d. When recording data manually, use the standard hand­printed characters shown in FIG 4-2­1 to prevent misinterpretation.

FIG 4-2-1
Hand­Printed Characters Chart

NOTE-
A slant line crossing through the numeral zero and an underline of the letter “S” on handwritten portions of flight progress strips are required only when there is reason to believe the lack of these markings could lead to a misunderstanding. A slant line through the numeral zero is required on all weather data.

1. To correct or update data, draw a horizontal line through it and write the correct information adjacent to it.

2. Do not erase any item.

4-2-3. IFR/VFR/DVFR FLIGHT PLAN RECORDING

a. Use the operational system to record and file flight plans, flight plan modifications, cancellations, activations, and closures for appropriate distribution and processing. Detailed instructions are contained in the operational system manuals.

NOTE-
FSS operational systems contain an electronic equivalent of FAA Form 7233­1, Flight Plan.

b. When closing an active VFR flight plan, obtain departure point and destination, if not already known.

NOTE-
A cancelled VFR flight plan is one that is removed from a proposed list and has not been activated. A closed VFR flight plan is one that has been activated and is then removed from an inbound list.

c. Flight plan information may initially be recorded on FAA Form 7233­1 or other paper prior to entry into the operational system.

4-2-4. FLIGHT PROGRESS STRIPS (FAA FORMS 7230­21 AND 7233­5)

a. When officially used to record inflight data, use flight progress strips to record:

1. Aircraft contacts.

2. ATC clearances.

3. Pilot briefings on airborne aircraft.

4. Other operationally significant items.

b. Use a flight progress strip for each aircraft and record all contacts with that aircraft on the same strip. If supplemental strips are needed for additional writing space, keep the original and supplemental strips together.

NOTE-
Multiple flights by the same aircraft may be recorded on a single strip when situational awareness and strip bay efficiency are improved.

4-2-5. FLIGHT PROGRESS STRIPS AND ENTRY DATA

a. Flight progress strip. (See FIG 4­2­2.)

b. Flight progress strip entry. (See FIG 4­2­3 and 4­2­4.)

FIG 4-2-2
Flight Progress Strip

FIG 4-2-3
Strip Entry 1

FIG 4-2-4
Strip Entry 2

c. Flight progress strip Item and Information. (SeeTBL 4­2­1.)

TBL 4-2-1
Item and Information

d. Flight progress strip abbreviation. (See TBL 4­2­2.)

TBL 4-2-2
Abbreviation

e. Record ATC instructions and clearances completely and exactly.

f. Summarize other data using approved symbols and contractions. (See FIG 4­2­5 and FIG 4­2­6.)

FIG 4-2-5
Control Information Symbols Chart 1

FIG 4-2-6
Control Information Symbols Chart 2

g. Do not record issuance of altimeter setting unless that is the only information provided during the contact.

4-2-6. AIRCRAFT CONTACTS

a. Inflight and flight watch contacts may be logged in the operational system, on flight progress strips, or on facility approved alternate forms.

b. When using flight progress strips, if the station has the aircraft's flight plan, enter “FP” in item 14 on the strip to show the flight plan is on file at the facility.

c. If there is no flight plan on file for the aircraft, the following must be obtained:

1. ACID.

2. Type of flight.

3. Time of contact.

4. Other items which are operationally significant.

d. If the inflight position is recorded, you may limit entries in the aircraft contact portion of the strip to those necessary for your use.

e. Log aircraft contacts using the operational system. The following should be logged using the symbols in TBL 4­2­3 and TBL 4­2­4:

1. Type of Briefing

(a) Standard

(b) Abbreviated

(c) Outlook

2. Type of Flight

(a) IFR

(b) VFR

(c) Defense VFR (DVFR)

3. Category of Flight

(a) Air Carrier

(b) Air Taxi

(c) Military

(d) General Aviation

4. Aircraft ID

5. Type of Service

(a) Airport advisory

(b) Clearance(s); for example, IFR, special VFR (SVFR)

6. Remarks. Operating Position (if not automatically logged by operational system)

TBL 4-2-3
Clearance Abbreviation

TBL 4-2-4
Miscellaneous Abbreviation