Documentation & Recordkeeping

Document Review

An FAA Hazardous Materials Aviation Safety Inspectors (HMASI) may review several documents during an FAA assessment or inspection that must be made available to an authorized official of a Federal, State, or local government agency at reasonable times and locations. These documents include, but are not limited to:

  • Training Records
    Air carriers are required to keep these on file for two years (International Requirement) or three years (domestic requirement).
  • Dangerous Good Declarations (1-year file)
    Each shipping paper copy must be retained by the operator for one year after the material is accepted by the initial carrier.
  • Notice to Pilot in Command forms (NOPICs)
    NOPICs are required to be kept on file for 90 days at the airport of departure or the operator's principal place of business.
  • Hazardous Materials Incident Reports
    Air Carriers must retain a written or electronic copy of the Hazardous Materials Incident Report for a period of two years at the reporting person's principal place of business.
  • Package Closure Instructions
    A copy of the manufacturer's notification, including closure instructions, must be made available for inspection by a representative of DOT, upon request, for at least 90 days once the package is offered to the initial carrier for transportation in commerce. This is applicable if an air carrier's maintenance or stores department ships hazardous parts or company materials (COMAT).
Last updated: Saturday, August 28, 2021