Staff Instruction (SI) No. GEN-003

Technical Reference Centre Holdings and Operations

Internal documents and documents hyperlinked and stored on
Transport Canada's intranet mentioned in this document
are available upon request. See Contact Office below.

Issuing Office: Standards
PAA Sub Activity Area: Aviation Safety Regulatory Framework Document No.: SI GEN-003
File Classification No.: Z 5000-32 Issue No: 02
RDIMS No.: 5114192-V14 Effective Date: 2011-04-13

1.0  INTRODUCTION

1.1  Purpose

The purpose of this document is to provide policy and procedural guidelines for the acquisition, custody, maintenance and disposition of regulatory documents (regulations and standards), aeronautical product manuals, design data and other informative or advisory documents normally held in the Technical Reference Centres (TRCs).

1.2  Applicability

This document is applicable to Headquarters (HQ) and Regional Civil Aviation personnel including the personnel of the TRCs.

1.3  Description of Changes

This document, formerly SI GEN-003 Issue 01, has been reissued as SI GEN-003, Issue 02. There have been major changes to the content in sections 4.0, 7.17.3 (new) and 9.0. Readers should review the content of these sections. This new version also contains a number of minor editorial changes and updated references.

2.0  REFERENCES AND REQUIREMENTS

2.1  Reference Documents

It is intended that the following reference materials be used in conjunction with this document:

  1. Access to Information Act (R.S., 1985, c. A-1);

  2. Copyright Act (R.S., 1985, c. C-42);

  3. Reproduction of Federal Law Order (SI/97-5: P.C. 1996-1995);

  4. Federal Aviation Administration Advisory Circular (FAA AC) 21-2L 2010-01-21 (or subsequent issue) Complying with the Requirements of Importing Countries or Jurisdictions When Exporting U.S. Products, Articles, or Parts;

  5. Part V Subpart 21 of the Canadian Aviation Regulations (CARs)—Approval of the Type Design or a change to the Type Design of an Aeronautical Product;

  6. International Civil Aviation Organisation Doc 9760, Edition 01, 2001—Airworthiness Manual;

  7. Transport Canada Publication (TP), TP 789 - Security Manual —Transport Canada;

  8. TP 12995—Delegations Handbook for Designated Engineers and Design Approval Representatives;

  9. Aircraft Maintenance and Manufacturing Policy Letter, MPL 15, 2000-03-21—Minister's Delegate – Maintenance;

  10. Report of the Commission of Inquiry on Aviation Safety: Commissioner The Honourable Mr. Justice Charles L. Dubin, May 1981;

  11. Memorandum of Understanding Between the Canadian Transportation Accident Investigation and Safety Board (“TSB”) and Transport Canada ("TC") Respecting the Coordination of Activities with Regard to Transportation Occurrences;

  12. Transport Canada Records Documents and Information Management System (RDIMS) 175818, Revision 6, 2004-12-06—Technical Reference Centre Cataloguing System, Description Manual;

  13. Transport Canada RDIMS 176093, Edition 02, Revision 1, 2003-03-13- Technical Reference Centre Cataloguing System Coding and Authorities Manual.

2.2  Cancelled Documents

As of the effective date of this document, the following document is cancelled:

  1. Staff Instruction GEN-003, Issue 01, 2003-11-03 — Technical Reference Centre Holdings and Operations.
Note:

By default, it is understood that the publication of a new issue of a document automatically renders any earlier issues of the same document null and void.

3.0 BACKGROUND

  1. The TRCs provide Transport Canada Civil Aviation (TCCA) personnel with access to essential data required to perform engineering and technical functions. The primary clientele of the TRC consists of those TCCA employees involved with the certification and ongoing airworthiness of aeronautical products and those providing oversight of companies and individuals involved in maintenance, manufacturing and operation of aeronautical products.

  2. The International Civil Aviation Organization (ICAO) considers it “essential to establish a properly organized and administered technical library” that contains “documents related to the airworthiness of aircraft on the State’s register” as well as “all the documents issued by ICAO relating to operations and airworthiness of aircraft” (ICAO Doc 9760). TCCA has always acknowledged the need for technical data to support its certification, airworthiness and oversight activities. The first requirement that such data be provided was included in the Engineering and Inspection Manual. This requirement was formally confirmed in recommendation 221 of the Report of the Commission of Inquiry on Aviation Safety, which states that “all civil aviation inspectors employed by the Department of Transport should have at their disposal current flight manuals and other necessary current documentation”. The Airworthiness Manual (AWM), which replaced the Engineering and Inspection Manual, was created in response to another recommendation arising from this same inquiry. The requirement to provide manuals and documents was detailed in section 511.31 of AWM 511 and is continued and replaced by subpart 521 of the Canadian Aviation Regulations (CARs) under section 521.367. The U.S. Federal Aviation Regulations (FAR) require in FAR 21 that documents be supplied when a product is first exported, and FAA Advisory Circular 21-2L, Complying with the Requirements of Importing Countries or Jurisdictions When Exporting U.S. Products, Articles, or Parts also identifies the requirement of U.S. Design Approval Document Holders to supply manuals to the TCCA.

4.0  RESPONSIBILITIES

4.1  Director, National Aircraft Certification Branch

The HQ TRC is the responsibility of the Director, National Aircraft Certification Branch (AARD). This responsibility includes the policies, procedures, required equipment, facilities, staffing, training, and functional direction provided to regional TRCs. The acquisitions budget of the HQ TRC is a separately established and administrated part of the budget of the Director, National Aircraft Certification Branch.

4.2  Headquarters Technical Reference Centre

The HQ TRC staff is responsible for establishing and administering specific HQ TRC policies and procedures, for providing functional direction and support on policies and procedures to the Regional TRCs, for maintaining the integrity of the network databases on the computer system INMAGIC DB/TextWorks, and for providing, when required, reference and interlibrary loan services to the Regional TRCs. The HQ TRC is also responsible for the initial distribution of aeronautical product manuals and Design Approval Document Holders supplied amendments that are received in response to the Project Management Division’s (AARDE) request, for contacting Design Approval Document Holders regarding changes to distribution requirements, and for negotiating with Design Approval Document Holders proposing to provide data using non-approved means.

4.3  National Aircraft Certification Branch, Project Management Division in Headquarters

The National Aircraft Certification Branch, Project Management Division in HQ is responsible for initiating the initial procurement of aeronautical product manuals from Design Approval Document Holders for supply to the HQ TRC in accordance with section 521.367 of the CAR, as part of a type certification activity.

4.4  Regional Technical Reference Centres and Transport Canada Centres

  1. The Regional TRC and Transport Canada Centre (TCC) collections are the direct responsibility of the region concerned. This includes the control of required equipment, facilities, staffing, and training of TRC personnel. It is strongly recommended that a minimum of two (2) permanent full time equivalent (FTE) personnel be assigned to each Regional TRC. Functional and National Quality Assurance Reviews (QARs) of Regional TRCs have consistently shown that the functions and duties assigned to the TRC and their allied TCCs have consistently been better met when the TRC was staffed with two (2) or more FTEs.

  2. Each Regional TRC is responsible for recommending the holdings and format, and for performing reviews of, the document collections held in the TCCs in its region.

  3. Each region is responsible for providing specific instructions/directions to TCCs regarding the coordination of purchases through the Regional TRC. All requests submitted for manuals and regulatory documents should specify the format in which they are to be supplied. It is also the responsibility of the regions to manage the holdings of the TCCs. The documents held in the TCCs should be treated in the manner detailed in section 10.0 of this Staff Instruction (SI).

  4. Each TRC is also responsible for providing Regional Airworthiness Inspectors and Engineers with working documents, reference materials and interlibrary loan services. For further instructions, see SI GEN-018 Technical Reference Centre Policies and Procedures.

  5. Where necessary, each Regional TRC is responsible for developing its own TRC Regional Procedures to complement the basic procedures used by all TRCs, such procedures to be published as Supplemental Staff Instructions (SSI) to the appropriate SI.

  6. At their discretion, the HQ and Regional TRCs may provide the following services to TCCA personnel:

    1. Inter-library loans;

    2. On-line searching;

    3. Reference;

    4. Circulation;

    5. Acquisitions;

    6. Periodical subscription renewal;

    7. Document delivery;

    8. Training on how to use TRC resources.

  7. Within the restrictions outlined in section 9.0, a general reference service can be provided to the public.

  8. The HQ TRC and each Regional TRC and TCC, is required to retain, or have access to certain essential resources necessary to assist clients in the performance of their duties. These essential resources are listed in Appendix A.

5.0  EQUIPMENT STANDARDIZATION

  1. Adequate microfilm and microfiche reading and reproduction equipment is required for both the HQ TRC and the Regional TRCs. With the increased use of computer media and software applications, computer hardware and software are also required. Workstations should be in conformance with the current IM/IT Framework. See section 11.0 below for information on standardized training on TRC equipment. In addition, each TRC should have at least one computer workstation to which TRC staff have administrator rights in order that they be able to install Design Approval Document Holders provided CD-ROMs.

  2. HQ and Regional TRCs must have on-line access to the Continuing Airworthiness Web Information System (CAWIS), the National Aeronautical Product Approval Information System (NAPA) and the Transport Canada Intranet and Internet to provide the expected services to their clients.

6.0  AERONAUTICAL PRODUCT MANUALS

6.1  Publication Formats

Aeronautical product manuals provided in physical form should be in hard copy, microfiche, microfilm, CD-ROM or DVD format. Internet access to technical manuals may be supplied usually in addition to other formats but sometimes as a replacement for them. Agreement must be reached with Transport Canada on the acceptability of any new publishing formats as specified in subsection 521.367 of the CARs and its related guidance material.

6.2  Manual Purchase or Supply

  1. As part of the Type Certification process for a domestic or foreign aircraft, engine, or propeller, some specific manuals and other technical documents will be provided to TCCA for use during the certification activity as stated in subpart 521 of the CAR. Subsequent to the issuance of a Type Certificate, the certificate holder is required to supply additional manuals in a quantity specified by the Minister as stated in subsection 521.367 of the CARs. The responsible Project Manager will arrange with the Design Approval Document Holders to supply TCCA, at no charge, up to six (6) complete sets of aircraft, engine or propeller manuals. This arrangement is to include revision services, in the format specified by section 6.1 above. Manuals are to be delivered to the TRC at the following address:

    Transport Canada (AARDHA)
    Aircraft Certification
    Technical Reference Centre
    330 Sparks Street, Tower C, Room 465
    Ottawa, Ontario, Canada
    K1A 0N8

  2. The number of manuals and type of revision services will vary depending on the category, location and types of approved aircraft, engines, or propellers, including variant models. The number of manuals requested can be initially determined based on the number of regions where these aircraft will operate, including a copy for the HQ TRC. The HQ TRC will distribute these manuals to the regions concerned. Some manuals originally supplied for use during the certification process may form part of the documents to be provided to the TRC depending on their condition and completeness.

  3. The responsible Project Manager will inform the TRC of requests made for manuals, by either forwarding to the TRC a copy of the letter sent to the Design Approval Document Holders requesting manuals, or by using the sample form identified in Appendix B of this SI. Where possible, the Project Manager should also identify to the HQ TRC in which regions the approved aircraft, engines, or propellers will be operating.

  4. It has been past practice for the HQ TRC to purchase on behalf of the regions those manuals that were specified in section 511.31 of the AWM and that were applicable to aircraft operating in Canada under a United States Type Certificate, with the associated costs borne by HQ. With AWM 511 being replaced by subpart 521 of the CAR, such purchases should no longer be required as subpart 521 of the CAR makes explicit the requirement for holders of such Type Certificates to supply manuals to TCCA.

  5. If a Regional TRC requires additional aeronautical product manuals not specified in section 521.367 of the CARs, the Regional TRC is responsible for meeting any costs involved in their acquisition.

6.3  Aircraft Not Subject to a Type Design Examination

Subsequent to initial certification activities, a certified aeronautical product may come into use in a new region that was not included in the initial distribution for manuals associated with that aeronautical product. For these products, once the Regional TRC librarian has learned about the product’s entry into the region, the Regional TRC librarian shall contact the HQ TRC to request that the related aircraft, engine, and if applicable, propeller manuals necessary for that aeronautical product be acquired for that region.

6.4  Housekeeping of Manuals

  1. The HQ TRC distributes Design Approval Document Holders’ manuals acquired as part of the type certification process, and subsequent amendments to those manuals, to the regions requiring the manuals. Should a manual held by a Regional TRC become lost or missing, it is the responsibility of the regional librarian to order a replacement manual through the HQ TRC. All costs associated with its replacement are the responsibility of the region.

  2. Manuals in the TRC collection are to be maintained in a complete, correct and up to date order, which means that amendments must be filed in a timely and competent manner. A system of verifying that all required manuals are held, that they are at the correct revision level and are complete and accurate should be developed and implemented in each TRC.

  3. When an aircraft type is no longer operating in a particular region:

    1. due to transfer to another region, the manuals for that aircraft type should be transferred to the responsible region if they do not already have a set of the manuals. The region that is transferring the manuals will make sure that they are up to date and advise the receiving region of their revision status and expected date of arrival. This transfer of manuals will be done between regions, with the HQ TRC being advised in writing of the transfer so that distribution lists are revised accordingly. If the responsible region already has a set of manuals, the manuals shall be disposed of using the guidelines in section 10.0 below;

    2. for any reason, aside from transfer to another region, the manuals shall be disposed of as outlined in section 10.0 below.

7.0  REGULATORY DOCUMENTS, MASTER MINIMUM EQUIPMENT LISTS AND SPECIAL COLLECTIONS

7.1  Responsibilities

  1. The Regional TRCs will purchase regulatory documents, periodicals, hardcover texts and general reference materials, and will obtain guidance from the HQ TRC, as necessary.

  2. The individual TRCs will be responsible for acquiring FARs, ACs and other related airworthiness publications which are used during type certification, modification, or repair activities. This acquisition may involve purchasing the required documents through a subscription agent or directly from the publisher, or by providing access to them through the Internet or by link from the HQ TRC Intranet site. The HQ TRC will provide guidance and advice as requested.

  3. The Project Management Division (AARDE) will be responsible for the distribution of Type Approval Dockets to the Regional TRCs. Type Approval Dockets consist of documents such as correspondence, drawings, Type Certificates and Special Conditions. The Regional TRCs are responsible for maintaining the dockets in a locked cabinet in a secure environment within the TRC. Clients wishing to consult documents in the dockets must consult the TRC staff to get access. The Regional TRC staff are responsible for signing out and filing documents in the dockets, controlling access to the dockets and ensuring that all documents contained therein are returned to the TRC after use. If items are found to be missing from the docket, Regional TRC staff are responsible for contacting either another regional TRC or the Project Management Division to obtain a replacement copy.

  4. Multimedia Products and Services (MPS) is responsible for the distribution of certain TCCA documents in accordance with SI QUA-003 and existing distribution lists. MPS is also responsible for coordinating distribution of documents such as the Canadian Aviation Regulations that are distributed by Public Works and Government Services Canada (PWGSC). Changes to distribution requirements will be made after consultation between MPS and the Head, HQ TRC who will act as liaison between MPS and the regional TRCs.

7.2  Master Minimum Equipment Lists

  1. The Master Minimum Equipment List (MMEL) collection includes both foreign and domestic MMELs. It can be divided into two groups:

    1. those MMELs produced by TCCA or the FAA; and

    2. those MMELs produced by Design Approval Document Holders or other Civil Aviation Authorities (CAAs).

  2. All MMELs produced by TCCA or the FAA are public documents and can be made available to anyone wishing to view them. Most MMELs are available in electronic format on the Internet. Persons wishing to view a MMEL should be directed to the relevant Internet or Intranet site:

    1. FAA MMELS are available through the FAA’s main website at http://www.faa.gov

    2. TCCA MMELS are available through TCCA’s main website at http://www.tc.gc.ca

  3. MMELs produced by other CAAs that are identified as proprietary or as having any other restrictions on access, and all MMELs produced by Design Approval Document Holders, are to be treated as proprietary information that is protected under the Access to Information Act. These documents cannot be made available to non-TCCA employees. Such persons should be directed to contact the Design Approval Document Holders or CAA responsible for that MMEL to obtain access to the document.

  4. Retention of hardcopy versions of MMELs that are available electronically is left to the discretion of individual regions. Those MMELs and TC Supplements not available electronically will be held in each TRC. Acquisition of Design Approval Document Holders produced MMELs is carried out by the HQ TRC in accordance with section 4.3 above. All queries concerning acquisition of Design Approval Document Holders produced MMELs or missing revisions for MMELs should be directed to the appropriate Regional TRC for transmittal to the HQ TRC.

  5. The Project Management Division (AARDE) is responsible for producing TCCA MMELs and supplements and posting them to the TCCA Internet. Questions concerning these documents should be directed to Project Management Division (AARDE).

7.3  Special Collections and Transferred Documents

In the past, The TRCs have accepted and encouraged the transfer of documents to the TRCs. Such transfers have ranged from one or two manuals to complete collections numbering hundreds or thousands of documents. Although the TRCs remain open to the integration of documents, the following conditions apply:

  1. Any documents transferred to or placed in the TRC for retention will be managed by TRC personnel according to TRC standards. This includes cataloguing them to make their existence known and updating and maintaining them. The TRCs will not act as a storage area for documents. They will receive documents and make them an active part of the TRC collection.

  2. Adequate space must already exist in the TRC to house any proposed additions to the collection.

  3. The documents must be related to the mandate and current activities of the TRC. This may vary somewhat from region to region.

  4. The documents will be evaluated to be maintained or archived as warranted. Duplicates of existing documents, outdated documents, or documents not related to TRC activities will either be destroyed or returned to the donating party.

8.0  CATALOGUING SYSTEM

  1. INMAGIC DB/TextWorks is a software program that focuses on the special needs of tracking and managing text-based information. This software has allowed the building of customized databases for use by the TRCs as cataloguing database (systematic listings with descriptive details).

  2. Cataloguing is done in the "MANUALS"(MAN1) database on the INMAGIC DB/TextWorks system. MAN1 is a union catalogue of the holdings in the HQ and Regional TRCs. The cataloguers at the HQ TRC do all the cataloguing of new manuals. Regions catalogue only those manuals that they have acquired themselves or that are still in their backlog of cataloguing. Regional TRCs download records they have catalogued and send them to the Acquisitions and Cataloguing Officer in HQ by e-mail according to established procedure. The HQ Acquisitions and Cataloguing Officers verify these records before adding them to the database.

  3. The HQ and Regional union catalogue is available on the Intranet site developed and maintained by the HQ TRC at the following address: http://tcinfo/CivilAviation/certification/actrc/menu.htm.

  4. When cataloguing, Regional TRCs are to adhere to the policies and procedures outlined in the Technical Reference Centre Cataloguing System Coding and Authorities Manual and the Technical Reference Centre Cataloguing System Description Manual developed and amended by the HQ TRC. Cataloguing questions and inquires are to be directed to the Acquisitions and Cataloguing Officers in HQ, and in their absence to the Head of the TRC.

  5. Suggestions for policies and procedural changes are welcome from the Regional TRCs to make sure that the system meets the requirements of all users.

9.0  MATERIAL CUSTODY AND ACCESS

9.1  Proprietary Information

  1. Section 20(1) of the Access to Information Act states: “the head of a government institution shall refuse to disclose any record requested under this Act that contains:

    1. trade secrets of a third party;

    2. financial, commercial, scientific or technical information that is confidential information supplied to a government institution by a third party and is treated consistently in a confidential manner by the third party; …

    3. information the disclosure of which could reasonably be expected to result in material financial loss or gain to, or could reasonably be expected to prejudice the competitive position of, a third party; or

    4. information the disclosure of which could reasonably be expected to interfere with contractual or other negotiations of a third party.”

    Technical manuals supplied by aeronautical product Design Approval Document Holders fall under this exemption. The Design Approval Document Holders with whom Transport Canada deals consider the documents they supply Transport Canada to be proprietary and specifically forbid their disclosure by Transport Canada. Unless a Design Approval Document Holders has explicitly said that Transport Canada can freely distribute any information they have provided, it should be understood that they deem their material to be proprietary.

  2. Delegates and other members of the public are not TCCA employees and do not enjoy the same privileges as TCCA employees. Both this SI and MPL 15 (Appendix A, 505.608 - Access to Transport Canada Documentation) make it clear that no one but authorized TCCA personnel can have access to these materials. Moreover, the Delegations Handbook for Designated Engineers and Design Approval Representatives, TP 12995, states: “delegates may utilize the non-proprietary holdings of the Airworthiness Technical Reference Centres located in each Region”.

  3. Employees of the Aircraft Services Directorate are not TCCA employees and are not allowed access to proprietary Design Approval Document Holders documents held in the TRC collections. ASD makes its own arrangements with Design Approval Document Holders for the provision of manuals required by its employees.

  4. Materials supplied by Design Approval Document Holders and held in the TRC collections, including Type Certificate Dockets, Flight Manuals, Maintenance Manuals, Parts Catalogues, etc., are proprietary, and cannot be disclosed to the public.  Access to the TRCs and the proprietary documents they contain is restricted to authorized TCCA personnel.

  5. Documents produced by government agencies in Canada or the United States, when not specifically identified as proprietary, can be made available to the public, although any Design Approval Document Holders supplied documents to which they refer cannot be provided by TCCA.

  6. Design Approval Document Holders's data provided in the form of engineering design reports, loads and stress analysis reports, installation drawings, etc., provided to TCCA as supporting documents for aircraft type certification or modification/repair projects, which may be retained in a project docket that is stored in a TRC, should be regarded as confidential and proprietary documents, and thus are subject to the appropriate provisions of the Access to Information Act.

  7. Regulatory documents, periodicals and general reference materials may be viewed and reproduced subject to compliance with copyright rules.

  8. Under the terms of the Memorandum of Understanding Between the Canadian Transportation Accident Investigation and Safety Board (“TSB”) and Transport Canada ("TC") Respecting the Coordination of Activities with Regard to Transportation Occurrences, Transportation Safety Board employees will be allowed to view Design Approval Document Holders manuals but not to borrow them. Photocopying is up to the discretion of the Regional or HQ TRC, subject to copyright rules.

  9. Because the TRC's collection contains information that is excluded under the Access to Information Act; most areas of the collection are not available for public viewing. Civil Aviation personnel must be aware of the restrictions imposed by the Access to Information Act with respect to these collections.

  10. Any person who is not a TCCA or TSB employee, including Ministerial Delegates, who has reason to view or obtain copies of a Design Approval Document Holders's scientific or technical documentation should be advised to obtain the required documentation directly from the appropriate Design Approval Document Holders(s).

9.2  Copyrighted Information

  1. Notwithstanding the proprietary or non-proprietary status of the documents in the TRC, all documents, including regulations, government documents, technical manuals, standards textbooks etc. are protected by The Canadian Copyright Act (C-42). The country of origin of the documents is not important. Canadian copyright regulations extend protection to all documents in Canada. This means that it may be an infringement of copyright to make copies of documents.

  2. The Reproduction of Federal Law Order specifically states that there is no requirement to seek permission to reproduce primary legal information of the Government of Canada and there are no applicable fees. This applies to legislation, statutes, regulations, court decisions and tribunal decisions. It does not apply to any materials that have been copyrighted privately or separately by a third party, and that happens to have been included with, added to, or referred to in the Government of Canada legislation, statute, regulation and/or decision. For example: headnotes, footnotes, summaries and additional comments.

  3. Material from a Transport Canada publication (print or electronic) may be reproduced for non-commercial use in part or in whole and by any means, without charge or further permission from the Department.

  4. In general, most other Canadian government departments allow the same non-commercial reproduction of their documents as does Transport Canada.

  5. Persons wanting to make copies of Canadian government documents for commercial purposes need to contact PWGSC to get permission.

  6. The Library of Parliament and the Privy Council Office manage their own copyright concerns. Any requests to copy their documents for either commercial or non-commercial purposes should be referred to them rather than to PWGSC.

  7. Foreign regulatory documents are protected by Canadian copyright regulations, even if they do not have such protection in the country of origin. This means, for example, that United States (U.S.) regulatory documents which are not copyright protected in the U.S. are protected in Canada and that theoretically it is necessary to ask the U.S. Government for permission to copy the document. In practice, because the U.S. Government does not consider these documents to be copyright protected, they will never deny a request to make copies. In addition, TCCA’s use of U.S. regulatory documents is in accordance with the intent of the bilateral agreement between the two States. Moreover, U.S. and other foreign regulatory documents may also be freely copied in accordance with ICAO requirements for the sharing of airworthiness information, and within the tenets of cooperative rulemaking.

  8. Technical documents provided to TCCA by Design Approval Document holders are provided as a regulatory requirement. The regulations stipulate that up to six copies must be provided to the Minister, but the purpose of the documents so provided is that they be used by TCCA personnel in performance of aviation regulatory oversight activities. Copyright should not be an issue when making copies of documents or parts of documents provided as a regulatory requirement for the purpose of TCCA regulatory activities. Such copies can be transmitted as photocopies, by fax or electronically by e-mail, or by storing on a shared drive, with the exception of the IDM CD-ROM Solution, as long as the audience consists solely of TCCA employees who require the documents for regulatory oversight activities. Clients must still be reminded of the proprietary nature of such documents and that such documents may not be shared with persons who are not TCCA employees.

  9. Those documents supplied as a regulatory requirement by Type Certificate holders that are provided in electronic format may be mounted on the IDM CD-ROM Solution only when express written permission has been obtained from the Type Certificate holder.

  10. The TRC is a library and as such the provisions of subsection 30.1 of The Copyright Act “allowing a library, archive or museum to make, for the maintenance or management of its permanent collection or the permanent collection of another library, archive or museum, a copy of a work or other subject-matter, whether published or unpublished, in its permanent collection” apply under clearly defined conditions. For example, a TRC can make a copy of pages from a technical manual in order to bring their own copy up to date.

  11. The provisions of subsection 29 of The Copyright Act concerning Fair Dealing apply to the TRC,  to its clients, and to TRC staff acting on behalf of clients. Fair Dealing allows for the copying of documents or parts of documents for the purpose of research or private study.

    1. Signs must be affixed to or near photocopiers and printers reading:

      Quote


      “WARNING!

      Works protected by copyright may be copied/printed on this photocopier/printer only if authorized by:

      (i) the Copyright Act for the purpose of fair dealing or under specific exceptions set out in that Act;

      (ii) the copyright owner; or

      (iii) a licence agreement between this institution and a collective society or a tariff, if any.

      For details of authorized copying, please consult the licence agreement or the applicable tariff, if any, and other relevant information available from a staff member.

      The Copyright Act
      provides for civil and criminal remedies for infringement of copyright.”

      Unquote

    2. Copies must be marked “by means of text printed on the copy or a stamp applied to the copy… (a) that the copy is to be used solely for the purpose of research or private study; and (b) that any use of the copy for a purpose other than research or private study may require the authorization of the copyright owner of the work in question.” - Exceptions for Educational Institutions, Libraries, Archives and Museums Regulations (SOR/99-325).

  12. Copyright law prohibits the reproduction or transmission of electronic copies of documents, including standards, textbooks and technical papers. Sub-section 30.1 of The Copyright Act allows a single printed copy of such a document to be made for the maintenance or management of the TRC’s collection under clearly defined conditions.

  13. The Government of Canada has a license with Access Copyright (http://www.accesscopyright.ca/) that allows print-to-print reproduction of certain documents. This license affords some additional rights to those provided for by sections 29 and 30.1 of The Copyright Act.

9.3  Information Provided Under License Agreements

  1. Notwithstanding the proprietary, non-proprietary or copyright status of the documents in the TRC, some documents and information are protected under License Agreements. Information CD-ROMs, such as the CARs Deluxe, the Air Transport Association Specifications and the American Society for Testing Materials standards among others, have license restrictions attached to them. These licenses usually restrict how the information product can be used, explain whether information can be printed or copied from the disc, and, if so, detail how much and in what format the copies can be made or printed. For example, the CARs Deluxe CD-ROM contains Transport Canada Publications that may in themselves be freely copied. But the producer of the CD-ROM creates his product containing these documents under license and is within his rights to apply license restrictions to his product that limit the right to reproduce documents from it. TRC Staff and clients must adhere to the provision of the license agreement when using such products.

  2. The TRCs and their clients have access to some information through either the Internet, such as Transport Canada’s corporate Radio Technical Commission for Aeronautics account, or through Design Approval Document Holders Extranets. Access to these sites may also involve accepting license agreements that carry restrictions similar to those found with CD-ROM products. TRC Staff and clients must adhere to the provision of the license agreement when using these products.

9.4  Manuals Required in Litigation

  1. The technical manuals in the TRC’s collection may be required to be produced in court cases involving TCCA personnel. The Access to Information Act does not exempt these technical manuals from such use. However, the primary reason for holding these technical manuals is to make them readily available to the TCCA personnel who use them in the course of their day-to-day activities. Use in court cases can tie up such documents indefinitely. Therefore, TCCA personnel requiring the manuals for use in court cases must identify that use to the TRC personnel. The TRC personnel must then check the manual to confirm that it is complete and up to date, make a copy of either the whole manual or a specifically required part of it, identify it as a certified copy, and provide the copy to the client for use in court.

  2. Manuals do not have to be provided to a third party who is neither an employee of the department nor of the company producing the manual, except in response to a subpoena or a notice to produce issued by a Court. Unless such a document is issued by a Court and properly served on officers of the Department, there is no obligation to provide proprietary information to a third party.

9.5  Shared Resources

  1. In order to control costs and facilitate access to infrequently used manuals, Regional TRCs may borrow, for a period of time to be determined by the lending TRC, materials held by either the HQ TRC or a Regional TRC.

  2. Some materials may not be available for loan. These may include CD-ROMs precluded from loan due to licensing or installation restrictions and manuals restricted to the HQ TRC due to constant client demand, such as Maintenance Requirements Manuals, Maintenance Program Manuals and Flight Manuals for Canadian designed Aircraft.

9.6  Access

  1. The hours of operation of the TRC should be posted near the entrance to the TRC.

  2. TRCs must provide for the physical security of their collection and develop procedures to allow access to their collection during and after regular working hours. These procedures must be made available to the regional clientele.

  3. Hours of Operation and off-hour access information is also posted on the HQ TRC Intranet website.

  4. Electronic access to the union Aeronautical Manual catalogue (Man1) is provided around the clock on the HQ TRC website, as is access to the Reference and Regulatory document catalogue. Numerous other resources are made available through the HQ and Quebec Region TRC Intranet sites.

10.0  DISPOSITION

  1. The HQ TRC will hold manuals for each type of aircraft that is registered in Canada, and for each aeronautical product that has been certified in Canada.

  2. The HQ TRC is responsible for:

    1. distributing to the Regional TRCs those manuals newly acquired by the Project Management Division (AARDE) at the time of the type certification activity;

    2. acquiring on behalf of, and distributing to, the Regional TRCs any manuals required in addition to, or subsequent to, those acquired by the Project Management Division (AARDE) at the time of the type certification activity;

    3. distributing amendments to manuals as provided by Design Approval Document Holders on an ongoing basis; and

    4. ensuring that Design Approval Document Holders continue to supply a continuing revision service for manuals that receive amendments.

  3. It is strongly recommended that Regional TRCs retain manuals for all aircraft operating in their region to ensure that clients have ready, reliable access to required information. If a Regional TRC elects not to maintain the manuals for an aircraft type operated in its region, the HQ TRC will not be responsible for providing the region with manuals for that aircraft type either through loan or purchase should a need arise later to hold these manuals. It will be the responsibility of the region to obtain the required manuals and to bear all associated costs.

  4. Manuals for Normal, Utility, Aerobatic and Commuter category aircraft will be retained in the regions, as these categories of aircraft are normally transient and will likely return to the same region.

  5. Manuals for Transport category aircraft are often serial number or fleet specific. The specific manuals required will change as the operator adds or removes serial numbers from its fleet. When a Transport category aircraft is no longer located in a specific region, the Regional TRC should return the appropriate manuals to the HQ TRC for retention, redistribution or disposal, unless the manuals were transferred to a new region in accordance with section 6.4 above.

  6. Prior to donating an aeronautical product manual that a region finds surplus to its requirements to museums or training schools, or disposing of it, the following must be done:

    1. a list of manuals should be produced and offered first to other Regional TRCs and the HQ TRC to complete their collections, or be offered back to the aeronautical product Design Approval Document Holders; and

    2. if neither the Regional or HQ TRCs nor the Design Approval Document Holders require these manuals, the holding region should request a discharge of responsibility and authorization from the Design Approval Document Holders to donate the aeronautical product manuals to other interested parties. This must be obtained in written format to demonstrate that Transport Canada has met its obligations in respect of the Access to Information Act as stated in section 9.0 above. These manuals should be stamped "discarded" to discharge TCCA of its responsibility, and be disposed of as suggested by the Design Approval Document Holders. Regions are responsible for notifying the HQ TRC, in writing, of the discarded manuals and indicating the record numbers of the manuals to be amended or deleted from the database before disposal or donation.

  7. HQ and Regional TRC personnel will follow the practices specified in TP 789 for the disposal of amendments to manuals containing sensitive information. This includes technical documents acquired from Aircraft Technical Publishers. Prior to disposing of superseded amendments to regulatory documents, the TRC personnel should ensure that historical copies of the regulatory documents are available to provide in-service support for existing aircraft that were certified to an earlier standard.

11.0  STANDARDIZATION VISITS AND WORKSHOPS

  1. HQ and Regional TRCs will review the operations and collections of their respective Regional TRCs and TCCs on a regular basis, by mutual agreement.

  2. HQ and Regional TRC librarians will be given the opportunity to attend annual training workshops to review, evaluate and propose new ideas and procedures for the improvement of technical reference services to their clientele. The HQ TRC will coordinate training workshops, as necessary.

  3. Due to ongoing changes in computer technology, HQ TRC may implement new systems that require implementation in the Regional TRCs. HQ and Regional management will consult before any major changes to computer software, and/or equipment are implemented. Training on new systems will be planned, budgeted, and carried out by the HQ TRC. Ongoing training will be provided to the Regional TRCs upon formal request, and at HQ expense.

12.0  CONTACT OFFICE

For more information, please contact the:

Policy Standards Coordinator (AARTC)

Phone: 613-990-3923
Fax: 613-996-9178

Suggestions for amendment to this document are invited, and should be submitted via the Transport Canada Civil Aviation Issues Reporting System (CAIRS) at the following Internet address:

http://www.tc.gc.ca/CAIRS

or by e-mail at: CAIRS_NCR@tc.gc.ca

[original signed by Jacqueline Booth]

Jacqueline Booth
A/Director,
Standards Civil Aviation
Transport Canada

APPENDIX A— ESSENTIAL RESOURCES

A1.0 Reference Documents to be held in hardcopy (recommended):
  1. French/English Dictionary;

  2. Jane’s Aerospace Dictionary;

  3. Jane’s World Recognition Handbook;

  4. Roget's Thesaurus; and

  5. World Atlas.

A2.0 Transport Canada Regulatory documents to be held in hardcopy (Mandatory):
  1. The Aeronautics Act;

  2. Civil Aviation Directives (CAD);

  3. Canadian Aviation Regulations (CARs) – TP 12600 E/F (both paper and CD-ROM);

  4. Staff Instructions (SI);

  5. Supplemental Staff Instructions (SSI);

  6. Advisory Circulars (AC);

  7. Airworthiness Directives (AD) - TP 9856 E/F, TP 7245 E/F;

  8. Feedback: Canadian aviation service difficulty reports – TP 6980 E/F;

  9. Service Difficulty Advisory;

  10. Service Difficulty Alerts; and

  11. Civil Aviation Safety Alert (CASA).

A2.1 Transport Canada Regulatory documents to be held in hardcopy (Recommended)
  1. Air Navigation Orders (ANOs) (Historical);

  2. Air Regulations and Aeronautics Act (Historical);

  3. Airworthiness Notices (AN) – TP 11402 E/F (Historical);

  4. Policy Letters (PL) (Historical);

  5. Feedback;

  6. Engineering and Inspection (E&I) Manual, Parts I and II (Historical);

  7. Airworthiness Manual - TP 6197 E/F (Historical);

  8. Index of Airworthiness Directives Applicable in Canada - TP 9857.

A3.0 ICAO Documents to be held in hardcopy (recommended)
  1. Document 9713 – International Civil Aviation Vocabulary; and

  2. Document 9760 – Airworthiness Manual, Volume 1 (Organization and Procedures) and Volume 2 (Design Certification and Continuing Airworthiness).
A4.0 Essential Resources Available Online

Note: Links to these online resources are provided through the HQ TRC Intranet site pages.

A4.1 Canada
  1. Access to Information Act;

  2. Aeronautical Information Manual - Transport Canada (TC AIM) TP 14371;

  3. Manual of Regulatory Audits (MRA);

  4. MMEL Policy and Procedures Manual – Transport Canada TP 9155;

  5. Security Manual - Transport Canada TP 789;  

  6. National Aeronautical Product Approval Information System (NAPA); and

  7. Continuing Airworthiness Web Information System (CAWIS).

A4.2 Civil Aviation Authority – United Kingdom
  1. CAP 455 - Airworthiness Notices;

  2. CAP 562 - Civil Aircraft Airworthiness Information and Procedures (CAAIP);

  3. CAP 747 - Mandatory Requirements for Airworthiness; and

  4. BCAR D (Historical) on TRC Intranet site.
A4.3 Joint Aviation Authority

Most Joint Aviation Requirements (JARs) have either been replaced or will be replaced by EASA Regulations, which are available on the EASA website. The HQ TRC continues to hold a complete collection of JARs in paper format.

A4.4 Federal Aviation Administration (FAA) (United States)
  1. FAA Regulatory and Guidance Library - contains Advisory Circulars, Draft Advisory Circulars, Federal Aviation Regulations, FAR NPRMs, FAR Final Rules, Regulatory Basis Tool, Index of Supplemental Type Certificates, Exemptions, Equivalent Levels of Safety, Special Conditions, Airworthiness Directives, AD NPRMs, Orders/Notices, Technical Standard Orders and Index, Parts Manufacturer Approvals, Type Certificate Data Sheets (Make Model), Policy Documents, Special Airworthiness Information Bulletins, and historic CARs/CAMs/Aero-Bulletins;

  2. Code of Federal Regulations; and

  3. Federal Register.
A4.5 International Civil Aviation Organization (ICAO)
  1. Aeronautical agreements and arrangements;

  2. Aircraft Type Designators;

  3. Annexes to the Convention on International Aviation;

  4. Convention on International Civil Aviation;

  5. DGCA Directory (directory of Civil Aviation Authorities around the world);

  6. Agreement between the International Civil Aviation Organization and the Government of Canada;

  7. ICAO Abbreviations and Codes;

  8. Safety Management Manual (SMM);

  9. Safety Oversight Manual;

  10. Safety Oversight Audit Manual; and

  11. Technical Instructions for the Safe Transport of Dangerous Goods by Air.
A4.6 European Aviation Safety Agency (EASA)

All Certification Specifications, Implementation Rules, Advisory Materials, Airworthiness Directives, Type Certificates and other aviation safety related information published by EASA is available on the EASA website.

A4.7 Standards and Handbooks:
  1. Military/Performance/Detail Specifications, Military Standards, and Military Handbooks may be downloaded from ASSIST (Acquisition Streamlining and Standardization Information System), which is a database system for DOD-wide standardization document information management. ASSIST is located on the Internet. No account is required.

  2. RTCA. Transport Canada maintains a corporate account with the RTCA, from whose site RTCA documents may be downloaded.

  3. ILI. The Transport Canada Library maintains an account with SAI Global – ILI Publishing who is a provider of standards. Clients can order standards through the ILI site. Orders are approved by and become the property of the TC Library who then loan it to the client.

  4. EUROCAE. These standards must be purchased from European Organisation for Civil Aviation Equipment. However, purchased EUROCAE documents, in either paper or pdf format, may be shared as long as such sharing is restricted to Transport Canada personnel per instructions received from EUROCAE (see RDIMS 6143017). Therefore HQ TRC is prepared to make all EUROCAE purchases on behalf of the TRCs.
A4.8 Other Countries

Foreign Airworthiness Directives (ADs) that are applicable to aircraft in the region.

APPENDIX B—SAMPLE FORM – MANUALS REQUESTED FOR/UPON CERTIFICATION

The Design Approval Document holder has been requested to supply the following manuals to the Airworthiness Technical Reference Centre for the product identified below as part of the Type Certification process in accordance with section 521.367 of the Canadian Aviation Regulations.

Part A: General Information
Manufacturer   Model Name and Number  
Contact Name   TC Number  
Phone Number   Certification Date  
Part B: Base of Operations and Serial Number Information
Region document Aircraft Serial Numbers Region document Aircraft Serial Numbers
Atlantic     PNR    
Quebec     Pacific    
Ontario          

Base of Operations not known  Checkbox

Serial Numbers not known   Case à cocher
Part C: Manuals Requested (one set for Headquarters, one set for each applicable region)
Total Sets Ordered Date Ordered Not Yet Available document Date Available
Manuals Required in section 521.367 of the CAR (X indicates required) Manuals and Format Requested document
  Aircraft Engine Propeller Appliance CD-ROM Microfiche Microfilm Paper
Flight/Pilots Operating (Paper)                
Maintenance (including MPD, MRB, Wiring, CMM)   X X X        
Parts   X X X        
Structural Repair                
Installation   X X X        
Servicing   X X X        
Operating   X X X        
Overhaul   X X X        
Service Information (including Bulletins, Letters etc.) (Paper)   X X X        
All Products (if applicable) Supplementary Integrity Instructions and Continuing Airworthiness documents issued in accordance with section 521.368 and 521.369 of the CARs. Please List:        

Notes:

Part D: Signature Block
This form completed by:
Name (Print):

Date:            Signed:

How to Complete the Manual Request Form

Part A: General Information

In the boxes provided, fill in the following information:

  1. Manufacturer: the name of the manufacturer/Type Certificate holder providing the manual

  2. Model Name and Number: the name and number of the model to which the manual applies

  3. Contact Name and Phone Number: the name and telephone number of the contact person of the manufacturer who has been requested to supply the manuals

  4. Type Certificate Number

  5. Certification Date

Part B: Base of Operations and Serial Number Information
  1. Region: In the column provided, put a check mark to indicate in which region the approved product will be based.

  2. Aircraft Serial Numbers: For aircraft, please identify in the space provided the serial numbers of the aircraft and the regions in which those serial numbers will be operating. If serial numbers are not known, put a check mark in the “Serial Numbers not known” box.

Part C: Manuals Requested

In the boxes provided, fill in the following information:

  1. Total Sets Ordered: Indicate how many sets of manuals have been ordered.

  2. Date Ordered: Indicate the date on which the request was made to the manufacturer.

  3. Not Yet Available: If the manuals are not yet available, put a check mark in this box.

  4. Date Available: If known, indicate the date on which the manuals are expected to be available. If not known, write “Not Known” in this box.

  5. Manuals Required in section 521.367 of the CARs: The five columns under this heading show what manuals are required under section 521.367 of the CARs for aircraft, engines, propellers and appliances. An “X” in the column means that manual is to be requested at the time of certification, if it is available.

  6. Manuals and Format Requested: Use check marks in the appropriate boxes to indicate which manuals have been requested and the format that has been requested. All Flight Manuals and Service Information should be requested in paper. For all other manuals, the format preferred is, in order, CD-ROM/DVD, microfiche, microfilm, paper.

  7. Supplementary Integrity Instructions and Continuing Airworthiness documents: If Supplementary Integrity Instructions and Continuing Airworthiness documents are requested, list them here and identify the format requested as for other manuals.

  8. Notes: Use the Notes area as needed to provide the Technical Reference Centre staff with any information they may need concerning the manuals requested.
Part D: Signature Block
  1. Signature Block: Provide the name (printed) of the Project Manager who completed the form, the date completed, and a signature.

RETURN THE COMPLETED FORM TO:

Transport Canada (AARDHA), Aircraft Certification, Technical Reference Centre,
330 Sparks Street, Tower C, Room 465, Ottawa, Ontario, Canada, K1A 0N8

Date modified: