Controlled procedures for AGL test reports, inspection reports, maintenance records, failure/incident reports, calibration control, asset registers, equipment history, transformer/CCR/cable testing records, photometry, daily/shift logs, fault logs, spare parts, replacement records, document control, as-built records and technical handover. Applicable SOP range: SOP-439 to SOP-460.
Golden Rule — If it was not recorded, it cannot be reliably demonstrated. If it was recorded incorrectly, it cannot be reliably trusted. Every AGL test, inspection, failure, repair, replacement and modification shall therefore be recorded with sufficient technical detail to provide complete traceability from the field activity to the final approved record.
To establish a standardized method for preparing AGL test reports.
Rule — Raw test data shall be retained wherever required — not only the final Pass/Fail result.
To document the condition of AGL equipment and infrastructure during inspections.
Include:
To document completed preventive and corrective maintenance.
Golden Rule — The report shall describe what was actually done, not merely what was planned.
To document AGL equipment failures and their technical consequences.
A. Failure Identification
B. Detection
C. Investigation
D. Corrective Action
E. Final Status
To document significant events associated with AGL operation or maintenance.
Important — Incident reporting shall be factual and evidence-based. Avoid unsupported assumptions about cause.
Note — Significant events shall also be reported to the aerodrome operator and regulator within the timelines required by the applicable occurrence-reporting rules (e.g. airport SMS / DGCA).
To ensure all measurement instruments used for AGL testing have valid calibration status.
To maintain an accurate AGL asset database.
To maintain the complete lifecycle history of each critical AGL asset.
To provide a permanent record of isolation-transformer testing.
To document CCR commissioning and maintenance testing.
To maintain traceability of AGL cable testing.
To maintain traceable records of AGL photometric measurements.
Raw Data — Where applicable, retain the complete measurement dataset rather than only a summarized compliance statement.
To provide a chronological record of AGL maintenance activities.
To record daily operational condition of the AGL system.
To ensure continuity between maintenance shifts.
Completed
Outstanding
Operational
Safety
To maintain a centralized record of AGL faults.
To control AGL spare-parts inventory.
To maintain traceability of replaced AGL components.
Removed Part
Installed Part
To ensure calibration certificates remain controlled and traceable.
Critical Rule — No expired instrument shall be used for acceptance testing unless the approved quality procedure specifically addresses the situation.
To ensure only the correct revision of AGL documents is used.
Each document revision is logged with: Rev. No. · Date · Description · Prepared By · Checked By · Approved By.
To maintain accurate final records of the installed AGL system.
Any field modification shall be reflected through the approved document/change-control process.
Golden Rule — If it is installed differently from the drawing, the drawing must be corrected through controlled revision.
To ensure complete technical information is transferred to the airport/operator at project completion.
A. Engineering
B. Testing
C. Quality
D. O&M
E. Asset Information
The document-control standard, master document flow, the master AGL record index, documentation quality checkpoints, the record-retention principle, management reporting, the master documentation checklist and the golden rule that governs all 22 Division 21 procedures.
Every controlled AGL record should have, as applicable:
Basic Status Flow
Primary purpose and frequency/trigger for each controlled record type:
DQ-01 — Identification
DQ-02 — Technical Data
DQ-03 — Evidence
DQ-04 — Review
DQ-05 — Traceability
Critical records should be retained according to the airport's approved document-retention policy, contractual requirements and applicable regulatory requirements.
Particular Care Should Be Given To Records That Demonstrate
The documentation system should not merely store records — it should produce management information. Track:
This Creates The Chain
Before Activity
During Activity
After Activity
Final Control
"If it was not recorded, it cannot be reliably demonstrated. If it was recorded incorrectly, it cannot be reliably trusted. Every AGL test, inspection, failure, repair, replacement and modification shall therefore be recorded with sufficient technical detail to provide complete traceability from the field activity to the final approved record."
Technical references behind the procedures in this division:
References are given at document or chapter level for technical orientation. Confirm the current edition, amendments and national adoption (for example DGCA CAR Section 4, FAA Advisory Circulars or EASA material) for each project. Approved project specifications, manufacturer instructions and the airport's own procedures take precedence, as stated in the precedence note above.
Quick answers about Documentation, Records & Reporting SOPs in the AGL SOP Library.
Division 21 is a set of 22 procedures (SOP-439 to SOP-460, Rev 0) for AGL test, inspection, maintenance, failure and incident reports, calibration control, asset registers, equipment history, transformer, CCR, cable and photometry records, daily and shift logs, fault logs, spare parts and replacement records, document control, as-built records and technical handover.
If it was not recorded, it cannot be reliably demonstrated; if it was recorded incorrectly, it cannot be reliably trusted. Every AGL test, inspection, failure, repair, replacement and modification is recorded with enough technical detail for complete traceability from the field activity to the final approved record.
As applicable: document title and number, project or airport, equipment or system, location, circuit ID, asset ID, date and time, revision number, prepared, checked and approved by, test or inspection status, attachments and evidence, reference drawing or specification, and the record retention requirement.
Project or airport, equipment or circuit identification, test date, time and location, instrument and serial number, calibration status, method, conditions, results, acceptance criteria, pass or fail, observations, corrective action, technician, witness and approval (SOP-439). Raw test data must be retained wherever required, not only the final pass or fail result.
Not unless the approved quality procedure specifically addresses the situation (SOP-457). The certificate register tracks instrument ID, model, serial number, certificate number, calibration and due dates, provider, status and location, with statuses Valid, Due Soon, Expired and Out of Service.
The drawing must be corrected through controlled revision (SOP-459). Any field modification is reflected through the approved document and change-control process so that layout drawings, circuit diagrams, cable and equipment schedules, earthing and ALCMS records stay accurate.
Failure identification (date, equipment, location, circuit, type), detection source, investigation (symptoms, tests, measurements, fault location), corrective action (repair, replacement or temporary restoration) and final status: restored, restricted, temporary repair or pending permanent repair (SOP-442).
Knowing the documentation procedure is essential. Understanding why records, traceability and reporting matter to AGL compliance and long-term asset history takes deeper technical knowledge.
Learn through structured training covering:
Develop the technical foundation to work with AGL systems systematically, safely and confidently.
Please read before relying on any content on this page or on any SOP downloaded from it.