Digital Documents and Records
Digital Data and Records
Centralized document management with automatic validity tracking and mandatory reading features. Access from any device and stay compliant effortlessly.
Keep track of document validity
When you upload all your documents to Aviatize, you let Aviatize know when the document expires. Aviatize can then send you reminders to take action and renew your document when necessary. You can add multiple versions of your documents. This means that whenever you renew your documents, you don't have to delete the old document, you can just upload a new version. Of course, you can view any document in Aviatize, so you can access all your documents at any time without having to carry them around.
Mandatory Reading Documents
Occasionally, you may have an important message or document that you need to send to everyone in your organization, and you require that everyone has read them, such as Safety Notices.
By selecting Mandatory Reading on a document you will achieve just that. . The moment you upload it, everyone will receive a prompt asking them to read the mandatory document. Afterwards, the manager will be able to see who has read the document and when.
Access control in the Document Library
Create different access rules for different user roles in your organization. For example, if you want everyone to be able to see the insurance documents for the aircraft, but you only want to give access to the management team to modify those documents.
Four-Eyes Document Approval
For the records that matter most, one signature is not enough. Turn on Require approval from a different user and whoever creates, edits, or removes a record can never approve their own change — every change is signed off by a second person, the four-eyes principle your QMS and your auditors expect. A single rule covers creating, editing, and removing, so segregation of duties is enforced consistently without configuring three separate policies.
Frequently asked questions
Common questions about the Digital Documents and Records module.
How does Aviatize handle document expiry tracking?
When you upload a document — medical certificate, insurance, instructor rating — you set its expiry date. Aviatize then sends fully configurable expiration alerts: choose the warning thresholds per document type and the urgency level (info, warning, critical), and the document owner plus any roles you select receive email alerts as expiry approaches. Operations can be blocked when documents have expired.
Can students upload their own documents?
Yes. Students upload documents directly through the mobile app — medical certificates, ID copies, training records. Staff review and approve or reject uploads from the front desk. No more chasing students for paperwork.
Does Aviatize support mandatory reading documents?
Yes. Upload a safety notice or policy update and mark it as mandatory reading. Every user receives a prompt to read and acknowledge the document. Managers can see who has read it and when.
Can Aviatize enforce a second-person approval on documents?
Yes. Enable 'Require approval from a different user' on an approval configuration and the person who creates, edits, or removes a record can never approve their own change — it has to be signed off by someone else. This four-eyes principle enforces segregation of duties across creating, editing, and removing records, which is exactly what a QMS audit looks for.
See Digital Documents and Records in Action
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