Records

Air traffic managers are responsible only for the routine collection and reporting of basic operational information as authorized in this order or by the appropriate service unit. Collection of any data must be considered a secondary function and must not interfere with the accomplishment of operational duties.

Air traffic managers must not permit their facilities to participate in special studies and surveys nor agree to the use of facility personnel to tabulate, prepare, or forward to outside organizations or parties any special summaries, abstracts, reports, or aeronautical data unless approved in advance by the Service Area office.

Exercise care when preparing forms to ensure neatness and accuracy. The forms are a part of the facility's permanent records and subject to review by authorized personnel or agencies.

Except as in subparagraph c, do not erase, strikeover, or make superfluous marks or notations. When it is necessary to correct an entry, type or draw a single horizontal line through the incorrect data, initial that part of the entry, and then enter the correct data.

When using an automated Form 7230-4, grammatical and spelling errors may be corrected by use of delete or type-over functions. Substantive changes in contents of remarks should be accomplished by a subsequent or delayed entry. If the computer software used contains a strikeout feature, this feature may be used.

Authorized FAA abbreviations and phrase contractions should be used.

New daily forms must be put into use at the start of each day's business.

Completion of FAA Form 7230-4, Daily Record of Operation. Using agency-approved automation methods to complete FAA Form 7230-4 is preferred to using manual methods.

Each air traffic facility, where FAA telecommunications network capability exists (excluding flight service stations), must use the Comprehensive Electronic Data Analysis and Reporting (CEDAR) program to complete an automated version of FAA Form 7230-4. Any Mandatory Occurrence Report (MOR), documented in CEDAR will automatically generate an FAA Form 7230-4 entry; however, some Form 7230-4 entries do not require an MOR as addressed in paragraph 4-6-5h.

Where currently in use, facilities and/or TMUs may continue to use the NTML to complete an automated version of the FAA Form 7230-4.

If an automated method is not available to complete FAA form 7230-4, the facility and or traffic management unit must manually complete the form. An example of the Daily Record of Facility Operation follows this section. (See FIG 4-6-1.)

The use of FAA Form 7230-4 for individual position assignments is authorized only for the STMCIC, OSIC, OMIC, TMC, TMCIC, and CIC positions, and positions at the ATCSCC.

Except as provided in paragraph 4-6-4, use of a computer printout or ink is mandatory. Signatures or handwritten initials must be in either blue or black ink. Handwritten entries must be printed, rather than in script. Remarks section entries must be single-spaced.

Make all time entries in UTC, except that in the section titled “Personnel Log,” local time must be used for time and attendance purposes.

Complete the information required at the top of each form.

Make an appropriate notation under “Operating Position” to indicate the extent of the operation described on each form; e.g., “AM,” “All,” “Sector D3,” etc.

The first entry in the REMARKS section of each day's form must indicate the employee responsible for the watch and must be used to show carry-over items. Items to be carried over from the preceding “Daily Record of Facility Operation” are those which will affect the current day's Daily Record (e.g., equipment outages, runway or airspace status, or coordinated routes/procedures). The last entry on each day's form must indicate the close of business (COB), consider midnight local time or facility closing time, if earlier, as the close of the day's business.

Employees must sign on/off as follows:

When a typed or handwritten FAA Form 7230-4 is used, the employee assuming responsibility for the watch must sign on using their operating initials and must sign the certification statement at the bottom of the form.

When an automated FAA Form 7230-4 is used, in lieu of actually signing the form, the employee assuming responsibility for the watch must sign on using their name, for example, “1430 J. SMITH ON.” Entering the name of the employee assuming responsibility for the watch, in lieu of entering operating initials, serves the same purpose as signing the certification statement at the bottom of the actual form. Additionally, the employee responsible for the watch at the time that the form is printed out must sign the certification statement at the bottom of the form, as when the actual FAA Form 7230-4 is used.

When FAA Form 7230-4 is used to indicate position responsibility, record employees initials and exact minute on/off the position.

Establish and post a list of equipment checks required during each watch; e.g., recorder checks, siren check, etc. Make an entry (“WCLC”) on FAA Form 7230-4 when the watch checklist has been completed. Notify the organization responsible for corrective action on equipment malfunctions. Record equipment malfunctions, equipment released for service, notification information and/or course of action taken to correct problem, and return of equipment to service. Facilities may establish local forms and procedures for recording and disseminating equipment malfunction and restoration information. Local forms used for recording this information are considered to be supplements to FAA Form 7230-4 and must be filed with it.

FAA Order 7210.632, Air Traffic Organization Occurrence Reporting, defines situations requiring a MOR. When a MOR is required, include enough detail in the MOR to provide an understanding of the circumstances that initiated the occurrence. Events such as tarmac delays, no-notice ground stops/holding, and accidents are documented on FAA Form 7230-4; no MOR is required for these items. Other reporting and notification requirements related to tarmac delays, no-notice ground stops/holding, and accidents may apply.

En route, terminal and oceanic facilities must use the CEDAR tool to record and disseminate MORs and to document the resolutions of MORs.

Flight service stations may use an automated version of FAA Form 7230-4 or establish local forms and procedures for recording, disseminating, and documenting the resolution of MORs. Local forms used for recording this information are considered supplements to FAA Form 7230-4 and must be filed with it.

Place a large letter “E” in the left hand margin beside entries on equipment malfunctions. The “E” must also be used when equipment is restored to service. The “E” is not required for facilities using local forms if procedures are established in accordance with subparagraph g.

Employees other than the person responsible for the watch who make an entry must initial or enter initials for each of their own entries.

Use additional forms as necessary to complete the reporting of the day's activity.

Make an entry closing out FAA Form 7230-4 at the close of business.

The air traffic manager, or his/her designee, must initial the form after reviewing the entries to ensure that the facility operation is adequately and accurately described.

Air traffic managers must ensure that FAA Form 7230-10, Position Log, or an automated sign on/off procedure is used for position sign on/off. FAA Form 7230-10 must be prepared daily. All logs, including automated ones, must reflect 24 hours or the facility's official operating hours, if less than 24 hours daily.

Position logs must be used as the sole‐source record for on the job training instructor (OJTI) and evaluator time and premium pay. As a supporting document for time and attendance (T&A) purposes, position logs which document on the job training (OJT) time must be retained for one year prior to destruction.

Prepare FAA Form 7230-10 as follows:

Field 1 must contain the facility three‐letter identification code.

Field 2 must contain the facility position/sector identifier that is a maximum of five letters and/or numbers, starting in the first space on the left side of the field. Unused spaces must be left blank.

Field 3 must contain a maximum of two letters to show the position type, as follows:

ARTCCs: Starting on the left side of the field, use position codes as follows:

Terminals: Use two‐letter position codes as follows:

FSSs: Use two‐letter codes, as follows:

Field 4 must contain the date in digit format. All spaces must be used.

Field 5 must contain the UTC time that the employee assumes responsibility for the position or the UTC time that the position is combined with another. For employees receiving OJT instruction or evaluation, field 5 must contain the UTC time that the OJT instruction or evaluation begins.

Field 6 must contain the operating initials of the employee working the position.

Field 7 must contain the UTC time that the employee is relieved of responsibility for the position or the UTC time that the position is decombined. For employees receiving OJT instruction or evaluation, field 7 must contain the UTC time that the OJT instruction or evaluation ends.

Field 8 must contain the appropriate code identified at the bottom of page 1 of the form.

Field 9 must contain the identifier of the position being combined with (per field 2). Field 9 may be left blank if the same entry is appropriate and entered in field 10.

Field 10 must contain the type of position being combined with (per field 3).

If the second page (back‐side) of FAA Form 7230-10 is used, then fields 1, 2, 3 and 4 on that page must also be completed.

When a mistake is made in filling out fields 5, 6, 7, 8, 9, or 10 - if the portion of the line that is incorrect can be legibly corrected, then line out that portion only and write the correct information. If the incorrect portion cannot be legibly corrected, then line out the entire line and write the correct information on the next line.

FLIGHT SERVICE STATION. Use of automated position sign on/off procedures is approved for FSS facilities. Facility managers are responsible for ensuring the accuracy of sign on/off data. Facilities must ensure sign on/off data is forwarded to concerned facilities along with other data required for accident packages. Sign on/off data must be retained for six months, in accordance with FAA Order 1350.14, Records Management. Data can be retained either electronically or on paper. FAA Form 7230-10, Position Log, is only required to be used during those times that the automated procedure is not available.

TERMINAL/EN ROUTE. Use of automated position sign on/off procedures is approved for terminal and en route facilities. The information requirements described in paragraph 4-6-6, FAA Form 7230-10, Position Log, for FAA Form 7230-10 also apply to the automated procedure, except that times on/off the position may be displayed to the second rather than to the minute. Before implementation, facilities must receive Service Area Director of Air Traffic Operations approval and must verify the accuracy of the automated sign on/off procedure by conducting a 30‐day trial period. After verifying the automated procedure's accuracy, an actual FAA Form 7230-10 is only required to be used during those times that the automated procedure is not available.

The supervisor's or timekeeper's observation and subsequent recording of employees' hours worked. When this method is used, leave usage must be documented via OPM (Formerly Standard Form 71),Request for Leave or Approved Absence,or a locally produced form/electronic format documented by facility directive.

Personnel log. A locally produced sign in/out form documented by facility directive, or FAA Form 7230-4.

When employees arrive, they must sign their name and record their time of arrival. When employees leave, they must record their time of departure and initial the form.

The personnel log must contain a statement or certification signed by each shift supervisor affirming the form's accuracy and approving the entries made by personnel while under their supervision. This statement must include the specific period of time for which each supervisor is providing certification.

The personnel log may also be used to document leave usage provided:

The employee records the amount and type of leave used on the day the leave is used.

Since leave use is covered by the Privacy Act, local management must inform all employees that they may use OPM (Formerly Standard Form 71),Request for Leave or Approved Absence instead of indicating their leave use on the log (or any other group format employed). This notification must be in writing, signed by the employee and retained in facility files, or the notification may be included in a facility directive which authorizes the group form.

Facilities may develop forms other than the personnel log to facilitate the documentation of leave and absence, provided:

The form includes, as a minimum, the employee request for leave, and the supervisor's approval/disapproval.

Each form and its use must be contained in a facility directive.

Group forms must allow for the Privacy Act alternative addressed above.

Initialing time and attendance reports may be used to document leave usage where this capability still exists.

Time clocks or other automated timekeeping devices. These devices may be linked to a supporting computer system for purposes of recording.