Operational compliance

Compliance is a controlled process, not a one-time certificate. Assign an owner to each control and retain evidence proportional to mission risk.

Control cycle

1. Inventory: pilots, aircraft, batteries, RID equipment, payloads, waivers, authorizations, manuals and software configurations.
2. Qualify: certificate/recency, practical release, aircraft eligibility and mission-specific training.
3. Plan: current airspace, restrictions, weather, people/vehicles, property, privacy, site and client constraints.
4. Authorize: retain issued LAANC/manual authorization and waiver provisions.
5. Execute: checklist, briefing, continuous monitoring and conservative abort.
6. Record: flight/configuration/battery/anomaly and approval evidence.
7. Assure: periodic audit, defect trends, corrective action and change review.

Minimum controlled records

Record	Owner	Trigger	Review
Pilot certificate and recency evidence	Pilot/program manager	Assignment and recurrent completion	Before roster release; monthly expiry scan
Aircraft registration/marking/RID reconciliation	Fleet manager	Add/change/renew equipment	Before release; quarterly
Practical proficiency release	Chief pilot/evaluator	New pilot/aircraft/domain; inactivity/incident	Per syllabus limits
Mission packet	Remote PIC	Every operation	Preflight and postflight
Waiver/authorization provision matrix	Compliance owner	Issue/amendment/mission	Every applicable flight
Maintenance/configuration/battery log	Fleet manager	Inspection/change/anomaly/cycle	Before flight and trend review
Incident/reportability analysis	Remote PIC/safety owner	Accident, injury, damage, flyaway, serious deviation	Immediately; deadline tracking
Corrective action	Safety owner	Audit/incident/defect	Until verified closed

Waiver provision matrix

For each provision record: exact text, operational control, responsible role, evidence produced before/during/after flight, failure response, and audit result. Brief the applicable provisions; carrying a PDF without implementing it is not compliance.

Incident and reporting decision

1. Protect life and eliminate continuing hazards.
2. Preserve aircraft, batteries, logs, media, configuration, witness and damage evidence.
3. Apply current §107.9 criteria and its 10-day deadline when qualifying.
4. Separately evaluate NTSB notification/reporting, waiver/authorization terms, workplace, hazardous materials, law enforcement, insurance, client and local duties.
5. Record rationale even when the conclusion is “not reportable.”
6. Ground affected equipment until corrective action and return-to-service approval.

FAA §107.9 and NTSB reporting are not interchangeable. Obtain qualified advice when injury severity, substantial aircraft damage, or other aircraft involvement is unclear.

Change management

Trigger review after firmware/app/controller update, replacement prop/motor/battery, payload/guard/light change, repair, RID change, new automation, manufacturer notice, regulatory revision or new mission domain. Record compatibility, changed settings, functional test, documentation update, training impact and release authority.

Quarterly audit sample

• Pilot recency dates recalculate correctly by calendar month.
• Registration and RID serials match a physical sample.
• No grounded asset appears as available.
• Authorization/waiver flights contain every required evidence item.
• Flights reconcile to battery and maintenance records.
• Incidents and anomalies have reportability decisions and corrective closure.
• Source register and manuals have current revision checks.
• Learner history and operational/customer data have appropriate access/retention.

Record sample method, exceptions, corrective owner/due date, verification and closure.