Documentation Control Procedure

4.8.5.1.3Risk Description and Evaluation

The following procedure is used to determine which actions should be taken and the level of responsibilities required depending on risk level:

Unacceptable Risk Level (the red zone of the RADEC form described in Appendix 3): risk is too high to continue operating.

Action required: Prohibit/suspend the operation. Operation may be resumed only when risk level is returned to tolerable or acceptable.

Action required: Introduce appropriate mitigation measures.

• 
  For the risk evaluation validation: The assumptions made for the determination of the risk level and its tolerability are to be validated by the Safety Manager.
  
• 
  For the authorization of operations: Management who have the authority to authorize operations at this level of risk: the Accountable Manager.
  

Acceptable Risk Level (the green zone of the RADEC form described in Appendix 3): risk is tolerable and can be accepted for the operation.

Action required: Monitor. Risk is considered sufficiently controlled and no additional risk mitigation measures are require. Actions however may still be taken to further reduce the risk level if feasible and reasonable. Additionally, any assumptions used to make an assessment must be monitored to ensure they remain valid.

4.8.5.2Identification of Additional Controls

(Additional) risk control measures are selected based on the following priorities:

1. 
   Eliminate the consequences of the hazard;
   
2. 
   Reduce the likelihood of occurrence;
   
3. 
   Reduce the severity.
   

Within the flight department all personnel can contribute to the definition of risk control measures anywhere they observe potential dangers or with their use of equipment.

4.8.5.3Final Safety Risk Level Evaluation

Existing risk controls should be improved or new risk controls should be deliberated until the evaluated risk is determined to be acceptable.

The effects of new controls for risk justification are judged on the basis of:

• Functionality: Does the measure influence the ability to perform the activity?

• Strength: Will the measure be effective in different conditions and over time?

• Possible side effects, such as the introduction of new hazards or of new hazard consequences or the transfer of risks (‘substitution risks’).

4.8.5.4Implementation of Risk Controls

Implementation of the risk control measures may, depending on the nature of these measures, give rise to an implementation plan which will identify: who is in charge, the resources needed, the deadline, and the stages of implementation. The implementation plan is periodically reviewed until completion or revision. Risk controls are managed through use of the RADEC.

4.8.5.5Evaluation of Risk Control Efficacy

The final steps consists of checking the efficacy of the safety risk control measures implemented. This aspect is addressed in the section Safety Performance Monitoring and Measurement.

4.8.6Occurrence Reporting and Internal Safety Investigations

The company reports to the LBA all occurrences defined in AMC 20-8

The Company also reports volcanic ash clouds encountered during flight.

4.8.6.1Occurrence Reporting Scheme

The objectives of the occurrence reporting scheme are to:

• 
  Enable an assessment of the safety implications for each incident or accident, including previous occurrences of a similar nature so that any necessary action can be initiated; and
  
• 
  Ensure that knowledge of relevant incidents and accidents are effectively distributed, so that others may learn from these.
  

4.8.7Emergency Response Planning

The Safety Manager coordinates and maintains an Emergency Response Plan which ensures orderly and efficient transition from normal to emergency operations as well as the subsequent return to normal operations.

4.8.8The Management of Change

The flight department manages safety risks related to a change. The management of change is a documentation process which identifies external or internal changes that may have an adverse effect on safety. It makes use of existing hazard identification, risk assessment, description, evaluation and control processes, using the RADEC form.

Changes include organizational changes with regard to safety responsibilities.

The following is an example of possible changes that should be considered:

• 
  New regulations,
  
• 
  Managerial reorganization,
  
• 
  Relocation,
  
• 
  Outsourcing,
  
• 
  Mergers,
  
• 
  Change of market structure, development of new markets, etc.,
  
• 
  Change in economic and financial pressure,
  
• 
  New operations and/or missions,
  
• 
  New aircraft type or variant,
  
• 
  New maintenance procedures, equipment or tools,
  
• 
  Hiring new personnel,
  
• 
  New training provider or other type of contractor,
  
• 
  Proactive evaluation of individual performance to verify the fulfilment of their safety responsibilities; and
  
• 
  Reactive evaluations in order to verify the effectiveness of the system for control and mitigation of risk.
  

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