In the aerospace industry, safety, reliability, and quality are non-negotiable. Manufacturers, suppliers, and service providers must demonstrate their ability to meet stringent customer and regulatory requirements. One of the most effective frameworks to achieve this is AS 9100, the internationally recognized quality management system (QMS) standard designed specifically for aerospace organizations. A critical aspect of this standard is the emphasis on documented information. Without proper documentation, an organization cannot prove compliance, consistency, or continual improvement—all of which are essential for AS 9100 certifications.

This article explores the role of documented information in AS 9100, why it matters, the types of documents required, and how organizations can manage them effectively to achieve certification.

What is Documented Information in AS 9100?

The term "documented information" in AS 9100 is broader than just manuals or records. It refers to any information that must be controlled and maintained by the organization and the medium on which it is contained. This includes policies, procedures, manuals, work instructions, process maps, forms, records, and digital data.

In simple terms, documented information ensures that processes are standardized, traceable, and auditable. Without it, auditors and stakeholders cannot verify whether the organization meets AS 9100 requirements.

Why AS 9100 Documents are Essential for Certification

1. Proof of Compliance
   Certification bodies and auditors rely on AS 9100 Documentation Toolkit to verify compliance. For example, calibration records demonstrate that measuring equipment is accurate and reliable.
2. Consistency and Standardization
   The aerospace industry involves complex and highly technical processes. Documented procedures and work instructions help employees perform tasks consistently, reducing the risk of error.
3. Traceability and Accountability
   AS 9100 requires strict traceability of materials and components. Well-maintained documents make it possible to track the source of issues and assign responsibility for corrective action.
4. Risk Management
   Risk-based thinking is central to AS 9100. Documented risk assessments and mitigation plans ensure that organizations anticipate problems before they occur.
5. Continual Improvement
   AS 9100 Documents provide historical data that organizations can use to identify trends, correct nonconformities, and improve processes over time.

Types of Documented Information in AS 9100

An organization seeking AS 9100 certifications must prepare, maintain, and control a wide variety of documented information. Some key categories include:

1. Quality Manual (Optional but Common)
   While AS 9100 no longer mandates a quality manual, most organizations still create one to summarize their QMS structure and demonstrate commitment to compliance.
2. Documented Policies and Objectives
• Quality policy
• Quality objectives aligned with strategic direction
  These guide the organization and provide measurable targets.
3. Documented Procedures and Processes
• Document control procedure
• Internal audit procedure
• Corrective and preventive action procedure
• Supplier evaluation and approval process
  These ensure operations are carried out in a consistent and controlled manner.
4. Records of Compliance
• Training records
• Equipment calibration records
• Inspection and testing reports
• Management review minutes
  These serve as proof that activities were performed and requirements were met.
5. Work Instructions and Forms
   Detailed step-by-step instructions help employees perform specific tasks, while forms capture data to maintain records.

Best Practices for Managing Documented Information

Simply creating documents is not enough. Organizations must establish effective systems for controlling, updating, and protecting documented information. Here are some best practices:

1. Document Control System
   Implement a centralized system (digital or manual) that manages document versions, approvals, and access permissions. This prevents outdated or unauthorized use.
2. Version Control and Review
   All documents must show revision status, date, and approver details. Regular reviews ensure that information stays relevant and compliant with AS 9100.
3. Accessibility and Training
   Employees must have easy access to documents relevant to their roles. Training ensures they understand how to use procedures and work instructions.
4. Retention and Disposal
   AS 9100 requires records to be retained for specified periods, depending on customer or regulatory requirements. A clear retention policy avoids premature disposal and ensures compliance.
5. Digitalization and Automation
   Many aerospace organizations are moving towards electronic document management systems (EDMS) to streamline control, improve accessibility, and reduce human errors.

The Role of Documentation in the Certification Process

During AS 9100 certification audits, documented information becomes the backbone of the evaluation process. Auditors typically:

• Review policies and procedures to confirm compliance with AS 9100 requirements.
• Examine records to ensure processes are being followed as documented.
• Verify that corrective actions are recorded, implemented, and effective.
• Ensure that controlled documents are accessible and up to date.

Without sufficient and accurate documentation, even a well-functioning system may fail certification because there is no evidence of compliance.

Conclusion

The aerospace industry demands precision, safety, and reliability, and AS 9100 provides the framework to achieve these goals. At the heart of AS 9100 lies documented information, which serves as the foundation for consistency, traceability, accountability, and continual improvement. From policies and procedures to training records and risk assessments, documentation is not just paperwork—it is proof that an organization can be trusted to deliver quality and safety in every product and service.