SmartDocs
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Your all-in-one solution for digitizing aircraft maintenance records. Keep all your documents in one place with our easy-to-use, digital, and
secure SmartDocs solution.
The challenge of document management in the MRO industry
In the lifecycle of a commercial aircraft, hundreds of thousands of maintenance documents accumulate, ranging from routine service logs to complex compliance records. In an aviation industry under constant pressure for efficiency, manually handling these documents is not just time-consuming but a significant competitive disadvantage. Many industry players struggle with outdated, paper-based processes that slow down operations, increase costs, and pose compliance risks. Digitalization is no longer optional—it’s essential for maintaining a competitive edge in modern aircraft maintenance.
Logistics & transport
Handling aircraft records is a mostly paper-based process. If the owner or operator of the aircraft changes, these pallets are usually shipped around the
world. The completeness of the documentation is also dependent on the owner’s diligence.
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Validation
Several parts of an aircraft are very valuable, as they need to be traced seamlessly back to their manufacture (back-to-birth). These parts usually
include engines and landing gears. If there is a missing record in this part’s lifecycle, there is a financial incentive to
forge documents.
Workload
Paper documentation leads to high workloads for manual labor. Experts must identify relevant documents, and
employees need to go through the documentation. This process takes a long time, causes delays, and incurs
costs.
Digital creation
Producing more and more paper when MRO tasks are performed, or new parts
are manufactured feeds into the same problems.
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SmartDocs – bridging the gap to a digital MRO future
SmartDocs seamlessly bridges the gap between traditional paper-based maintenance records and a fully digital workflow. It not only digitizes existing documents but also intelligently extracts and structures their data, making critical information instantly accessible. This enables MRO teams to move beyond static scans—transforming extracted data into actionable insights and facilitating the creation of new, fully digital documents.
The SmartDocs process
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We offer global scanning services wherever your documentation is based. Once the documents are scanned, they are stored in a secure database, and you will be able to access them via API or Web UI. Transferring ownership to another entity is as easy as providing a link.
After scanning, the information on the documents will be digitized as well. We use state-of-the-art CV (computer vision) and OCR (optical character recognition) to process the documents. Once processed, the documents are categorized, metadata is extracted and interlinks are created.
The connection between documents can then be used to validate the documentation status, show life-cycle analyses or validate information on the documents. Gaps in the documentation timeline are automatically detected and displayed. Statistical validation can give indications of tampering or fraudulent records.
Authorized personnel can create digital versions of their documentation. These are automatically interlinked with other related documentation. Digital signatures offer a compliant way to verify a user’s identity and capabilities.
Use case: aircraft teardowns
Dismantling an aircraft after 20 years of service comes with more than just mechanical challenges—it also means handling hundreds of thousands of MRO documents accumulated over its lifetime. From maintenance logs to part histories, managing this vast paper trail manually is inefficient and costly. A digital solution is essential to process, structure, and make sense of these records efficiently, ensuring seamless documentation management and maximizing the aircraft’s residual value.
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