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U.S. Department of Transportation U.S. Department of Transportation Icon United States Department of Transportation United States Department of Transportation

Number 138 - Record Keeping Requirements of Certificated Air Carriers

Tuesday, November 28, 2017

Department of Transportation, Research and Special Programs Administration, Office of Aviation Information Management 
Number 138
Issue Date: 3/2/90
Effective DATE: Immediately
Part: 249

This directive is to remind air carriers holding either section 401 or 418 certificates that they must comply with the regulations contained in 14 CFR Part 249 (copy enclosed) an the preservation of air carrier records.

While the provisions of Part 249 are self-explanatory, we wish to emphasize that carriers must retain for 3 years papers, records or other evidence supporting their submissions of the following recurrent reports:

  • Form 41 - Report of Financial and Operating Statistics for Large Certificated Air Carriers,
  • Form 234 - On-Time- Flight Performance Report,
  • Form 251 - Report of Passengers Denied Confirmed Space,
  • Form 291-A - Statement of Operations and Statistics Summary for Section 418 Operations,
  • Form 298-C - Report of Financial and Operating Statistics for Small Aircraft Operators,
  • Form 2797 - Passenger Origin-Destination Survey Report, and
  • Schedule T-100 - U.S. Air Carrier Traffic and Capacity Data by Nonstop Segment and On-Flight Market.

Carriers that fail to retain the underlying records for these reports are in violation of Part 249 and may be subject to civil penalties under section 902(e) of the Federal Aviation Act of 1958, as amended. Carriers providing mail or essential air service may be required by OUT Order to retain records in support of these services for time periods that are not in accord with the stated record retention provisions in Part 249. In such cases, a carrier is required to retain its records for the longer of the two periods.

If you have a questions on record retention, you may contact Mr. Bernie Stankus on (202) 366-4389.

Robin A. Caldwell
Robin A. Caldwell