The HR records every one of aerospace and defence component makers should keep, and who keeps them

A customer auditor picks a traveller at random. Operation forty carries stamp number seven. 'Who held stamp seven on that date, and where is the record that they were trained for this operation?' The quality head finds the stamp register. HR finds the personal file. Neither holds the training sign-off, which is in a supervisor's notebook that left with the supervisor.

In aerospace and defence supply, people records are part of product traceability. This guide lists the records worth keeping, who should keep each one and how often they change. Background sits in our people overview for aero-component shops.

• Application, identity and address documents collected at joining, kept by HR.
• Appointment letter and the role sheet for the grade the person joins at, kept by HR.
• Signed acknowledgement on handling controlled drawings, photographs and copies, kept by HR with a copy to the document controller.
• Induction record showing what was covered, by whom and on which date, kept by HR.
• Emergency contact and any agreed adjustments, kept by HR.

These are the records customers ask about most, and the ones small units keep worst. They must prove both the training and the permission it earned, dated.

• Skill matrix by cell: who can run which operation unaided, under watch or not at all. Kept by the cell lead, copied to HR monthly.
• Training sign-offs: each completed module or ladder rung, with trainer and date. Kept by HR, signed by the trainer.
• Stamp register: stamp number, holder, operations covered, issue date, withdrawal date. Kept by quality.
• Inspection authorisations: who may release first-off, final inspection or rework records. Kept by quality with HR holding the supporting training record.
• Eyesight or other checks a customer asks for: for inspectors and solderers where required, with dates. Kept by HR.
• Gauge and instrument training: who was shown how to use and record a given instrument. Kept by quality.

• Drawing and vault access by person, approved by the document controller, with dates granted and removed.
• Badge and area access, kept by administration or security.
• Programme folder rights for CAM and CNC staff, kept by IT with the document controller's approval.

• Attendance, shifts, overtime and leave, kept by HR or the timekeeper.
• Issue of protective equipment such as eyewear, gloves and fume masks, kept by the safety officer or stores.
• Near-miss and incident reports, kept by the safety officer.
• Reviews, grade changes and pay changes, kept by HR.
• Warnings and disciplinary notes, kept by HR with restricted access.

The core file is common to the whole sector. Each trade then adds a few records of its own, and auditors from that trade expect to see them.

• CNC machining: a programme author log showing who wrote, proved and last edited each programme, plus probing and tool-setter training.
• Avionics: ESD handling training, wrist-strap and mat check sign-offs, and near-vision test dates for microscope inspectors where a buyer asks.
• Fabrication: welder test coupon results by process, material and thickness, with retest dates, and fume-mask fit records.
• Tooling: apprentice ladder progress and the fitting diary kept by a master's successor.
• Drone components: battery charging and storage training for every technician who handles lithium packs.
• Defence work: visitor and escort logs, and the drawing-handling acknowledgement renewed when someone moves to another customer's programme.

An exit in this sector must close every door the joining opened. Each owner signs their own line on the exit checklist. Quality confirms the stamp is withdrawn and the register dated. The document controller confirms vault access is gone and paper prints are collected. Stores signs for tools, gauges and the badge. The cell lead records which programmes and fixtures were handed over, and to whom. Our handover note and exit checklist is a starting point you can adapt.

Personal and joining file: HR. Updated at joining and on any change.
Role sheet and grade: HR with the cell lead. Updated at each grade change.
Drawing handling acknowledgement: HR, copy to document controller. Signed at induction.
Skill matrix: cell lead, copy to HR. Updated monthly.
Training sign-offs: HR, signed by trainer. Added when each module or rung is passed.
Stamp register: quality. Changed on the very day a stamp moves.
Inspection authorisations: quality, supported by HR training record. Reviewed quarterly.
Drawing and vault access: document controller and IT. Checked twice a year.
Attendance, overtime and leave: HR or timekeeper. Daily.
Protective equipment issue: safety officer or stores. At each issue.
Incidents and near misses: safety officer. As they occur.
Exit checklist: HR, signed by each item's owner. Closed before the leaver's final shift ends.

Records go wrong when one list changes and another does not. Picture a fresh stamp in the register that never reaches the role sheet. A person moves cells and keeps drawing access to the old customer's folder. Adopt one rule. HR logs every change to role, stamp or access on a change sheet. Each list owner then confirms the update inside seven days.

The drone parts records page shows how a fast-changing unit keeps this up. For the fields every personal record should hold, see our employee master data field list. Our records-and-owners design service sets up the owners, lists and change routine for you.