AI Revolutionises Aircraft Record Management for Enhanced Efficiency

The Project

Managing aircraft records - such as maintenance logs, flight data, and compliance certificates - is critical during the leasing process, especially when aircrafts are transitioning between airlines. These records provide a complete history of the aircraft, but for lessors, handling vast volumes of paperwork manually often leads to errors and delays due to a lack of standardization and automation. Our client wanted to avoid possible mistakes, so we started working on a solution.

The Challenge

The client faced significant obstacles in managing aircraft records effectively:

• Manual Processes: Extensive reliance on handwritten documentation caused delays and increased the likelihood of errors.
• Lack of Standardization: Non-standardized formats across documents created inconsistencies and inefficiencies.
• Limited Searchability: Unstructured data made retrieving and organizing critical information time-consuming and labor-intensive.
• Error Prone: High volumes of records with diverse layouts and languages amplified the risk of mistakes, impacting compliance and decision-making.

The goal was clear: to streamline the documentation process, enhance data accuracy, and improve the speed and reliability of aircraft transitions.

The Solution

To boost efficiency and cut unplanned costs, we advised implementing innovative technologies such as AI.

The first step was digitalizing paper documents, standardizing the import process, and centralizing data in a document management system. Once scanned and uploaded, the documents were stored in the cloud blob storage, and data extraction began using OCR engine and document indexing to make the files readable and easily searchable. 

With the data indexed and ready, CREATEQ engineers created and implemented an AI solution to classify the documents according to industry standards. This automation eliminated manual work, making classification faster, more accurate, and fully automated - delivering the reliability our client needed. 

CREATEQ Approach to AI Implementation 

The classification process involves significant human effort and error risk, so AI automation is used for document structuring and labelling, separating status reports, and ensuring completeness through automated linking. Traditional methods struggle with diverse languages and layouts, so we developed ML models for page-level categorization, metadata extraction, and document linking. Quality control is maintained through post-processing, with regular reliability checks and what-if analysis to improve accuracy.

As the final output of AI classification and document linking, aircraft records are structured, standardized and ready for export to delivery bible. 

The Results

The project delivered transformative outcomes:

• Drastically Reduced Transition Time: Aircraft transition time decreased from 6 to 8 weeks to just 2–3 days.
• Cost Savings: Eliminated unplanned costs associated with manual errors and delays.
• Improved Data Accuracy: Standardized records reduced errors and improved compliance with regulatory requirements.
• Enhanced Efficiency: Fully digitalized documents enabled faster manipulation, text extraction, and indexing for seamless record management.

This AI-powered transformation not only streamlined operations, but also set a new benchmark for efficiency and reliability in the aviation industry, proving the value of innovative technologies in addressing complex operational challenges.