President Obama signed Public Law 111-216, Section 203, United States Code 44703(i), on August 1, 2010. This Act significantly changed several areas of Title 49, United States Code of Federal Regulations (CFR). Section 203 of the Act requires the creation of a database to provide immediate electronic access for airlines to a prospective pilot’s qualifications, training, certification and enforcement history for a hiring decision.
United States Code 44703(i) mandates the FAA to establish a Pilot Records Database for an air carrier to view pilot data as part of the pilot hiring process. The database is required to provide pilot certificates, ratings and limitations, medical certificate information, failed attempts to pass a practical test, accidents and incidences from the FAA, employment history from air carriers, and the date of request for motor vehicle driving records from the National Driver Register.
The FAA maintains the database for hiring purposes only. The FAA issues proposed regulations and final requirements to protect and secure the personal privacy of any individual.
For the purpose of using the Pilot Records Database (PRD) application, “air carrier” is used generically and refers to CFR 121, 125, 135 and 91K Air Carrier and Operators; and includes “Non-certificated Operators” such as CFR 91 Sightseeing Flights (SSR) and CFR 91 Executive Corporate Operators (ECO). The term “Proxy” refers to an organization or individual who is assigned access rights on behalf of an Air Carrier. “Pilot” is defined as a pilot who has the duty position of pilot-in-command or second-in-command. Any reference to “External” or “PRD External” is used interchangeable with the term “PRD Airman Records” portal and references to “PRD Air Carrier External” refers to the “Air Carrier” portal.
The PRD application is based on a service-oriented architecture (SOA) and consists of two separate applications: the PRD Airman Records portal and the PRD Air Carrier application. The PRD Airman Records portal is used by pilots and by Authorized Consumers, the Air Carrier portal is used by air carriers or proxies for registration and for user management.
PRD is role-based: a user must register and be approved for a role prior to accessing either the PRD Airman Records portal or the Air Carrier portal. An air carrier must have an approved Authorized Responsible Person role prior to registering any other roles. The Authorized Responsible Person is approved by the FAA PRD Administrator. Once the Authorized Responsible Person is approved, the Authorized Responsible Person is automatically assigned two roles, the Responsible Person and Consumer roles. If the carrier is large, they may wish to assign an optional role, User Manager, to manage the organization users’ access to PRD. A Proxy is a third-party who access PRD on behalf of an air carrier, a Proxy cannot register unless they are associated with an air carrier who has an active Responsible Person. The Pilot and Consumer roles access the PRD Airman Records portal using the PRD Airman Records portal from the FAA page. The Responsible Person and User Manager roles access the PRD Air Carrier application using the Air Carrier portal. If you need an additional role, refer to the appropriate user guide.
FAA Records
The FAA maintains records in the PRD External application for hiring purposes only. The FAA issues proposed regulations and final requirements to protect and secure the personal privacy of any individual. The following FAA information is collected:
Drug and alcohol records limited to on or after August 1, 2005.
Air Carrier and Other Records
The following information will be collected from any air carrier or other person (except a branch of the Armed Forces, the National Guard, or a reserve component of the Armed Forces) that has employed an individual as a pilot of a civil or public aircraft, or from the trustee in bankruptcy for the air carrier or person. In the future, air carrier records will be required to be provided beginning on or after August 1, 2005 for 121, 125, 135 and 91K but are currently not included in the PRD. The Air Carrier is responsible for contacting the pilot’s previous employers for employment records, PRD will generate the Release to Consent letter to obtain this information based on employer information provided by the pilot.
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Air Carrier Data Note |
Air carrier records are required since August 1, 2005 for 121, 125, 135 and 91K. |
- Section 91.1051 of Title 14, Code of Federal Regulations;
- Section 121.683 of such title;
- The Act requires records maintained pursuant to §§ 121.111(a) and 121.219(a) to be included in the database1;
- Section 125.401 of such title;
- Section 135.63(a)(4) of such title; and
- Training, qualifications, proficiency, or professional competence of the individual, including comments and evaluations made by a check airman designated in accordance with section 121.411, 125.295 or 135.337 of such title;
- Disciplinary action taken with respect to the individual that was not subsequently overturned; and
- Release from employment or resignation, termination, or disqualification with respect to employment.
Drug and alcohol records limited to on or after August 1, 2005.
National Driver Register Records
In accordance with Section 30305(b)(8) of Title 49, from the Chief Driver Licensing Official of a state, information concerning the motor vehicle driving record of the individual is collected.
The PRD is a web-based application. The PRD screens are web pages that are displayed within an Internet browser on a PC workstation (Microsoft Internet Explorer 9.0 or a compatible web browser). The PRD provides the following functions for Pilot users:
The PRD External Application is intended to be used by Pilot, Air Carrier Authorized Consumers, Proxy Authorized Consumers and Trustee Authorized Consumers. This help system describes use of the PRD Airman Records portal by a pilot. The use of the terms “you” and “your” refer exclusively to this role. A different help system describes the use of this application by Air Carrier Authorized Consumers, Proxy Authorized Consumers and Trustee Authorized Consumers and is available to these users when they log in with either of these roles.
The PRD Airman Records portal allows a pilot to access an PRD Airman Record (PAR) when applying for employment as an ATP or Commercial pilot. The PAR is a static file; the data is “frozen” as of the moment of consent and will not include any data after the consent has been granted. The same static file is viewed by the pilot and the air carrier. Consent, once granted by the pilot, is valid for a specific period of time that the pilot selected and will expire, or a pilot may revoke consent to an air carrier at any time. The air carrier to which consent is granted may view the PAR as many times as necessary within the consent period. The PAR may be viewed by the Air Carrier either online or downloaded as a file. The pilot may revoke consent, but if the file is downloaded by the air carrier, proxy or trustee, that file remains with the organization and cannot be removed or retrieved.
The pilot uses the PRD Airman Records portal to:
Log onto PRD Airman Records portal.
Search and view their correction requests, including missing data requests.
View an employer’s response to their correction and missing data requests and dispute a “denied” decision, which is then noted on the record in the PRD system as well as on the PRD Airman Record (PAR).
View their Air Carrier data, if any 121, 125, 135 and 91K records are available.
View their FAA CAIS data.
View their EIS data, if there are any closed or pending enforcements.
View their AIDS data, if any; limited to accidents and incidents occurring on or after August 1, 2010.
View and enter their employers for the last five years.
Search, view and print reports based on their logs.
View a history of any notifications received.
Grant or revoke consent for one or more air carriers to view their PAR when being considered for employment by the air carrier, view active consents and consent history.
Submit requests for correction and missing data to their employers, and dispute denied decisions for their correction and missing data requests.
View and update their user profile.
The PRD Airman Records portal allows the Pilot and Consumer users to view records in two ways, online or in a downloadable format. One requirement of the PRD Airman Records portal is that the pilot and air carrier see the same record when viewing a PAR. The PAR includes FAA data, which encompasses the pilot certificates and certificate details, enforcement actions, disapprovals, and accidents and incidents. In addition, the PAR includes Air Carrier employment records, which includes employers for the last five years, training, drug and alcohol, and disciplinary actions. Consent for Release letters are automatically generated based on the employer history provided, and will be found before the PAR data.
If the pilot's PAR has been suppressed due to a court order, they will not be able to log into the PRD application to grant consent to Air Carriers to view their data. If suppression has been implemented through the PRD, a message will display instructing the pilot to perform a manual PRIA request to obtain their pilot records. As long as suppression is in effect, an Air Carriers will not be able to view the pilot's data through the electronic PRD application.
See:
Authorized Use Permission, PRD Use and FAA Policy
The system security is compliant with security requirements of the FAA, as well as with the Office of Aviation Safety (AVS) established security programs including FAA Order 1370.82, Information System Security Program (dated June 9, 2000) or as amended; FAA Order 1370.83, Internet Access Points (dated February 8, 2001) or as amended; and FAA Order 1370.86, AVS Information System Security Program (dated March 1, 2001) or as amended. The system complies with NIST Special Publication 800-53, Revision 3; dated August 2009, to protect the system from unauthorized access, use, disclosure, disruption, modification and destruction of information, and to enforce role-based security.
The PRD Airman Records portal displays a Security System Use Notice before granting system access to authorized users. You will be unable to access PRD if you do not agree to the System Use Notice.
Privacy Act (PA) Considerations for the PRD
System data containing information designated as being covered by the Privacy Act of 1974, as amended and 49 U.S. Code (U.S.C), Section 40123, Protection of Voluntarily Submitted Information, as implemented in Federal Acquisition Regulation (FAR) 193 is protected.
The PRD provides secure recording and access of the pilot’s certificates, ratings and medical information, notices of disapproval, other flight proficiency tests, Air Carrier employment information, and a request date for state motor vehicle driving records.
Personally Identifiable Information (PII) is considered Sensitive Unclassified Information (SUI) that we must protect from uncontrolled release to persons outside the FAA and indiscriminate dissemination within the FAA in any form including print, electronic, visual, or aural form. For Official Use Only (FOUO) information is the primary designation given to SUI by the Department of Transportation (DOT) and FAA. It consists of information that could adversely affect the national interest, the conduct of Federal programs, or the privacy of individuals if released to unauthorized individuals.
When applicable, all FOUO documents (generated reports containing PII) must be marked with “For Official User Only” and “Public availability to be determined under 5 U.S.C 552” at the top and bottom of the: Front cover, First page and Outside back cover. If the document has multiple pages, each page containing FOUO information must be marked with “For Official User Only” at the bottom of the page.
System Requirements for the PRD
The PRD application is a web-based application that displays within an internet browser on your PC workstation. The system supports Microsoft Edge and Google Chrome browsers.
After 15 minutes of inactivity during the current session, the system displays a message indicating that the session will time out in two minutes (120 seconds). Clicking the OK button reinitializes your working session. Otherwise, you are logged out of the Pilot Records Database system and the My Access Sign Out page displays.