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145.A.40 requires the organisation to have available and use the equipment, tools, and material necessary to perform the approved scope of work, including ensuring that tools and equipment are controlled, calibrated, and traceable to standards where required by maintenance data.
What it means in practice
The organisation must ensure that all tools, equipment, and materials specified in the maintenance data are available when needed. This includes standard hand tools, specialised tooling, ground support equipment, and test equipment. Where the maintenance data requires calibrated tools or equipment, the organisation must have a system to track calibration status and recall tools when calibration is due or overdue.
Materials used in maintenance, such as consumables, raw materials, and standard parts, must meet the specifications stated in the maintenance data. The organisation must have procedures to ensure that materials are properly identified, stored, and within their shelf life before use.
Key requirements
All tools and equipment must be controlled and properly maintained. The organisation must keep records of calibrated tools and equipment, including calibration dates, calibration standards used, and the next due date. Tools that are personal property of staff may be used, provided the organisation's procedures include them in the control and calibration system.
Alternative tools or equipment to those recommended by the manufacturer may only be used if they are listed as acceptable alternatives in the approved maintenance data or are accepted by the competent authority. The organisation cannot substitute tools at its own discretion.
Common compliance gaps
Calibration lapses are among the most frequent findings in Part 145 audits. This includes overdue calibrations, missing calibration records, and a failure to quarantine and investigate work performed with out-of-calibration equipment. Organisations also sometimes lack a robust system to ensure personal tools are included in the calibration and control programme.
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