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managers, thereby compromising the utility of the data. Sound management of the organization’s databases
is fundamental to effective safety management functions (such as trend monitoring, risk assessment,
cost-benefit analyses, and occurrence investigations).
15.10.2 The argument necessary for safety change must be based on the analysis of consolidated and
quality data. The establishment and maintenance of a safety database provide an essential tool for
corporate managers, safety managers and regulatory authorities monitoring system safety issues.
Unfortunately, many databases lack the data quality necessary to provide a reliable basis for adjusting
safety priorities, evaluating the effectiveness of risk mitigation measures and initiating safety-related
research. An understanding of data, databases and the use of appropriate tools is required to reach timely
and valid decisions.
15.10.3 Increasingly, computer software is being used to facilitate the recording, storage, analysis and
presentation of safety information. It is now possible to easily conduct sophisticated analysis on information
in the databases. A wide range of relatively inexpensive electronic databases, capable of supporting the
organization’s data management requirements, are commercially available for desktop computers. These
stand-alone systems have the advantage of not using the organization’s main computer system, thus
improving the security of the data.
ICAO recommendations
15.10.4 Annex 13 recommends that States establish an accident and incident database to facilitate the
effective analysis of safety information, including that from its incident reporting systems. The database
systems should use standardized formats to facilitate data exchange.
ICAO Accident/Incident Data Reporting (ADREP) system
15.10.5 To assist States to obtain safety data, ICAO maintains the ADREP system. ADREP is a
database of information on aircraft accidents and serious incidents worldwide.
Chapter 15. Practical Considerations for Operating a Safety Management System 15-17
15.10.6 The ADREP system uses the ECCAIRS2 software. This database programme is available to
States wishing to establish their own databases in support of safety management. The ADREP system
provides States with:
a) a significant database of international accident and incident experience for safety analysis and
research;
b) an internationally developed system for coding safety data to facilitate the exchange of safety data;
and
c) an analytical service in response to specific safety requests from States.
Information system needs
15.10.7 Depending on the size of their organizations, users require a system with a range of
capabilities and outputs to manage their safety data. In general, users require:
a) a system with the capability of transforming large amounts of safety data into useful information that
supports decision-making;
b) a system that will reduce workload for managers and safety personnel;
c) an automated system that is customizable to their own culture; and
d) a system that can operate at relatively low cost.
Understanding databases
15.10.8 To take advantage of the potential benefits of safety databases, a basic understanding of their
operation is required.
What is a database?
15.10.9 Any information that has been grouped together in an organized manner can be considered a
database. Paper records can be maintained in a simple filing system (i.e. a manual “database”), but such a
system will suffice only for the smallest of operations. Storage, recording, recall and retrieval of data are
cumbersome tasks. Safety data of whatever origin should preferably be stored in an electronic database that
facilitates the retrieval of this information in a variety of formats.
15.10.10 The capability to manipulate, analyse and retrieve information in a variety of ways is known
as database management. Most database management software packages incorporate the following
organizational elements for defining a database:
a) Record: A grouping of information items that go together as a unit (such as all data concerning one
occurrence);
2. The European Co-ordination Centre for Aviation Incident Reporting Systems (ECCAIRS) is described in Chapter 7.
15-18 Safety Management Manual (SMM)
b) Field: Each separate information item in a Record (such as the date or location of an occurrence);
and
c) File: A group of Records having the same structure and an interrelationship (such as all engine-related
occurrences for a specific year).
15.10.11 Databases are considered to be “structured” when each data field has a fixed length and its
format type is clearly defined by a number, date, “yes/no” answer, character or text. Often only a fixed
　
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