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choice of values is available to the user. These values are stored in reference files, often referred to as base
tables or list value tables, for example, a selection of aircraft make and model from a predetermined list. In
order to facilitate quantitative analysis and systematic searches, free-form text entry in structured databases
is minimized by confining it to a fixed field length. Often such information is categorized by a system of
keywords.
15.10.12 Databases are considered to be “text-based” when information holdings are primarily written
documents (for example, accident and incident summaries or written correspondence). The data are
indexed and stored in free-form text fields. Some databases contain large amounts of text and structured
data; however, modern databases are much more than electronic filing cabinets.
Database limitations
15.10.13 There are limitations to be considered when developing, maintaining or using databases.
Some of the limitations relate directly to the database system, while others relate to the usage of the data. If
unsupportable conclusions and decisions are to be avoided, database users should understand these
limitations. Database users should also know the purpose for which the database was assembled, and the
credibility of the information entered by the organization which created and maintains it.
Database integrity
15.10.14 Safety databases are a strategic element of an organization’s SMS. The data are vulnerable
to corruption from many sources, and care must be taken to preserve the integrity of the data. Many
employees may have access to the database for inputting data. Others will require access to the data for the
performance of their safety duties. Access from multiple sites of a networked system can increase the
vulnerability of the database.
15.10.15 The utility of a database will be compromised by inadequate attention to maintaining the
data. Missing data, delays in inputting current data, inaccurate data entry, etc. corrupt the database. Even
the application of the best analytical tools cannot compensate for bad data.
Database management
Protection of safety data
15.10.16 Given the potential for misuse of safety data that has been compiled strictly for the purpose
of advancing aviation safety, database management must begin with protection of the data. Database
managers must balance the need for data protection with that of making data accessible to those who can
advance aviation safety. Protection considerations include:
a) adequacy of “access to information” laws vis-à-vis safety management requirements;
b) organization policies on the protection of safety data;
Chapter 15. Practical Considerations for Operating a Safety Management System 15-19
c) de-identification, by removing all details that might lead a third party to infer the identity of individuals
(for example, flight numbers, dates/times, locations and aircraft type);
d) security of information systems, data storage and communication networks;
e) limiting access to databases to those with a “need to know”; and
f) prohibitions on unauthorized use of data.
Safety database capabilities
15.10.17 The functional properties and attributes of different database management systems vary, and
each should be considered before deciding on the most suitable system for an operator’s needs. Experience
has shown that air safety-related incidents are best recorded and tracked using a PC-based database. The
number of features available depends on the type of system selected. Basic features should enable the user
to perform such tasks as:
a) log safety events under various categories;
b) link events to related documents (e.g. reports and photographs);
c) monitor trends;
d) compile analyses, charts and reports;
e) check historical records;
f) share data with other organizations;
g) monitor event investigations; and
h) flag overdue action responses.
Database selection considerations
15.10.18 The selection of commercially available database systems will depend upon the user’s
expectations, the data required, the computer operating system and the complexity of the queries to be
handled. A variety of programmes with differing capabilities and skill demands is available. The choice of
which type to use requires a balance of the considerations listed below:
a) User-friendliness. The system should be intuitively easy to use. Some programmes provide a wide
range of features but require significant training. Unfortunately, there are often trade-offs between
the user-friendliness and search power; the more user-friendly the tool, the less likely it will be able
to handle complex queries.
　
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