Modernize Your MRO Operations with Vista-Suite Enterprise’s FAA-Compliant Digital Recordkeeping

Executive Summary

Maintenance, Repair, and Overhaul (MRO) organizations and FAA-certified Repair Stations are under increasing pressure to modernize operations while maintaining strict regulatory compliance. Traditional paper-based documentation systems create inefficiencies, increase compliance risk, and hinder operational scalability.

Ambry Hill Technologies’ Vista-Suite Enterprise provides a cloud-based, aviation-specific solution engineered to align with FAA AC 120-78B guidance on Electronic Signatures, Electronic Recordkeeping, and Electronic Manuals. Featuring integrated FAA-compliant digital signature capabilities, structured work order management, and secure audit logging, Vista-Suite enables MROs to transition confidently into a secure digital ecosystem.

This whitepaper outlines the operational challenges facing modern repair stations, details FAA digital recordkeeping requirements, and demonstrates how Vista-Suite Enterprise delivers a compliant, efficient, and scalable Enterprise Resource Planning (ERP) platform purpose-built for aviation.

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Introduction

The aviation maintenance sector is evolving rapidly. Regulatory oversight remains rigorous, while operational complexity continues to grow.

Repair Stations must manage:        

• Work orders and task tracking
• Bills of Materials (BOM)
• Technical manuals and revisions
• Inspection sign-offs
• Labor tracking and worker assignments
• Equipment and tooling control
• Customer billing and charges

Historically, these activities have relied heavily on paper documentation. However, as digital transformation accelerates across the aviation industry, reliance on paper introduces operational bottlenecks and compliance vulnerabilities.

FAA Advisory Circular AC 120-78B provides guidance for implementing electronic signatures and digital recordkeeping systems.

Vista-Suite Enterprise was designed not only to digitize workflows but also align with evolving regulatory expectations.

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From Paper to Digital        

THE RISKS WITH PAPER-BASED SYSTEMS

Traditional documentation methods:

• Increase risk of lost or incomplete records
• Delay inspections and approvals
• Create audit inefficiencies
• Complicated version control of technical manuals
• Limit real-time operational visibility

GROWING COMPLIANCE REQUIREMENTS FOR GOING DIGITAL

FAA AC 120-78B establishes standards for:

• Electronic signatures
• Electronic record retention
• Digital file management
• Authentication and identity verification
• Audit trail integrity

Repair stations must demonstrate:

• Signature uniqueness
• Clear intent to sign
• Identity authentication
• Record authenticity
• Secure and retrievable storage

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Operational Challenges in MRO

Regulatory expectations require traceable, tamper-evident digital records. Without an aviation-specific system, meeting compliance standards and demonstrating adherence during FAA audits is extremely challenging.

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Solution: Vista-Suite Enterprise

Vista-Suite Enterprise is a cloud-based ERP and MRO management system designed specifically for aviation repair stations seeking FAA compliance under AC 120-78B.

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FAA Digital Signature & Recordkeeping Compliance

Vista-Suite Enterprise has been designed to conform to FAA AC 120-78B guidance.

ELECTRONIC SIGNATURES

Vista-Suite Enterprise ensures:

• Each signature is unique to the individual
• Signatures can be temporary or permanent
• Signers are authenticated using dedicated personal PINs
• Signing authority is defined (Mechanic or Inspector)
• Dual signatures are supported where required
• The signing process clearly indicates intent
• Orders can be corrected and re-signed by the original signer or an administrator; all corrective behavior is logged.

Digital signatures may be applied to:

• Tasks
• Checklists
• Logbook entries
• Entire work orders

IDENTITY AUTHENTICATION

• Vista-Suite Enterprise authenticates signer identity using controlled user credentials and secure PIN-based authorization.

AUDIT LOGS

Dedicated audit logs:

• Track signature activity
• Record timestamp and user identity
• Preserve signature integrity
• Maintain tamper-evident documentation trails

LEGIBILITY AND CLARITY

Each electronic signature produces a legible record including:

• Name
• Title
• Role/Authority

ELECTRONIC RECORD STORAGE & RETRIEVAL

Vista-Suite Enterprise ensures:

• Secure storage of electronic records
• Structured digital file management
• Rapid retrieval for audits or internal review

BUILT-IN QUALITY ASSURANCE

Vista-Suite Enterprise includes integrated quality assurance indicators designed to:

• Monitor task completion
• Track documentation status
• Help ensure technical manuals remain current
• Support internal compliance oversight

This proactive compliance approach reduces audit exposure and improves operational discipline.

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Mobile Accessibility

Can digital compliance be achieved remotely? Yes.

Vista-Suite Enterprise’s mobile application enables authorized personnel to:

• Access work orders
• Review tasks
• Complete checklists
• Submit documentation
• Apply digital signatures

All from a secure mobile environment—extending compliance and operational efficiency beyond the office.

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Recap: FAA AC 120-78B Digital Recordkeeping & Vista-Suite Enterprise’s Strategic Benefits for Your MRO

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Conclusion

The aviation industry is transitioning toward secure, digital-first operations. MRO organizations that continue relying on paper-based systems risk inefficiency, compliance exposure, and competitive disadvantage.

Ambry Hill Technologies’ Vista-Suite Enterprise provides a structured, aviation-specific ERP solution designed to support FAA digital recordkeeping expectations while modernizing operational workflows.

Note: Organizations should coordinate internally to ensure policies and procedures align with digital workflows before FAA submission or approval processes.

For repair stations seeking FAA approval under AC 120-78B guidance, Vista-Suite Enterprise supports implementation of:

• Electronic Signatures
• Electronic Recordkeeping
• Electronic Manuals

By integrating compliant digital signatures, secure audit trails, structured work order management, and mobile accessibility, Vista-Suite Enterprise positions repair stations to operate efficiently within today’s regulated digital ecosystem.

Reference:
Federal Aviation Administration (FAA), Advisory Circular AC 120-78B – Electronic Signatures, Electronic Recordkeeping, and Electronic Manuals