Retention Reference

Reference for how long each Part 135 training and checking record must be kept, with the CFR citation and grace-period calculation for each.

Overview

Under 14 CFR Part 135, operators must maintain training records for specific minimum periods. This reference outlines the retention requirements for all training and checking events tracked in this system.

Important: The system automatically calculates retention periods based on completion dates and CFR requirements. Records are never deleted automatically - they are archived after the retention period expires.

Retention Requirements by Record Type

Record Type CFR Reference Retention Period Description

Grace Period Calculations

The FAA allows "grace periods" for certain training events, meaning the retention period extends beyond the calendar months to account for base month calculations.

Footnote 1: 14 Calendar-Month Retention

Records must be retained through the end of the month that is 14 calendar-months after the first incomplete base month following completion.

Example:
Training completed: October 15, 2024
Base month: November (11) (first incomplete month)
14 months from November 2024 = January 2026
Retention until: January 31, 2026

Footnote 2: 12 Calendar-Month Retention

Records must be retained through the end of the month that is 12 calendar-months after the first incomplete base month following completion.

Example:
IPC completed: April 18, 2024
Base month: May (5) (first incomplete month)
12 months from May 2024 = May 2025
Retention until: May 31, 2025

Footnote 3: Calendar-Year Retention (Hazmat)

Hazmat training records must be retained from the date of the first incomplete calendar year following training completion.

Example:
Hazmat training completed: March 15, 2023
First incomplete calendar year: 2024
3 years from 2024 = through 2026
Retention until: December 31, 2026

Permanent Records

The following training records must be retained permanently (for the duration of employment plus archival period):

Best Practice: Even after employment ends, operators should retain permanent records for at least 3-5 years for audit purposes and to support pilot credentials for future employment verification.

Related FAA Regulations

§ 135.63

Recordkeeping Requirements

§ 135.293

Initial and Recurrent Pilot Testing Requirements

§ 135.297

Pilot in Command: Instrument Proficiency Check Requirements

§ 135.299

Pilot in Command: Line Checks

§ 135.329

Crewmember Initial and Recurrent Training Requirements

§ 135.330

Crew Resource Management Training

§ 135.331

Crewmember Emergency Training

§ 135.335

Approval of Aircraft Simulators and Other Training Devices

§ 135.507

Hazardous Materials Training