Introduction
Aerospace audits depend on traceable, well-controlled documentation. Asking focused questions helps determine whether documents support compliance, reflect current practices, and maintain accuracy across all operations.
Document Version Control
Key points to review
• How documents are approved, revised, and released
• How older versions are removed from use
• How staff confirm they are using the latest revision
Document control influences consistency across production and inspection processes. Auditors should confirm the organization can access the latest versions without delays or conflicting files.
Procedures and Work Instructions
Questions to ask
• Do procedures reflect the actual steps employees follow
• Are acceptance criteria, equipment references, and inspection steps documented clearly
Procedures must be easy to understand and reflect real, current practice on the shop floor. Mismatches often indicate gaps in training or document updates.
Record Retention and Retrieval
Record integrity is critical in aerospace. Ask how records are stored, how long they are retained, and how quickly teams can retrieve them during audits. Confirm electronic systems preserve accuracy and prevent unauthorized edits.
Traceability Documentation
Areas to confirm
• How incoming material is logged
• How traceability moves through production
• Whether device history or traveler records are consistent across departments
Auditors should ensure traceability evidence can be connected from raw material through shipment.
Training Documentation
Ask how employees are trained to the latest revision of each procedure. Confirm how competency is validated and how training records are stored. Training should always align with the current version of work instructions.
Supplier Documentation
Review supplier approvals, verification results, and counterfeit-prevention practices. Ask whether suppliers are evaluated routinely and whether traceability to OEM or authorized distributors can be shown when required.
Nonconformance and Corrective Actions
Ask to see nonconformance reports and corrective action records. Confirm containment, investigation, and verification steps are documented clearly. Timely closure and effective actions are strong indicators of system maturity.
Calibration and Equipment Documentation
Request calibration certificates and maintenance logs. Confirm overdue tools are controlled or removed from service. Equipment documentation must show evidence of traceability, identification, and proper intervals.
Risk Documentation
Ask how risks are identified, scored, and assigned. Review how mitigation actions connect to procedures or process changes. Risk records should be updated whenever operations change.
Customer Requirement Flowdown
Ask how customer clauses and contract requirements are reviewed and applied to internal documents. Flowdown ensures customer-specific expectations appear in procedures, forms, and checklists.
Audit Readiness and Internal Review
Request internal audit results and review how teams verify documentation before external audits. Ask how findings were addressed, how corrective actions were recorded, and whether follow-up checks confirmed closure.
Confirm how each department validates formatting, signatures, revision identifiers, and completeness before audit day. This includes checking that procedures match current practice, records are present for all required steps, and approvals are captured correctly.
A prepared organization demonstrates strong discipline in document management by identifying issues early, correcting them promptly, and maintaining consistent evidence across all processes. This level of readiness signals maturity in the quality management system and reduces the risk of surprises during external assessments.
Conclusion
Aerospace documentation must support accuracy, traceability, and compliance. These questions help auditors and organizations validate each element of the documentation system and strengthen audit readiness.
Ronnie Lee Roberts II has worked in the Department of Defense (DoD) quality environment since 2017, supporting programs at Patuxent River and Webster Field (NAWCAD/NAVAIR). A certified AS9100:2016 Rev D Lead Auditor (2022–2025), he brings deep knowledge of quality management systems, documentation control, and audit readiness across aerospace and defense operations. His background includes hands-on experience inspecting to specification per engineering drawings and customer requirements, verifying process conformity, and maintaining compliance with AS9100D clauses related to documented information, product realization, and risk management.
In addition to audit work, Ronnie has supported QMS development, technical writing, CAD-based documentation, and controlled record structures that ensure traceability and repeatability. He also holds ISO/IEC 20000-1:2018 Lead Auditor (TPECS, 2023) and Certified CMMI® Associate (2025) credentials, supporting CMMI-DEV Level 3 environments. His focus remains on aligning documentation and inspection practices with AS9100D standards to drive measurable quality performance and readiness for customer and regulatory audits.