🐣 Piyo: I'm operating drones under ReOC in Australia now, but I'm not sure exactly what CASA expects in my flight logs. Can someone walk me through this?
🦉 Poppo: Absolutely. CASA Part 101 has clear guidance on what must be recorded. Let's break this down properly—it's the foundation of compliance.
What CASA Requires in Flight Logs
When you hold a Remotely Piloted Aircraft Certificate of Approval (ReOC), you're accountable to the Civil Aviation Safety Authority for every operation. This means flight logs are not optional—they're mandatory, and CASA auditors will check them. Here's what must be recorded in every flight:
Mandatory Flight Log Entries
- Pilot Name & License Details
- Full name of the remote pilot in command
- Your certificate number (shows you're current and legal)
- Date & Time
- Date of flight
- Start and end times (helps CASA verify operational patterns)
- Aircraft Details
- Registration mark (your drone's unique ID)
- Model and serial number
- Confirms the drone you used is the one authorised under your ReOC
- Location & Airspace
- Where you flew (grid reference or description is fine)
- Airspace class (Class D, Class G, etc.)
- Distance from airports or sensitive areas
- Flight Duration
- Total flight time
- Number of battery cycles or operations
- Flight Purpose
- What the operation was for (inspection, survey, infrastructure, training, etc.)
- Identifies the reason for the flight
- Weather Conditions
- Wind speed and direction
- Visibility
- Shows you operated within safe limits
- Any Incidents or Anomalies
- Even minor issues (loss of GPS signal, battery alarm, close encounter with manned aircraft)
- Critical: If something unusual happened, record it immediately
🐮 Moo: This might sound like a lot of paperwork, but think of it this way—if CASA ever calls you in for an audit, these logs prove you're serious about compliance. That's worth more than gold.
How Long Must You Keep Flight Logs?
CASA requires operators to retain flight records for a minimum of 24 months from the date of operation. This means:
- Detailed logs (minimum 24 months): Keep the full records with all the information above
- Summary records (extended): You may archive summary data beyond 24 months but should retain it for 3-5 years as best practice
- Incident-related logs: Keep these indefinitely if they involved property damage, injury, or near-miss reports
🐣 Piyo: What if I lose a log or find out I didn't record everything at the time? Will CASA penalise me?
🦉 Poppo: CASA looks for a pattern of good faith compliance. Occasional gaps in older records won't trigger enforcement action. But if you show a pattern of not recording operations, especially recent ones, that's a different story. Records must be accurate and contemporaneous (recorded at or near the time of flight).
Digital vs Paper Logs: What Works Best
You can keep flight logs in:
- Paper logbook (simple, portable, but can be lost)
- Digital spreadsheet (Excel, Google Sheets—searchable and easy to backup)
- Dedicated flight ops software (best practice, includes automatic timestamps)
- Mobile app (convenient, but ensure you back up data)
How CASA Conducts Flight Log Audits
When CASA audits a ReOC operator, inspectors follow this process:
Audit Process
- Initial Request (Written)
- CASA notifies you in advance (usually 5-10 working days)
- They request copies of flight logs for a specified period
- Verification Phase
- Inspectors cross-check your logs against:
- Your maintenance records
- Insurance claims (if any)
- Airspace booking data (if you filed NOTAMs)
- Weather records for dates you flew
- ADS-B or radar data (if available)
- Compliance Assessment
- They look for:
- ✅ Complete entries (no blank fields)
- ✅ Realistic timings (flights logged within business hours or stated purpose)
- ✅ Incident reporting (did you report issues to CASA?)
- ✅ Currency of pilot (was your ReOC valid on those dates?)
- Findings Report
- If compliant: You pass, and CASA may conduct spot checks less frequently
- If gaps found: CASA will issue a notice of non-compliance and expect a corrective action plan
Red Flags That Trigger Deeper Scrutiny
- Inconsistent dates or times (suggests logs were backfilled, not contemporaneous)
- Missing entries (you flew X times but only logged Y operations)
- No incident reports when weather or other data suggests risky conditions
- Operations outside your ReOC scope (e.g., flying BVLOS when your approval is VLOS only)
🐮 Moo: Here's the thing—CASA isn't trying to catch you out. They want to see you're professional and serious. A complete, honest logbook actually protects you because it shows good aeronautical discipline.
Retention & Record Management Best Practices
To stay audit-ready year-round:
Monthly
- Export digital logs to PDF or print paper logs
- Create a backup copy (USB drive, cloud storage)
- Review for any entries that need clarification
Quarterly
- Verify that all maintenance intervals align with your logs
- Check that your ReOC validity dates match your flying period
- Ensure insurance premiums were paid during all logged operations
Annually
- Archive the previous year's logs (separate folder with year label)
- Review CASA bulletins to ensure your log format still meets current standards
- Update your logbook template if CASA issues new guidance
Why Flight Logs Matter Beyond CASA
Flight logs aren't just for compliance. They also:
- Protect your business: If a third party claims you caused damage, your logs prove what happened
- Improve operations: Over time, logs show patterns—which weather conditions you prefer, which sites take longest
- Support insurance claims: If your drone is damaged, insurers will want to see maintenance logs alongside flight records
- Train new pilots: New team members can see how experienced pilots operated
🐣 Piyo: This all makes sense. But managing flight logs for multiple drones, multiple pilots, across weeks and months—how do people actually stay on top of this?
🦉 Poppo: That's exactly where operations management software comes in. MmowW automates the entire process—timestamps are recorded, required fields are enforced, backups happen automatically, and when CASA audits you, everything is there and audit-ready. Instead of digging through papers or spreadsheets, you click a button and your full 24-month compliance record is ready.
FAQ
Q: If I'm a hobby operator under Part 101, do I still need flight logs?A: Part 101 hobby flying (under 2 kg, close by) doesn't require formal logbooks. But if you transition to any commercial operation or fly a heavier drone, you'll need to move to Part 102 (RPA Operator Certificate) or Part 103 (ReOC for advanced operations), and logs become mandatory.
Q: What if a flight was cancelled—do I log it?A: No. Only log flights that actually occurred. If you prepared to fly but didn't, no log entry needed.
Q: Can CASA demand logs from years ago?A: Yes. If you're involved in an incident or if CASA is investigating a specific incident from your operations, they can request logs beyond the standard 24-month retention. Always keep incident-related records indefinitely.
Q: Do I need to log test flights or maintenance flights?A: Yes. Any time the drone is airborne, it should be logged, including maintenance checks, system validation, or training flights. Note the purpose as "maintenance" or "training" so it's clear.
Q: If multiple pilots operated the same drone on the same day, how do I record that?A: Create separate log entries for each pilot. Each pilot in command should be individually recorded with their hours. This also helps you track pilot experience levels.
Q: What's the penalty if CASA finds gaps in my logs?