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Implementing a DAMP - Administrative obligations for DAMP organisations
Availability of the DAMP
DAMP organisations must ensure that its DAMP is 'made available' to each of its SSAA employees before the employee begins to perform (or becomes available to perform) an applicable SSAA.
Part 99B does not specify how the DAMP should be 'made available'. From a CASA audit perspective, acceptable ways of making the DAMP available might be:
- alerting the employee to the location of a hard copy of the DAMP
- including links to an electronic version of the DAMP in an employee's induction documentation
- including an electronic version of the DAMP on a CD rom or USB stick as part of the employees induction package
- a combination of the above.
Under 99.100 (4). A DAMP organisation that has implemented a DAMP must provide the name and contact details of the organisation’s current DAMP contact officer to CASA.
The DAMP Organisation Contact Form (Form 008) can be completed and returned to CASA via:
- Email to firstname.lastname@example.org or
- Post to:
Civil Aviation Safety Authority
GPO Box 2005
Canberra ACT 2601
Document control protocol
Under Part 99B, an organisation must develop and implement its DAMP using a document control protocol that ensures documents and policies remain current and relevant. Your organisation might already have a policy for document control in place which could be applied to the DAMP.
DAMP record keeping
The regulations (99.105) require that a DAMP organisation keep records of the information provided to CASA under 99.100. An exemption is now in place and information about the organisations education, testing and response programs is no longer reported to CASA. Although the requirement for biannually reporting is exempt, your organisation must keep records in support of this information for five years.
In addition, organisations must:
- keep records in a secure location. Different levels of security may be applied to certain documents. For example, test results may be stored with higher restrictions on access than education records
- destroy or delete the records, or parts of records, that relate to drug or alcohol testing, within six months after the five-year retention period.
- establish a process that ensures records are kept for the required time, stored securely and disposed of at the required times.
DAMP review and audit
Under Part 99B, DAMP organisations must regularly review their DAMP. At a minimum, such reviews must be conducted every five years, beginning on the date on which the DAMP was developed, and at any other time directed by CASA.
An organisation may be required to provide a copy of its DAMP, as well as records demonstrating that the organisation is implementing it, and any other information relevant to the audit as specified by CASA. The organisation must comply with this requirement or face possible enforcement action.
Need more information?
Further guidance on the administrative obligations for DAMP organisations under Part 99B is contained in the DAMP Guidance Manual.