Challenge · Part-145
Certificates scattered across systems and folders
Every authorization is only as good as the certificate behind it. And the certificate is a PDF in someone's inbox, a scan in a folder — or missing.
The situation
Certificates arrive late, and often only after chasing. When they arrive, they have to be right in every detail — name, date of birth, exact training title. A typo makes the certificate invalid as evidence; a missing single participant certificate makes a whole course unprovable. So every incoming batch needs careful checking.
Then comes filing. At the volume a maintenance organisation produces, manual filing guarantees occasional slips — and a certificate filed in the wrong place is, for audit purposes, a certificate you don't have. You have 24 hours to produce the right document; a mis-filed PDF can eat all of them.
Why it keeps happening
Arrival is unmanaged
Certificates come by email, scan and paper, to different people, with no single point of intake.
Checking is manual and detail-critical
Name, date, course title: humans checking hundreds of documents will miss some.
Filing by hand doesn't scale
Folder trees and naming conventions collapse under volume and staff changes.
How cimoio.aero solves it
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One inbox for every certificate
All certificates land in a single intake — forwarded emails, uploads, scans. Nothing lives in personal inboxes anymore.
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Matched and filed automatically — checked where it matters
The system reads the certificate, matches it to person, training and qualification, and files it at the right place. Where confidence is low, it asks for a human check instead of guessing.
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Retention — and deletion — by rule
Retention periods follow your policy: best practice presets align with GDPR and EASA record-keeping (3–5 years), every period configurable. Documents are kept as long as required and deleted when they must be — automatically.
The functions behind it
See the certificate flow live
In a guided demo we run a real certificate from inbox to audit-proof record — with your document types.
Or start faster with Compliance as a ServiceMore challenges
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Too few mechanics, too slow to qualify
The technician shortage isn't coming — it's here, for years. The organisations that cope are the ones whose people become productive fastest and stay productive longest.
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Qualification data spread across too many systems
Ask organisations where their problems come from and the answer repeats: the process runs across four tools that don't talk to each other — and people carry the data in between.
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Coordination overload with training providers
Every external course means the same loop: send the participants, chase the confirmations, handle the changes, collect the certificates. Multiply by every course, all year.