The details of the Pilot Records Database, which replaces PRIA, are found in Advisory Circular AC 120-68J, and spelled out in the regulation under 14 CFR 111.
https://www.faa.gov/documentLibrary/...AC_120-68J.pdf
https://www.ecfr.gov/current/title-1...part-111?toc=1
No one may retrieve PRD records for an airman, without the airman's written consent, in accordance with 111.120, and the pilot has the right to request and receive, within 30 days, a copy of those records, as well as the driver registry records, just as with PRIA. Confidentiality is required under the regulation, as is protection of the pilot records, and access and viewing of records is strictly limited to those in a hiring capacity, per 111.30. A pilot has the right to view PRD records directly, or can view them without accessing the PRD, with authorization, per 111.315, and has the right to report errors and request corrections, in accordance with 111.320. Pilots discovering errors should contact the airman certification branch at 866-878-2498.
111.40 stipulates that the records in the database will be retained for the life of the pilot.
Part 91 operators (eg, corporate flight departments) and public use aircraft operations are not required to use the database, but must submit records to it, and have the option of using the database for hiring. Public use and 91 operators are required to maintain records for 5 years; certain records may be maintained by the operator and only submitted within 30 days, if notified that such records are being requested.
AC 120-68J paragraph 2.2.4 contains a note that clarifies that it doesn't just apply to full-time employees, but also to contract pilots, temporary services pilots, etc:
Note: Regardless of how an operator obtains pilot services from an individual (e.g., direct employment, contractor, temp agency, or other means of compensation), a part 119 certificate holder, fractional ownership, or air tour operator as defined in § 91.147 is responsible for accessing and evaluating the individual’s records in the PRD prior to making a hiring decision to operate the approved aircraft.
Those required to enter records into the database include all Part 119 certificate holders (121, 125, 135), public aircaft, fractional operators, corporate flight departments, and even trustees in bankruptcy.
The PRD contains no medical history. It does contain all FAA records, including training or certification efforts or failures, dating to 2010.
Accidents or incidents from 2015 onward are listed; it should be obvious at this point that a lot of people will fall through the cracks, with anything occurring prior to 2010, or 2015. Those associated with accidents or incidents may be cited with FAA records, even though not attached as part of an NTSB investigation. It's important for pilots to review those records closely. The pilot has the right to address errors, but those are required to be taken up with the original investigators; the PRD will not handle any such corrections, and corrections can only be made at the source. Good luck with that.
Likewise enforcement action is cited, which resulted in certificate action; suspension, revocation, or a civll penalty. Like accidents and incidents, the pilot can review these in the PRD, but must go to the FAA office which investigated the case. Good luck with that, too.
Operator records are in the PRD going back to 2005. These historical records, including all training, employment, discharge, discipline, etc, are maintained in the system for life. These records, going to 2005, are required only of 121 and 135 operators. Fractional operators must report records from 2010, going forward. Corporate, 91, and public aircraft operators are only required to report from the period one year after the publication of 14 CFR Part 111 (introduced August, 2021).
The PRD doesn't include private pilots, but does include commercially certificated pilots with a medical, ATP's, and drone operators with a medical.
Pilots applying for a job are required to cite all prior employers in the past five years, including those with whom they began, but did not finish training, The Advisory Circular warns that pilots should be aware that any former employer, including those with whom the pilot did not complete training, may submit records to the database. Know what's in there. Pilots disputing records will report the inaccuracy, and the record owner (former employer) has the chance to correct the record, if need be. If the pilot does not agree with the status of the record, he or she may contest it, and the record will be marked as in dispute, though still available to be reviewed by a prospective employer.
National Driver Registry information will cover a period of the prior five years.
The PRD is not intended to be a final source of hiring information; the Advisory Circular (120-68J), paragraph 2.6.6, states that it is intended to highlight areas for closer review. Where issues may arise for a pilot, is expected that a prospective employer will seek an explanation from the applicant. The reality is that if something is questionable, however, the applicant may never get that chance, and may simply be passed over.
The PRD does not contain military records. A military pilot who holds FAA certification and records, will be in the PRD. The same is true of pilots who flew for foreign carriers.
The PRD uses the same good faith exception as PRIA, regarding former employers who are no longer in business.
ASAP records are NOT entered into the pilot records database.
Regarding evaluator (check airman, APD, etc) comments in the training record, AC 120-68J paragraph 2.8.1.1.1 provides the following:
- Evaluator Comments: Some events will allow evaluator comments to be reported if such comments are included in the official record. Not all events will allow comments to be entered. If the PRD allows comments for an event, the contributor entering the record cannot deviate from the text provided by the evaluator if the evaluator provided any comments. The contributor should not enter any comments here unless the evaluator entered comments of the official record.
The PRD will contain a record of separation due to termination, resignation, release due to performance or extended leave, disciplinary action, disqualification, etc. Termination must be reported within 30 days.
Every pilot has the responsibility to review his or her records. Know what's there.