By Paul Sandström, COO, Web Manuals
Ground handling in Europe is entering a new era. The sector will now operate under a unified EASA regulatory framework that replaces the patchwork of national rules and voluntary industry standards. By standardizing requirements across Europe, ground handling organizations will not only strengthen safety but also empower themselves to operate more efficiently, invest in training, and build a stronger safety culture.
With the adoption of Commission Delegated Regulation (EU) 2025/20 and Commission Implementing Regulation (EU) 2025/23, published in March 2025, ground handling service providers (GHSPs), aerodrome operators, and self-handling airlines are, for the first time, required to implement structured safety management systems (SMS), document their procedures, and submit declarations of compliance to competent authorities. These rules, fully applicable by March 2028, are designed to harmonize safety practices across Europe’s airports and streamline oversight by national authorities.
This regulatory shift is not just about compliance. It is a call for cultural and operational transformation, a unique opportunity for ground handling organizations to strengthen their operations, safety culture, and long-term resilience.
Compliance as a Foundation
Regulation (EU) 2025/20 requires providers to establish documented operational procedures and manuals, covering training, equipment, responsibilities, and emergency processes. Organizations must submit a declaration of compliance to their competent authority, a formal statement of capability that can apply across multiple EU states for multi-base operators.
This declaration will not be possible without effective documentation. Procedures must be current, version-controlled, and accessible to staff. With hundreds of procedures and revisions to track, relying on PDFs and binders is no longer sustainable. Digital platforms ensure version control, audit readiness, and a clear line of accountability.
Digital documentation is the most effective way to ensure traceability, audit readiness, and efficiency. With the right systems, every update can be distributed instantly, every revision tracked, and every sign-off recorded, reducing administrative burden while increasing regulatory confidence.
Building Resilient Systems
EASA has emphasized that the goal is not simply to “tick the box” of regulatory compliance. The requirement for a Safety Management System is about embedding risk management and safety culture into day-to-day operations.
For ground handling providers, this means moving from reactive compliance to proactive hazard identification and risk mitigation. Training programs must be recurrent and competence-based. Incident reporting must feed into a structured process for continuous improvement.
Importantly, EASA allows for integration with existing management systems. Airlines, airports, and handlers already working with Air Ops or Aerodrome manuals can align the new requirements with their established frameworks. Done well, this creates a harmonized management system that reduces duplication and strengthens organizational resilience.
From Documentation to Daily Practice
The real test is not whether procedures exist on paper but whether they are consistently applied on the ramp. Ground handling is a demanding environment, time-sensitive, noisy, and exposed to weather conditions. In these circumstances, procedures must be clear and accessible.
Digital manuals ensure that every update reaches the right person at the right time. Staff can confirm they have read and understood changes, managers can monitor compliance in real time, and oversight bodies can see evidence of continuous improvement.
This shift turns documentation into a living tool and a strategic enabler that supports continuous improvement rather than an administrative burden. The result is not only regulatory compliance but safer, more efficient ramp operations.
Embracing the Opportunity
The timeline is clear: by March 2027, organizations must prepare their declarations, and by March 2028, the full regulatory framework applies. Between now and then, ground handling providers have a unique opportunity to not only achieve compliance but also strengthen safety culture and operational efficiency.
Transitioning from paper manuals to a digital documentation management system with integrated compliance libraries removes the burden of time-consuming administrative tasks, such as chasing revisions, distributing updates, or cross-checking compliance references. Instead, teams can focus on strategic priorities: analyzing new regulatory requirements, assessing their operational impact, and driving continuous improvement initiatives.
With the compliance deadline approaching, a digital system ensures that ground handling providers can confidently navigate the transition, maintaining operational excellence while positioning themselves as leaders in safety and efficiency.
FAQ – Preparing Ground Handling Compliance
How can digital documentation help with compliance?
Digital documentation ensures procedures are up to date, accessible to staff, traceable for audits, and integrated into training and operations, turning compliance into everyday practice.
How can digital documentation reduce audit findings in ground handling?
Digital systems provide a complete record of document revisions, sign-offs, and training acknowledgments. This makes it simple for organizations to demonstrate compliance during audits and inspections, reducing the risk of findings or penalties.
How does digital documentation support training requirements?
The new regulation requires evidence of competence and recurrent training. Digital platforms allow organizations to link procedures directly to training modules, track completion, and verify that staff have read and understood updates, turning compliance into a traceable process.
How can digital manuals improve efficiency in meeting EASA deadlines?
With the declaration window starting in 2027, organizations must ensure that their documentation is current and accessible. A digital system centralizes all manuals, procedures, and safety documents, ensuring readiness without the administrative overload of manual updates.
