After spending decades in aerospace NDT, I can tell you this with complete confidence:
Audits are not about what you know. They’re about what you can prove.
I’ve worked with companies of all sizes—OEMs, primes, and independent labs—and the same issue comes up repeatedly. It’s not that inspectors aren’t qualified. It’s that organizations can’t prove they are qualified when the auditor asks.
In NADCAP, if you can’t prove it, it didn’t happen.
That’s why managing Experience, Proficiency, Qualifications, and Training records isn’t administrative work, it’s the core responsibility of the Responsible Level 3.
The Reality Level 3s Deal with Every Day
As a Responsible Level 3, I’m the one signing off on certifications. That means I’m also the one accountable when an auditor says:
- “Show me how this person meets Level 2 requirements.”
- “Prove they completed their OJT.”
- “How do you know they’re still competent today?”
- “Where is the documentation?”
I don’t get time to go find it. I need to produce it immediately and it must hold up. The problem is most companies are trying to manage this with spreadsheets, paper files, shared drives, and email chains. That’s where things start to break down.
The Four Areas That Matter and Why They Fail
Experience: The #1 Audit Risk
Experience is simple in concept: has this person done the work long enough? But in practice, it’s the biggest problem area.
You need documented proof of:
- Time at level (Level 1, 2, 3)
- Methods performed (X-ray, UT, etc.)
- OJT hours and activities
Companies get into trouble when documentation breaks down—logs are too vague, OJT isn’t detailed, or prior certifications are missing.
I’ve rejected about 50% of contractor packages because the documentation wasn’t good enough. If I can’t prove experience, I can’t certify the inspector. It’s that simple.
Proficiency: Are They Actually Doing the Job Right?
Experience is historical. Proficiency is current. This is where I answer: “Are they performing correctly today?”
Proficiency reviews come into play when something feels off—when something goes wrong, metrics don’t align, or rejection rates don’t match expectations.
At that point, I step in to audit their work, document what I find, and determine what action to take.
Auditors expect to see:
- A system for identifying risk
- Evidence that it was investigated
- Documentation of the outcome
If that’s not there, it looks like I’m not actively managing my inspectors.
Qualifications: The Gatekeeper
Qualifications are straightforward: is this person eligible to be certified?
It usually comes down to:
- Education level
- Required time at prior certification levels
It’s not complicated, but it still has to be documented. If I can’t show that someone met the prerequisites before certification, the certification itself can be questioned.
Training: Every Classroom, Every Time
Training covers everything learned formally—NDT method training, internal sessions, and procedure briefings.
My rule has always been simple: if you’re in a classroom, it gets documented.
Training records need to clearly show:
- Who attended
- What was taught
- When it happened
Because in the end, if I can’t prove it, it doesn’t count.
The Core Problem: It’s All About Proof
What ties all four of these together is one thing: documentation that can withstand an audit. Not assumptions, verbal confirmation, or incomplete records—but clear, traceable, defensible proof.
The real challenge is that everything is moving. Requirements change. Standards evolve. Documentation expectations get stricter. Most systems simply aren’t built to keep up.
Why We Built DL QualityCore for NDT
This is exactly why I’m excited about what we’re doing at ColumbiaSoft with DL QualityCore. We didn’t build it as a generic document control system, but instead designed it around the way NDT actually works and the real pressure Level 3s are under.
A New Standard for NDT Documentation
- Everything Is Controlled by the Level 3
As a Responsible Level 3, I need to approve records, validate documentation, and control certification decisions. With DL QualityCore, I have full control over inspector records, nothing changes without traceability, and every action is logged. That level of visibility is critical for accountability. - Experience and OJT Become Defensible
Instead of chasing down documents, OJT records are structured, certifications are stored and linked, and experience summaries are complete. When an auditor asks, I can pull everything together in seconds. - Proficiency Reviews Are Documented and Traceable
There are no more informal audits, missing reports, or inconsistent documentation. Every proficiency review has a record, a reason, and a result—exactly what auditors expect to see. - Training and Qualifications Are Always Accessible
Training records are centralized, qualifications are verified and stored, and everything is tied directly to the inspector. There’s no digging and no guessing. - You’re Always Audit-Ready
This is the biggest difference. Instead of preparing for audits, you’re ready all the time. Records are complete, documentation is consistent, and evidence is immediate. It completely changes the dynamic of an audit.
The Real Benefit
At the end of the day, this isn’t about software. It’s about giving Responsible Level 3s the ability to:
- Certify inspectors with confidence
- Defend every decision they make
- Eliminate documentation risk
- Pass audits without scrambling
I’ve lived through the alternative and it’s not fun.
Proof Is What Matters
In aerospace NDT, you’re not judged by what you know, you’re judged by what you can prove. And when that moment comes, there’s no time to scramble or piece things together.
DL QualityCore gives you a system where the proof is already there—organized, traceable, and ready. Every record, every decision, every qualification—accounted for. So when the audit happens, you’re not reacting. You’re ready.
About the Author
Christopher Andersen brings more than 45 years of experience in Non-Destructive Testing (NDT), with a career focused on aerospace inspection quality and certification compliance. As an NDT Level 3, he has led inspection programs, managed certification processes, and worked closely with auditors in complex manufacturing environments where accuracy and documentation integrity are critical. For over 20 years, he has been actively involved in NADCAP, developing deep expertise in AC7114 audits, NAS 410 certification requirements, and the responsibilities of Responsible Level 3 personnel.
Prior to joining ColumbiaSoft, Christopher served as Responsible Level 3 for Precision Castparts’ Large Structure Division, overseeing NDT certification programs across nine plants and more than 1,000 inspectors. This experience gave him firsthand insight into the challenges of managing qualification records, tracking renewals, and preparing for audits at scale. Today, as ColumbiaSoft’s NDT Level 3, he applies that expertise to the development of the DL QualityCore NDT Inspector Records Management Solution.
