FOM-2.6	Fleet Operations Manual Shipboard Admin Documentation filling & Library	Doc No.: FOM-2.6 Revision: 01 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

1 APPLICATION

This document applies to Masters and all other officers on-board fully managed vessels.

2 PURPOSE

The purpose of this document is to provide instructions for proper filing and retention of documents on-board.

3 RESPONSIBILITIES

Master

• Overall responsible for maintaining documentation, certificates and on-board library as required by this document.
• Overall responsible for implementing the Safety Management System (SMS) on-board.

4 SAFETY MANAGEMENT SYSTEM (SMS)

4.1 General

• SMS is the company’s integrated management system comprising the Safety Management System, Environmental Management System and Quality Management System.
• SMS documents are governing documents for both on-board and shore administration, operation and work execution.
• Use CMS Document Manager for the latest version of all SMS documents.

4.2 Implementation

• At the time of takeover, CMS software shall be configured onboard for newly entered vessels.
• Use CMS and monitor functionality and crew familiarization.

4.3 Master System Review

• The Master shall carry out periodical review of the SMS and report deficiencies and or suggestion for the improvement to the shore office.
• Vessel will ensure:
  • All SMS manuals are reviewed within 12 months as HSSEQ-19.
  • MSR to be sent to DPA/ HSSEQ/ SO every quarter.
  • Review may be completed over a period of time.
  • Try and involve senior officers in the annual review process.
  • Consider feedback and responses received from earlier master’s reviews, in particular check on any non-conformities, observations or corrective actions highlighted during internal or external audits.
  • Use Master system review DSM or Form HSSEQ-19 as a guideline.
  • Submit completed form HSSEQ-19 to email DPA/ snq only in cases where DSM is not working due to technical reasons.

5 SHIPBOARD FILING AND DISTRIBUTION

5.1 Filing onboard

• Ships office is default central filing location and common drive is default central e-filing location. *Except for restricted or confidential matters.
• Lock the cabinets containing files with valuable documents or information.
• Password protect e-file folders.
• Mark all files, cabinets, drawers, shelves and general files with file numbers and words describing the content.
• Keep complete and main groups of files in one place, i.e. in the same cabinet, on the same shelf etc.
• The Master is responsible for coordinating the filing work.
• Department heads are to maintain the files relating to their departments, e.g. Chief Engineers and Chief Officers for engineering, maintenance and operations.

5.2 File indexing

• The file indexing and classification must follow the same system as in Head Office. See FOM 2.3 SMS Filing Index - Ship.
• Add extra file sub-indexes may if needed.
• Include Instruction manuals, drawings, plans and their locations in the indexing list.
• The files of Instruction manual, drawings and plans must be under the drawing list supplied with the ship.

5.3 Crew records and filing

Master will maintain a personal file for each crew member on-board.

• Personnel General
• Crew and Officers’ individual files
• Contracts, copies of Certificates and Application for certificate letters
• Training program and records
• Doctor and dentist reports with associated accounts
• Collective Bargaining Agreement (CBA) (A working copy if the original not received)
• Special Agreement (this is the basic ITF document, letters and Circulars to or from Unions)
• Flag State and Maritime Authority letters, regulations and documents of crew
• Ship’s Articles of Agreement / Crew List + copy of Manning Certificate.

5.4 Confidential information – Security matters

5.5 Documents required on board

• Updated certificate status E28- Certificates and surveys and ensure all certificates are valid.
• Fire control plans and updated crew list in a marked and weather proof container near accommodation entrance.
• Updated SOLAS training manual at accessible location to the crew.
• Damage control plan and booklet damage control plan and a damage control booklet.
• Drawings and instruction manuals.
• Drawings, plans & instruction manuals supplied with the ship.

5.6 Document control

• Reference shall be made to FOM 2.3A List of forms, filing and distribution for verification that latest version of forms, checklist is being used.
• Any obsolete document beyond the period of 30 days as allowed for entry into force shall be declined by office.

5.7 Ship’s certificates

• Ensure vessel has all the necessary certificates and documentation (Vessel & Crew) for the intended trading pattern and that they are valid.
• Electronic certificates may be permitted in lieu of the traditional paper versions only if it is allowed by Flag administration, Classification Society or any other similar entity.
• Electronic certificates must be issued as per IMO circular FAL.5/Circ.39/Rev.2 and should have the following features:
  • Validity and consistency with the format and content required by the relevant international convention or instrument, as applicable.
  • Protected from edits, modifications or revisions other than those authorized by the issuer or the Administration.
  • A unique tracking number (a string of numbers, letters or symbols) used for verification as defined in paragraphs 3.5 and 3.6. IMO FAL.5/Circ.39/Rev.2.
  • A printable and visible symbol that confirms the source of issuance.
• Instructions for verifying the information contained in the certificate, including confirmation of periodic endorsements, when necessary, should be available on board the ship.
• The electronic certificates may also include unique features such as a Quick Response (QR) Code to facilitate the verification process and certificate/tracking number. Relevant parties seeking to verify the authenticity and validity of the electronic certificates can do so online either by using the QR Code found in each electronic certificate or by entering the unique tracking number at the online verification system.
• Where internet connectivity is not available, look out for the digital signature ribbon on the top of the digital certificate to check that the digital security signature verifies the authenticity of the certificate.

6 MARITIME LABOUR CONVENTION (MLC) INSURANCE CERTIFICATES

• Master shall ensure that copies of the following certificates are posted in the public area accessible to the crew:
  • Certificate of insurance or other financial security for seafarers repatriation cost & liabilities (MLC Reg 2.5.2)
  • Certificate of insurance or other financial security in respect of shipowners liability (MLC Reg 4.2)
• Master shall inform Vessel Manager (TSI) or Tech Assist if the above-mentioned certificates are expiring or missing.

7 REFERENCE LIBRARY ONBOARD

7.1 General

• Master must:
  • Fill out FOM 2.1 Ship manuals and publications for Tanker, Bulker, and Offshore and keep as a record of actual revisions as well as the location of each publication.
  • Maintain e-NP updated to the latest available edition.
  • Ensure that all the relevant publications are on-board and listed.
  • Include an accurate copy of FOM 2.1 Ship manuals and publications with his handover notes. See FOM 2.13 Handover Procedure – Vessels for further details on handover.

7.2 Plans and drawings

7.2.1 Fire Control Plans

• Located outside the accommodation on both sides of the vessel, in prominently marked, weatherproof containers the following is to be available:
  • One copy of the vessel's Fire Control Plan
  • Updated crew list

7.2.2 Operational Notices

• Joining crews are to receive instruction and information specific to the vessel which is essential that they are aware of prior to sailing. Such instructions shall normally include:
  • Essential lifesaving equipment (location, signal)
  • Essential fire-fighting equipment (location, signal)
  • Escape routes
  • Any significant hazards onboard (cargo, chemicals, etc.)

7.2.3 SOLAS Training Manual

• The SOLAS Training Manual:
  • Is to be maintained and updated to include all lifesaving and firefighting equipment
  • Is to be available to the crew for their references

7.2.4 Damage Control Booklet

There have now been recent cases in China where the MSA have asked for the Damage Control Booklet (in addition to the Damage Control Plan) to be sighted and failure to do so have resulted in a detention (Code 17).

SOLAS requires damage control plans and damage control booklets to be carried onboard the following vessels:

• Passenger ships, regardless of size after 1974 (SOLAS 1974 regulation 20)
• Dry Cargo Ships over 100m in length constructed on or after 1st February 1992 [MSC.58 (25)]
• Dry Cargo Ships over 80m in length but not exceeding 100m constructed on or after 1st February 1998 [MSC. 47 (66)]
• All ships, regardless of length, constructed on or after 1st January 2009 [MSC. 216 (82)]

Prior to 2009, some classification societies had not insisted on Damage Control Booklets being submitted as it was considered that the Damage Control Plans contained sufficient information to constitute the intent of a Damage Control Booklet. This, however, is not being accepted by some Port State Control Officers (PSCO) and therefore all cargo vessels constructed on or after 1st February 1992 and all vessels constructed on or after 1st January 2009 should have a Damage Control Plan and a Damage Control Booklet.

8 REFERENCED FORMS AND CHECKLISTS

• E-28 - Certificates and Surveys

9 APPENDICES

• FOM2.1- Ship manuals and publications – Tanker
• FOM2.2- Documentation guidance for vessels calling USA ports
• FOM2.3- SMS Filing Index - Ship
• FOM2.4- Logs and records
• FOM 2.5- Index of recommended placards and instruction notes