The objective of maintaining
record onboard is to 1) Meet with the requirements of the various International
regulations & 2) reduce the down
time which may be involved during "critical maintenance ' or break
downs" The records of regulatory certificates reveals the certificates due
for renewal before their expiry date. Action for their renewal can be therefore
taken well in advance, thereby ensuring continued seaworthiness of vessel.
Basically "Records" reveal the information for planning maintenance
in next ports and surveys to be carried out. There are two categories of
records maintained onboard.
Externally
generated and internally generated records.
Externally generated records are :
1) Class
survey records, reports and certificates
2) Statutory
records of reports and certificates
3) Port
state control reports / records
4) Report
of vetting organization
"Internally"
generated Records are :
1) Records
of routine, inspection and maintenance work.
2) Record
of testing alarms, and emergency shutdowns.
3) Superintendents
visit and inspection records
4) Internal
and external audit reports
5) Records
of non-conformity and corrective action taken .
6) Records
of accidents and Hazardous occurrences
7) Spares
and store maintenance records
8) Delivery
Notes
9) Personnel
records comprising of
i) Seaman's Document (CDC, PASSPORT etc.)
ii) Medical fitness certificate Report.
iii) Certificate of competency of officers /
ratings
iv) Statutory courses Attended.
Externally"
generated records can assist giving following valuable management information :
Class
survey records / Reports :
Continuous survey and inspection of
machinery within the stipulated period should always be compared with or else
the ship cannot ply (or) claim any
insurance. Therefore 'Records of class certificates help us to plan and
organize the surveys due thereby maintaining the vessel in "class" at
all times.
Statutory
survey certificates / Records :
All
safety, pollution prevention and critical equipment onboard has to be
periodically inspected by the administration and certified well kept records
will enable this inspection to be carried out prior to expiry of the
certificates, so that the vessel trading in the international water in not
effected.
PSC
inspection records :
All
the PSC inspections reports shall be recorded and the latest PSC records
deficiency shall be rectified within the accepted time frame and PSC should be
informed. If any vessel undergoes PSC inspection of one port, it need not be
inspected by another PSC within a period of 6 months from that date, unless
otherwise any specific reason is established this can be proved only when we
have the previous records. This will be sufficient to show weather
recommendations of previous PSC inspection have been fulfilled / completed
with.
Vetting
Inspection Records :
Vessels
in the tanker trade need "vetting records" to be maintained it is the
critical inspection of shipboard safety and operational procedure w.r.t.
preventive maintenance plan, regulatory compliance plans and crew training
programs.
Many tanker charter parties now certain venting
clauses that mention owners warrant that the vessel, at all times shall be
accepted by major oil companies under their vetting program. Owners to arrange
for inspection as and when required at their time and expense.
INTERNALLY
Generated Records
i) Records of Routine (Log Books),
inspection and maintenance :
This
helps the vessel in general up-keep in normal operating conditions the records
unable us to plan when to carry out different types of routines inspection and
maintenance. Previous records also help us to know any special produce or tools
to be used for maintenance pertaining to that particular machinery. Therefore
previous records (history book) should be referred, before planning any
maintenance.
ii) Records of safety and emergency
equipment :
To
ensure the safety of life and property on board all safety and emergency
related equipment should be tested and recorded, there should be sufficient
spare onboard (known from the previous consumption) and it any deficiency /
shortage is observed indents must be placed.
iii) Superintendent inspection and internal /
external audit records :
As per ISM (SMS) requirements a vessel
shall be inspected by a company official every 3 months; there must be a
documented evidence and his reports recorded.
Reports
of Internal / External Audit as per 15 m (SMS) should be documented and should
be readily available in case of a PSC inspection.
iv) Spares and store Inventory Records :
These
records very closely depend upon the maintenance records. So proper maintenance
will reflect the requisition to be made for indenting spares and stores which
should be received well in time before the date of planned maintenance.
v) Delivery Notes :
When
receiving F.O. or L.O. bunkers 'Delivery notes' shall be signs by both the
parties and one copy kept on board as a record and other one should be sent to
the company.
The
'note' should have all details like grade, properties, time of supply, made of
supply, name of supplier or any short supply. Any dispute should be recorded.
If any enquiry occurs for whatsoever reactions the 'delivery note' will play a
vital role as a record of proof.
Personal
Records :
All
personnel onboard shall be in possession of required certificates / mandatory
courses as per STCW-95 and medical fitness certificate the records will shown
the status / details of all the personnel and that the immigration requirements
have been met with. The validity of the certification immigration requirements
have been met with. The validity of the certificate should be taken into
account when planning sign off/ on. All overtime records of crew shall be
maintained as per 'ILO' requirements.
Maintenance
records may be seen as database from which valuable management information can
be retrieved. An 'example' is given below :
Consider
a particular records of maintenance of any equipment, from this the company
superintendent, can come to a conclusion that the maintenance period should be
increased (or) decreased.
We
have take an example of cleaning of waterside of sea water cooled L.O. cooler
of an Auxiliary engine. Now say if ship is operating along the Indian coast
them due to muddy water; water side of the cooler will become dirty very soon
and the performance of cooler will deteriorate faster, where as when the ship
is beastly plying an high sea the performance of coaster will be normal for
longer period of time.
So
from previous maintenance records we can alter the maintenance plan for sea
water coolers i.e. vaulting in optimum efficiency and savings of the men
working hours.
Almost every activity on a sailing ship demands for records or recording
that activity. Some of them requires time together with authorised personnel
notification and some of them are only important for the date of the activity
or task. It is such a broad term that single line definition is not viable.
To differentiate between necessary records and unnecessary records there
is not a demarcation line but we can say that certificates do have a validity
period and must be kept on board for that validity. Once it expires we can
still keep till new certificate is issued and after that the old one can be
discarded, within the accepted time frame & PSC shall be informed. If any
vessel undergoes PSC inspection in one part it need not be inspected by another
PSC within a period of six months from that date unless otherwise any specific
reason is established.
Vessel in tanker trade need “vetting records” to be well maintained. It
is the critical inspection of ship board safety and operational procedures with
respect to preventive maintenance plan and crew training programs many tanker
charter parties now contain vetting clauses that mention owners warranty that
the vessel at all times shall be accepted by major oil companies and chemical
companies under their vetting program. Owners to arrange their inspection as
and when required at their time and expense.
Internally generated records:-
1) Records of routine inspection and maintenance work
2) Records of testing alarms and emergency shut downs
3) Superintendents visit and inspection records.
4) Internal and external audit reports.
5) Reports of non conformity and corrective action taken
6) Records of accidents and hazardous occurrences
7) Spares and stores maintenance records
8) Delivery notes
9) Personnel records comprising of—
a) Seaman’s documents(COC, passport, courses)
b) Medical fitness certificate report
c) Certificate of Competency of Officers/Ratings
d) Statutory Courses attended, etc.
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