REVIEW DRAFT NO. 5A (2/24/98)
This document is not an ASTM Standard. It is under consideration within an ASTM technical committee but has not received all approvals required to become an ASTM standard. It shall not be reproduced or circulated or quoted, in whole or in part, outside of ASTM committee activities, except with the approval of the Chairman of the Committee having jurisdiction and the President of the Society.
The technology relating to automated or computerized information or control systems is not widely covered by open standards; consequently, reference may be made throughout this standard to proprietary or de jure standards or protocols. It is not the intent of the standard to endorse, recommend or require the use of any such standards or protocols; nor should the omission of any such standards be interpreted as a bar to acceptance. While recognizing that the discipline is changing rapidly, the text concentrates on technology that is representative of current practice.
STANDARD GUIDE FOR A SHIP SAFETY RECORD
ASTM Designation: F25.05.06.00x
0.1SCOPE
This Standard provides a uniform format and definition of ship safety data to be used by various maritime organizations, including ship owners/operators and regulatory bodies such as port state and flag state organizations. The Standard Guide for a Ship Safety Record is designed to provide an industry accepted common method of identifying and subsequently communicating the critical safety information needed for maritime operations. It is intended to serve as a foundation upon which next-generation regulatory reporting and compliance systems are built, allowing the utilization of technology to provide more timely and accurate communication of key safety data, resulting in operating efficiencies for ship owners/operators and more effective monitoring of compliance by regulatory bodies.
0.2REFERENCED DOCUMENTS
0.2.1ASTM DOCUMENTS
0.2.1.1F1757-96 Guide for Digital Communication Protocols for Computerized Systems
0.2.1.2F1756-96 Standard Guide for Implementation of a Fleet Management Systems
Network (FMSN)
0.2.1.3 E-31.19 Vocabulary for Computer Based Patient Records Content and Structure
0.2.2IMO DOCUMENTS
0.2.2.1The International Management Code for the Safe Operation of Ships and for Pollution Prevention - (The ISM Code) 1994
0.2.2.2International Convention on Standards of Training, Certification and
Watchkeeping for Seafarers - (STCW Convention) 1995
0.2.3US COAST GUARD DOCUMENTS
0.2.3.133 CFR 160.207 Notice of Arrival: Vessels Bound for Ports or Places in the United States
0.2.3.233 CFR 160.211 Notice of Arrival: Vessels Carrying Certain Dangerous Cargo
0.2.4OTHER DOCUMENTS
0.2.4.1Paris Memorandum of Understanding - July 1996
0.3TERMINOLOGY
(TBD; all terms and acronyms used in the document will be defined in this section of the final version of the SSR)
0.4SIGNIFICANCE AND USE
The Ship Safety Record is an in electronic database of information unique to a specific vessel related to the safety of the vessel, it’s crew and the environment. The data is grouped and organized under the following key categories: Vessel Particulars; Vessel Status; Crew Requirements; Crew Status;Voyage Specific Data; Record of Inspection; Record of Incidents; and Corrrective Actions.
The Ship Safety Record is created and maintained in each instance for the primary benefit of the Operator who is required through the implementation of the ISM Code to be cognizant of such information. It is expected that operators will elect to make portions of their Ship Safety Record database available to other interested parties such as flag states, class societies and port states.
The Ship Safety Record should provide for the implementation of several levels of security as may be required by the vessel owner or operator.
The data that becomes part of the Ship Safety Record can be thought of in a number of subsets:
Data that is not subject to change. This would include particulars of the vessel, etc
Data that will be up-dated periodically either manually or as a result of updates to other computer systems or applications. This would include, as an example: cargo information; ballast conditions; and the names/identification of crew members. This would also include: information relative to internal inspections; maintenance records; internal audits; safety audits; etc.
Data that would be manually updated periodically only but by a third party remote to the vessel. This would include: the status of classification inspections; flag state and port state inspections; and the re-issuance of certificates.
1.0VESSEL PARTICULARS
1.1Vessel Identification
a.IMO number
b.Vessel name
c.Vessel type
d.Vessel Call Sign
e.Flag State
f.Ship Owner
g.Ship Operator
h.Company as defined in ISM Code
i.Company contact information
j.Current Classification Society
k.Date vessel entered service
1.2Vessel Certificates
The actual list of certificates required for a vessel is a function of the vessel's trade and will be determined by Flag State and International requirements.
a.Cargo Safety Equipment Certificate
Cargo Safety Construction Certificate(s)
Cargo Ship Safety Certificate
d.Passenger Ship Safety Certificate
Radio Safety Certificate
f.Cargo Ship Radio Telegraphy Certificate
g.Cargo Ship Radio Telephony Certificate
h.Exemption Certificate
International Load Line Certificate
j.International Load Line Exemption Certificate
k.Certificate of Fitness (liquefied gases in bulk)
l.Certificate of Fitness (chemicals in bulk)
m.IOPP Certificate/NLS Certificate
n.Minimum Safe Manning Document
Safety Management Certificate
Document of Compliance
Classification Certificates, Hull, Machinery, Automation, Navigation
Tonnage Measurement Certificate
Panama/Suez Certificates
1.3Particulars of the Vessel’s Physical Characteristics
a.LOA
b.LBP
c.Draught
d.Beam
e.Air Draught
f.DWT
g.GT
1.4Particulars of the Vessel Subdivision and Stability Data
a.Light Weight
b.VCG
c.LCG
1.5Particulars of the Vessels Machinery
a.Main Engine Type
b.Main Engine Manufacturer
c.Main Engine Model
d.Main Engine Rating
e.Main Engine Fuel
f.List of Critical Auxiliary Machinery
1.6Particulars of the Vessel Safety System
a.Number and Size of Fire pumps
b.Number and Type of Fire Extinguishers
c.CO2 System / Fixed Fire Fighting Systems
d.Number and Size of Life Boats
e.Number of Life rafts
f.Automatic Fire Control System
1.7Particulars of the Vessel Navigation Systems
a.Description of Steering Gear
b.Type of Rudder
Description of Marine Radar System
Description of Magnetic Steering Compass
Description of Gyro Compass/Repeater
Description of Rudder Angle Indicator
1.8Particulars of the Vessel Deck Machinery
a.Number and capacity of Anchors & Anchor Windlass
b.Number and capacity of Mooring Winch
c.Number and capacity of Cargo Lifting Gear
d.Number and capacity of Hose Handling Crane
1.9Particulars of Cargo System
a.Type of Cargo
b.Vessels Cargo Handling Systems - number and size of cargo pumps, description
of piping system, cargo control system, hose handling cranes, manifolds, vessels dry cargo loading and unloading systems, cargo cranes, etc.
1.10Vessel Communications Systems
a.Radio Equipment
b.SITP
c.Interior Communications
d.PC network
1.11Vessel Response Plan (Notification contact names and numbers for the following)
a.Qualified Individual
b.Oil Spill Response Organization
c.Spill Management Team
d.Salvage/Fire Fighting/Lightering Organization
2.0VESSEL STATUS
2.1Status of Certificates (list the current status of each certificate under 1.2)
For each certificate the folowing data will be available: Issuing Authority; Issue Date; and Expiration Date.
a.Cargo Safety Equipment Certificate
Cargo Safety Construction Certificate(s)
Cargo Ship Safety Certificate
d.Passenger Ship Safety Certificate
Radio Safety Certificate
f.Cargo Ship Radio Telegraphy Certificate
g.Cargo Ship Radio Telephony Certificate
h.Exemption Certificate
International Load Line Certificate
j.International Load Line Exemption Certificate
k.Certificate of Fitness (liquefied gases in bulk)
l.Certificate of Fitness (chemicals in bulk)
m.IOPP Certificate/NLS Certificate
n.Minimum Safe Manning Document
Safety Management Certificate
Document of Compliance
Classification Certificates, Hull, Machinery, Automation, Navigation
Tonnage Measurement Certificate
Panama/Suez Certificates
2.2Status of Hull Structure
a.Structural Damage reported by crew
b.Temporary repairs to be completed
c.Outstanding items from last class survey report
d.Status of Coatings
e.Status of Cathodic Protection System
2.3Status of Machinery. Inoperable equipment, repair work schedules, etc.
a.Main Engine
b.Main and Auxiliary Boilers
c.Other Auxiliaries
2.4Status of Vessel Safety Systems.
a.Inoperable Equipment
b.Last operation of Emergency Generator
c.Last operation of Emergency Fire Pump
2.5Status of Vessel Navigation Systems
a.Status of Steering Gear Engines
b.Status of Steering Control System
Status of Marine Radar System
Status of Magnetic Steering Compass
Status of Gyro Compass/Repeater
Status of Rudder Angle Indicator
2.6Report of fuel quality
For each fuel on board:
a.Density
b.Viscosity
c.Pour Point
d.Water Content
e.Fuel Stability
f.Abrasive Particles
g.Salt Water
h.Strong Acidity
2.7Report on Lube Oil Quality
a.Change in Viscosity
b.Presence of Water
c.Strong Acidity
d.Comparative Viscosity
3.0CREW REQUIREMENTS
3.1Identification of Crew positions consistent with Safe Manning Requirements
a.Officers in Charge of a Navigational Watch
b.Chief Mate
c.Master
d.Officer in charge of a Navigational watch - Near - Coastal Voyage
e.Master - Near - Coastal Voyage
f.Ratings Forming Part of a Navigational Watch
g.Officer in charge of engineering watch propulsion power (>750 kw)
h.Chief Engineer propulsion power (>3000 kw)
i.Chief Engineer propulsion power (750 - 3000 kw)
j.Second Engineer propulsion power (>3000 kw)
k.Second Engineer propulsion power (750 - 3000 kw)
Ratings Forming Part of an Engineering Watch
Radio Operator
GMDSS Qualified Officers
3.2Training Requirements
For each Position and Who Qualified:
a.Requirements for familiarity with Company Procedures
b.STCW Training
- Tanker Familiarization Course -Chemical Tanker -Liquified Gas Tanker
- Personal Survival Techniques
- Advanced Fire Fighting
- Medical First Aid
- Personnel In Charge of Medical Care
- Personal Safety and Social Responsibility
- Ro-Ro’s (Passenger Ships)
Crowd Management
Crisis Management
c.Survival Craft and Rescue Boat Training
d.Fast Rescue Boat Training
e.Familiarization Training
f.Listing of Officers Qualified to perform on-board training and on-board Assessment of Training
3.3Required Drills
a.Fire Drill
b.Boat Drill
c.Rescue Boat Drill
Man Overboard Drill
e.Entering & Leaving Port Equipment Drills
4.0CREW STATUS
4.1Identification of crew Members by name
a.Full name of each current crew member
Position as defined in 3.1 filled by each named crew member
Date signed on
4.2Certificate of Competency for each crew member; (issue date, issuing authority,
validity)
a.Seafarer’s name
b.Date of birth
c.Nationality
d.Sex
e.Relevant document number
f.Date of issue
g.date of expiry
h.Last revalidation date
i.Details of dispensation(s)
4.3STCW certification of each licensed crew member
a.STCW competency standard (e.g. regulation II/I)
b.Title
c.Function
d.Endorsements
4.4Training Records
For each crew member:
a.STCW Training
- Personal Survival Techniques
- Advanced Fire Fighting
- Medical First Aid
- Personnel In Charge of Medical Care
- Personal Safety and Social Responsibility
b.Familiarization Training
Listing of Personnel by position required to have on-board Training Record Book
Evidence of Training in Company Procedures
4.5Medical Records for each crew member
Documented Evidence of Medical Fitness for each crew member as per ILO Convention No.73.
b.Proof of Drug/Alcohol testing.
4.6Log of hours worked (Compliance with OPA 90 STCW)
a.Hours of rest each week for each crew member forming part of a Navigational or Engineering Watch
5.0VOYAGE SPECIFIC DATA
5.1Port of Departure (Last Port of Call)
a.Name of Port, Country
b.Date and time of departure
5.2Destination Port (Next Port of Call)
a.Name of Port, Country
Estimated time of arrival
Facility Name
Loading/Off Loading
e.Bunkering - Y/N
f.Lightering - Y/N
Agent
5.3Cargo carried
a.Type of Cargo
5.4Loading pattern
a.Tons of Cargo in each Liquid Cargo Tank
b.Tons of Fuel in each Fuel Tank
c.Tons of Bulk Cargo in each Cargo Hold
d.Tons of Bulk Cargo/Containers stowed above deck
5.5Ballast Condition
a.Tons of Ballast in each Ballast Tank and location where ballast taken on
b.Operating Draft
5.6Critical Voyage Events
a.Off Spec Bunkers
b.Heavy Weather (Deviation/Damage)
c.Collision
d.Grounding
Fire on board
Cargo Shifts
g.Accident/Personal Injury
h.Sickness
6.0RECORD OF INSPECTION
6.1Internal Inspections
a.Inspections of Hull by crew; date, findings, action required
b.Inspections of Machinery by crew; date, findings, action required
6.2Internal Quality Audit Reports
a.Shipboard Audit Deficiencies
6.3Internal ISM Audits
Internal ISM SMC Audits
Internal ISM DOC Audits
6.4Classification Survey Records
a.Annual Hull Survey
b.Annual Machinery Survey
c.Intermediate Survey Hull
d.Intermediate Survey Machinery
e.Special Survey Hull
Special Survey Machinery
6.5Flag State Inspections
a.Safety Construction Inspection
b.Safety Equipment Inspection
c.IOPP Inspection
d.Safety Radio Inspection
e.Load Line Inspection
6.6Port State Inspections
a.Control Number
b.Annual
c.Re-examination
d.Tank - Vessel Examination
e.Ballast Tank Examination
6.7CAPs and Vettings
a.For each type of survey, list: Surveyor; date; deficiency
Certifying Authority ISM Audits of Operations Procedures
(Dates Due/Completed. For each)
a.Annual Office Audit (SMC)
b.Intermediate Ship Audit (DOC)
c.DOC Renewal Audit
7.0RECORD OF INCIDENTS
7.1Port State Restrictions
a.Prevented from entering Port
b.Cargo Operation delayed Pending Exam
c.Fines Imposed
d.Vessel Arrested
7.2Unscheduled downtime
a.Equipment Failure at sea
b.Delays for Ship Assist/Rescue
c.Berth Availability
d.Cargo Transfer Restrictions
e.External Interference, e.g. Weather Delays, Acts of War, Piracy
7.3Other Reportable Incidents
a.Loss of Propulsion
b.Loss of Electrical Power
c.Loss of Steering
d.Oil Spill onboard
e.Navigational Error
7.4Pollution incidents, Oil Spills
a.For each pollution incident,list: date; place; amount; result
8.0CORRECTIVE ACTIONS
8.1Scheduled Critical Maintenance
a.By Ship’s Crew
b.By Shore Crew
c.By Dry Docking
8.2Awaiting Critical Equipment
a.Equipment for Vital Ship’s Systems
b.Equipment for Personal Safety
c.Equipment for Shipboard Safety Systems
d.Equipment for Navigational Systems
8.3Critcal Documentation Needed
a.Navigational Information (Charts, etc.)
b.Vendor Maintenance & Repair Manuals
c.Required Emergency Notification Information
d.Updates on Classification/Statutory Status Reports
Deficiency Log
a.Deficiencies not reported under other systems.
APPENDIX A
A.1Automatic Identification System (AIS)View
a.Mobile Marine Station Identification (MMSI)
b.Call Sign
c.Name
d.Dimensions of ship
e.Type of ship
f.Position of fixing antenna on the ship
g.Ship’s position with accuracy indication
h.Time in UTC
i.Course over ground
j.Speed over ground
k.Heading
l.Navigational Status (e.g., NUC, at anchor, etc.)
m.Rate of turn (where available)
n.Angle of heel (where available)
o.Pitch and Roll (where available)
p.Ship’s draught
q.Hazardous cargo (type)
r.Destination
s.ETA
Note: A security mechanism must be provided to prevent unauthorized alteration of input or transmitted data.
A.2Ship Damage Reporting to Nearest Coastal State
a.Risk of Pollution Report
A.3Personnel Casualty Reporting to Company
a.Report of Death, Injury and Serious Illness
b.Nature and Cause of Injury
A.4Casualty Reporting to Company
a.Collision, structural damage, grounding, stranding, fire, explosion
b.Machinery breakdown, damage to machinery space, flooding
c.Damage/loss to cargo
d.Initial Report
e.Final Report
A.5Oil Spill and Pollution
a.Report to Local Government Agencies
b.Report to Company
c.Report to Designated Qualified Individual
d.Report to Oil Spill Response Agency
Appendix B
USCG Advance Notice of Arrival- Port State Control (PSC)
The United States Coast Guard’s Advance Notice of Arrival for vessels bound for ports or places in the United States, in accordance with 33 CFR 160.207, shall include the following:
The owner, agent, master, operator, or person in charge of a vessel (except a barge, bound for a port or place in the United States) shall report the following at least 24 hours before entering the port or place of destination to the Captain of the Port of destination.
ItemSSR Reference Group
Vessel Name1.1b
Flag1.1e
Call Sign1.1d
IMO Number 1.1a
Type of Vessel1.1c
ETA Date / Time 5.2b
ETD Date / Time5.1b
Last Port of Call5.1a
Next Port of Call 5.2a
Type of Cargo 5.3a
Loading/ Off-load5.2d
Facility Name5.2c
Bunkering 5.2e
Lightering5.2f
Agency5.2g
Note For vessels carrying certain dangerous cargo, in addition to the above , the Advance Notice of Arrival is to report the location of the vessel and the following ;
Tons of dangerous cargo in each tank 5.4
Operational condition of navigation equipment 2.5 c, d, e, f
ANNEX A
Informative
Standards referenced in this guide are available for purchase as follows:
ISO and IEC Standards from
American National Standards Institute (ANSI)
11 West 42nd Street
New York, NY 10036
Tel. 212-642-3946
Fax 212-302-1286
IEEE Standards form
Institute of Electrical and Electronic Engineers
P. O. Box 1331
Piscataway, NJ 08855-1331
Tel 800-678-4333 (US & Canada)
Tel 908-981-1393 (outside US & Canada)
Fax 908-981-9667
ASTM Standards from
American Society for Testing and Materials
100 Barr Harbor Drive
West Conshohocken, PA 19428
NMEA Standards from
National Marine Electronics Association
P.O. Box 3435
New Bern, NC 28564-3435
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