ON BOARD RECORD KEEPING

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A) NECESSITY OF PROPER FILING:-
       Control of document is required by element 11 of ISM code. Proper filing is advantageous because of:-
1) Proper filing ensures quick retrieval when required for future reference.
2) A ready reference is available for inspection
3) Filing forms is a systematic means of record keeping.
4) Standardization of record keeping across vessels enables more efficient record management.
5) Organized filing also saves storage place.
6) Proper filing is also required by legislation and regulation. i.e. MARPOL requires BDN to be filed and     maintained on board. 
7) Numbering and naming of files also serves as a means of a reference number during correspondence and reports.
8) Proper filing of a document mean it should go in a proper file with proper number and in a proper order at proper time.

B) EFFICIENT CONTROL OF FOLLOW UP AND VERIFICATION:-
    Follow up means keep yourself updated regarding the inquiry you have sent for answer, to know progress.
1) Follow up to an initial correspondence serves as reminders and are to be filed with the first correspondence.
2) Recording of follow up and verification activities serve as a evidence for closure of a finding in an audit or inspection.
3) Such evidence may be in form of a record or photographic evidence and must not only be sent to the party concerned as follow up to their inspection but also a copy to be maintained on board.
4) Where applicable reports on the status of a follow up activity such as an audit must be updated and sent weekly to ascertain that corrective measures to existing issues are being established.
5) If this communication is a paper correspondence it is very important to have initial letter number or reference number. If it is an e-mail that it is always better the whole correspondence should be sent every time.

C) ACCIDENT/ INCIDENT INVESTIGATION:-
       Records are the main key to investigate the reasons for an accident. The records can tell how this problem started and what were initial indications.
1) Record of incident/ accident/ near miss reports serve as tool for training of personnel and promoting a safety culture.
2) Near miss reports help spread awareness about a potential safety hazard, there by mitigating risk.
3) Accident/ incident investigation records are circulated through out the fleet for discussion and subsequent filing.
4) Such reports also serve as evidence in the event of claims arising from an accident.

To highlight the importance of record keeping let us take an example of head injury due to breaking of helmet by falling hammer.
  • We received helmets in store, the received ones were not of same standard we have asked for. ( Requisition filed, Invoice filed)
  • Office was informed regarding this. ( Follow up done and continued, everything filed)
  • In between helmet was used and a hammer fell on the helmet breaking it and injuring head. ( log book entry)
  • Incident report made and office informed.
During accident investigation requisition checked, invoice checked, office correspondence and follow up checked, log book entry and incident reports studied. So, the filing of all documents helped in a smooth investigation.

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