The aim of the documentation control is to ensure that:

• personnel are provided with the latest versions of pertinent documents,
• changes to documents are properly carried out, readily identifiable to readers,
• the obsolete documents are removed from the system whenever necessary.

The documentation consists of an electronic IMS, which incorporates ISM, MLC, ISO 9001, ISO 14001 and ISO 27001 requirements. Form, checklist and report templates are provided in digital format. Subject to their designation and filing (reference is made to the Document Control & Filing System) there should be either printed and filed in hard copy or in saved in digital format on the server. Laminated checklists, e.g. for watch handover, can be used. In such case, relevant entry must be made in ship's logbook.

Some forms shall be sent to the company. Clear instructions are available in each procedure.

Arrival/Departure Checklists shall be scanned and saved on the server on board; printing is not required.

The IMS, in its current design, in not available as a whole document for the third-party review. Respective procedures, manuals or forms will be extracted as required. Such actions are protected by password and can be carried out by Company Management or a person assigned by Company Management

The Managing Director, Fleet Manager and Head of Marine, Vetting & HSEQ are involved in the approval process of the revised procedures and forms. The Head of Marine, Vetting & HSEQ or a person assigned by him to this task will upload new or revised and approved document to the system.

All forms contain the following information:

• Document number, which is linked to the procedure number (e.g. form DP-0301 is associated with procedure DP-03) and/or rank on board/position ashore
• Revision number e.g. 1.0. New revisions will bear the next number, e.g. 1.1
• Revision date
• Number of pages
• Filing instruction

If appropriate, the procedure contains the following information:

• number and title,
• purpose (explaining the purpose of the document),
• references (to controlled external or other internal documents)

Internal and external Circulars and Bulletins uploaded to the system are the integral parts of the IMS. These are:

• External Circular, Notices, Bulletins, Service Letters, Guidelines, etc.
• Internal Safety Alerts, Safety Bulletins, Safety Campaigns and Fleet Notices