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masters filing

The document outlines the Master’s Filing System for Fleet Operations, detailing various files and their respective forms to be filed. It includes categories such as Correspondence, Certificates, Port Papers, Voyage Files, Crew, Safety, Quality, Insurance, Inventories, and Security. Each category lists specific file numbers and names along with associated forms required for documentation.

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8 views5 pages

masters filing

The document outlines the Master’s Filing System for Fleet Operations, detailing various files and their respective forms to be filed. It includes categories such as Correspondence, Certificates, Port Papers, Voyage Files, Crew, Safety, Quality, Insurance, Inventories, and Security. Each category lists specific file numbers and names along with associated forms required for documentation.

Uploaded by

Trần Tuấn Thắng
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
You are on page 1/ 5

FLEET OPERATIONS

Master’s Filing System

File 1: CORRESPONDENCE
File Number File Name Forms to be filed
1.1 Letter of Instruction and Master’s RSQ10, ADM01
Handover
1.2 Letters to V.Ships
1.3 Letters from V.Ships ADM25, ADM 26
1.4 General Letters – In
1.5 General Letters – Out
1.6 Telex/fax to others.
Telex/fax from others
1.8 Deviation to Company Instructions RSQ09

FILE 2: CERTIFICATES
File Number File Name Forms to be filed
2.1 Certificate Checklist (Shipsure Printout TEC04
2.2 Statutory Certificates
2.3 Environmental Certificates
2.4 ISM / ISPS
2.5 Classification
2.6 Safety
2.7 Crewing / Health
2.8 Navigation & Communications
2.9 Insurance
2.10 Other

FILE 3: PORT PAPERS


File Number File Name Forms to be filed
3.1 Clearances
3.2 Crew Lists ADM03
3.3 Customs
3.4 Immigration

Page 1 of 5 Section 3.3 – Shipboard Filing - Master

Revision Number: 5.2


FLEET OPERATIONS

FILE 4: VOYAGE FILE


File Number File Name Forms to be filed
4.1 Charter Party
4.2 Correspondence to / from Charterers
4.3 Port Logs (Shipsure) MAR02
4.4 Sea passage Report MAR01
4.5 Off-hire Reports TEC21
4.6 Deviation Statements (Shipsure) MAR04
4.7 Notes of Protest / Readiness MAR03, MAR06a, MAR6b,
MAR09
4.8 On/Off-Hire Surveys
4.9 Stevedore Damage MAR07
4.10 Cargo Equipment Report
4.11 Cargo Claims MAR05, MAR08, MAR09
4.12 Cargo Documentation TNK06, TNK07, TNK08, TNK11,
TNK12, TNK13,
CHEM01, CHEM01a, CHEM02,
CHEM03, CHEM04, CHEM05,
CHEM06, CHEM11
GAS05
4.13 Gauge Comparison Log TNK20

FILE 5: CREW
File Number File Name Forms to be filed
5.1 Monthly accounting ADM10, ADM11, ADM12,
ADM12a, ADM 13, ADM14,
ADM16, ADM17, ADM18
5.2 Request for medication attention ADM07
5.3 Drug and Alcohol Records ADM27, ADM31
5.4 Discipline & Grievances ADM09, ADM32
5.5 Indemnity Forms ADM08
5.6 Record of Hours Worked (Shipsure
printout)

FILE 6: SAFETY
File Number File Name Forms to be filed
6.1 Safety Auditor’s Report
6.2 Self Assessment ADM33
6.3 Accident / Incident Reports (Shipsure) SAF02, SAF02a, SAF02c,
SAF03
6.4 Near-Miss Reports (Shipsure) SAF02b
6.5 Monthly HSE Meeting Minutes & Company SAF17
Response (Shipsure)
Page 2 of 5 Section 3.3 – Shipboard Filing - Master

Revision Number: 5.2


FLEET OPERATIONS

6.6 Master’s Quarterly Condition report TEC20


(Shipsure)
6.7 Company Accident Statistics
6.8 Risk Assessments / Change Management SAF03, ADM29
(Shipsure)
6.9 Weekly Inspeciton Reports ADM34
6.10 Mooring / Anchoring Operation Audit NAV19
(Shipsure)

FILE 6a: CRITICAL OPERATIONS CHECKLISTS


File Number File Name Forms to be filed
6a.1 Index & Superintendent’s review SAF16a
6a.2 Deck
6a.3 Engine
6a.4 Other TEC26

FILE 7: QUALITY
File Number File Name Forms to be filed
7.1 Internal ISM/ MLC Audits (Excluding
security)
7.2 External ISM / MLC audits (Excluding
Security)
7.3 Monthly Management Meeting Minutes ADM28
(Shipsure)
7.4 Navigational Audits NAV15,
7.5 Monthly chart correction Audits (Shipsure) NAV13, NAV13a
7.6 VMS Reviews (Shipsure) ADM23, ADM24, ADM25
7.7 Vessel Inspection Report (Superintendent) OPS03
7.8 Third Party Inspection Record
7.9 Cargo Self-Assessment MAR10

FILE 8: INSURANCE
File Number File Name Forms to be filed
8.1 General Correspondence
8.2 Protection & Indemnity (P&I)
8.3 Freight, Demurrage & Defence
8.4 Hull & Machinery
8.5 Others
8.6 Claims Documentation

Page 3 of 5 Section 3.3 – Shipboard Filing - Master

Revision Number: 5.2


FLEET OPERATIONS

FILE 9: INVENTORIES
File Number File Name Forms to be filed
9.1 Quick Checklist TEC06, SAF18
9.2 Deck Equipment DRY09
9.3 Nautical & Radio Equipment
9.4 Steward Stores
9.5 Medical Inventory ADM05
9.6 Rented Equipment

FILE 10: SECURITY (TO BE KEPT SECURE)


File Number File Name Forms to be filed
10.1 Ship Security Plan CD-Rom
10.2 International Security Certificate*
10.3 Continuous Synopsis Record – Original
with complete history (the CSR file)
10.4 Records of last 10 ports S21
10.5 Crew List
10.6 Crew Identification Badge Issue Log
10.7 Information required by ISPS Code Part B S1c
1.15
10.8 Port Records Including DoS S16a, S16b
10.9 Inventory of Dangerous goods and S17
Hazardous Substances
10.10 Security training, Drills & Exercises S14
10.11 SSO Security Inspections S18
10.12 Security Patrol Rounds S19
10.13 SSO Security Briefing S20
10.14 Visitor Log Records
10.15 Records of Ship Specific Search Checklists
10.16 Updated Key Inventory
10.17 Reports of Breaches of Security &
Incidents
10.18 Maintenance & Calibration of Security
Equipment
10.19 Significant Communications Relating to
Security of the Vessel
10.20 Routine Information of Security Interest
Including Notifications of Any Changes in
Page 4 of 5 Section 3.3 – Shipboard Filing - Master

Revision Number: 5.2


FLEET OPERATIONS

Security Levels
10.21 Security Survey Documentation – External
Security Audits (RSO)
10.22 Security Audits (Internal & External)
10.23 SSP Reviews S15
10.24 Results of Reviews of the Ship Security
Assessment by CSO
10.25 Updated Schedule of Security Drills S22
10.26 Reports of Security Breaches / Incidents S29
*Originals of these certificates to be kept in File 2 Certificates

BRIDGE
Forms to be filed
SAF19
NAV01, NAV02, NAV02e, NAV03, NAV04, NAV05, NAV08, NAV09, NAV12, NAV14, NAV17,
NAV18

SHIP SAFETY & TRAINING RECORD BOOK (SSTRB)


Forms to be filed
SAF01, SAF23, SAF24, SAF25, SAF26, NAV06, ADM22

LOG ENTRY
Forms to be filed
SAF30
TEC08, TEC08a
NAV06, NAV08, NAV09, NAV11, NAV12
DRY01, DRY02, DRY03, DRY03G, DRY04, DRY06, DRY08

Page 5 of 5 Section 3.3 – Shipboard Filing - Master

Revision Number: 5.2

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