The documents and reports required for a safety management system under Sec. 96.330 or Sec. 96.340 must include the written documents and reports itemized in Table 96.250. These documents and reports must be available to the company's shore-based and vessel(s)-based personnel:
Table 96.250--Safety Management System Documents and Reports------------------------------------------------------------------------
(a) Safety and environmental (1) Meet the objectives of Sec.
policy statements. 96.230; and
(2) Are carried out and kept current
at all levels of the company;(b) Company responsibilities and (1) The owners name and details of
authority statements. responsibility for operation of the
company and vessel(s);
(2) Name of the person responsible
for operation of the company and
vessel(s), if not the owner;
(3) Responsibility, authority and
interrelations of all personnel who
manage, perform, and verify work
relating to and affecting the
safety and pollution prevention
operations of the company and
vessel(s); and
(4) A statement describing the
company's responsibility to ensure
adequate resources and shore-based
support are provided to enable the
designated person or persons to
carry out the responsibilities of
this subpart.(c) Designation in writing of a (1) Have direct access to
person or persons to monitor the communicate with the highest levels
safety management system for the of the company and with all
company and vessel(s). management levels ashore and aboard
the company's vessel(s);
(2) Have the written responsibility
to monitor the safety and
environmental aspects of the
operation of each vessel; and
(3) Have the written responsibility
to ensure there are adequate
support and shore-based resources
for vessel(s) operations.(d) Written statements that define (1) Carry out the company's safety
the Master's responsibilities and and environmental policies;
authorities. (2) Motivate the vessel's crew to
observe the safety management
system policies;
(3) Issue orders and instructions in
a clear and simple manner;
(4) Make sure that specific
requirements are carried out by the
vessel's crew and shore-based
resources; and
(5) Review the safety management
system and report non-conformities
to shore-based management.(e) Written statements that the (1) Ability to make decisions about
Master has overriding safety and environmental pollution;
responsibility and authority to and
make vessel decisions. (2) Ability to request the company's
help when necessary.(f) Personnel procedures and (1) Masters of vessels are properly
resources which are available qualified for command;
ashore and aboard ship.. (2) Masters of vessels know the
company's safety management system;
(3) Owners or companies provide the
necessary support so that the
Master's duties can be safely
performed;
(4) Each vessel is properly crewed
with qualified, certificated and
medically fit seafarers complying
with national and international
requirements;
(5) New personnel and personnel
transferred to new assignments
involving safety and protection of
the environment are properly
introduced to their duties;
(6) Personnel involved with the
company's safety management system
have an adequate understanding of
the relevant rules, regulations,
codes and guidelines;
(7) Needed training is identified to
support the safety management
system and ensure that the training
is provided for all personnel
concerned;
(8) Communication of relevant
procedures for the vessel's
personnel involved with the safety
management system is in the
language(s) understood by them; and
(9) Personnel are able to
communicate effectively when
carrying out their duties as
related to the safety management
system.(g) Vessel safety and pollution (1) Define tasks; and
prevention operation plans and (2) Assign qualified personnel to
instructions for key shipboard specific tasks.
operations..(h) Emergency preparedness (1) Identify, describe and direct
procedures.. response to potential emergency
shipboard situations;
(2) Set up programs for drills and
exercises to prepare for emergency
actions; and
(3) Make sure that the company's
organization can respond at
anytime, to hazards, accidents and
emergency situations involving
(i) Reporting procedures on (1) Report non-conformities of the
required actions.. safety management system;
(2) Report accidents;
(3) Report hazardous situations to
the owner or company; and
(4) Make sure reported items are
investigated and analyzed with the
objective of improving safety and
(1) Inspect vessel's equipment,
(These procedures verify that a hull, and machinery at appropriate
company's vessel(s) is maintained intervals;
in conformity with the provisions (2) Report any non-conformity or
of relevant rules and deficiency with its possible cause,
regulations, with any additional if known;
requirements which may be (3) Take appropriate corrective
established by the company.). actions;
(4) Keep records of these
activities;
(5) Identify specific equipment and
technical systems that may result
in a hazardous situation if a
sudden operational failure occurs;
(6) Identify measures that promote
the reliability of the equipment
and technical systems identified in
paragraph (j)(5), and regularly
test standby arrangements and
equipment or technical systems not
in continuous use; and
(7) Include the inspections required
by this section into the vessel's
operational maintenance routine.
(k) Safety management system (1) Procedures which establish and
document and data maintenance. maintain control of all documents
and data relevant to the safety
management system.
(2) Documents are available at all
relevant locations, i.e., each
vessel carries on board all
documents relevant to that vessels
operation;
(3) Changes to documents are
reviewed and approved by authorized
personnel; and
(4) Outdated documents are promptly
removed.(l) Safety management system (1) Periodic evaluation of the
internal audits which verify the safety management system's
safety and pollution prevention efficiency and review of the system
activities. in accordance with the established
procedures of the company, when
needed;
(2) Types and frequency of internal
audits, when they are required, how
they are reported, and possible
corrective actions, if necessary;
(3) Determining factors for the
selection of personnel, independent
of the area being audited, to
complete internal company and
vessel audits; and
(4) Communication and reporting of
internal audit findings for
critical management review and to
ensure management personnel of the
area audited take timely and
corrective action on non-
conformities or deficiencies found.------------------------------------------------------------------------Note: The documents and reports required by this part are for the
purpose of promoting safety of life and property at sea, as well as
protection of the environment. The documents and reports are intended
to ensure the communication and understanding of company and vessel
safety management systems, which will allow a measure of the systems
effectiveness and its responsible person to continuously improve the
system and safety the system provides.