INTERNAL AUDIT ISM

INTERNAL AUDIT

The internal audit is carried out onboard and ashore at intervals of not exceeding 12 months. In exceptional circumstances this interval may be exceed by not more tan three months

The DPA is responsible for maintaining the internal audit, the auditor shall be independent of the area they are assigned to audit and should have undergone the training required to be an auditor and he should well know about ISM code, sections of the safety management manual, common procedures, the vessel procedures and any previous audit reports relevant to this audit

EXECUTION OF AUDIT

            After an brief meeting with master, the auditor shall conduct an opening meeting to outline the scope and objectives of the audit. The audit shall be conducted with the minimum interruption of business

THE AUDITOR SHOULD GO THROUGH

1.plans and procedures are followed

2.laws and regulations are followed

3. records and documentations are maintained

4.deficiencies are identified and corrective actions taken

5.crews are familiar with the procedures of sms

Beginning of audit

            The audit will start from the master

A) DOCUMENTS

1.class and statutory certificates – validity and paper endorsements

2.safe manning certificates, stcw certificates for all crew members

3.records of rest hour

4.oil record book, sopep, ods log book.etc for correct entries , review of receipts bdn ,garbage record bok etc

5.charts and notices to mariners, and nautical publications

6.official log book, deck log books for lsa ffa drills ,inspection and maintenance

7.safety management meetings , near miss /accident reports, onboard training schedule/records, shipboard operations and procedures

B) BRIDGE AND BRIDGE WINGS

1.magnetic compass, deviation curve table is maintained

2.radio equipment (vhf,mf/hf,radio) functional test and battery expiry

3.epirb,ais vdr,sart for annual test report, functional test

4. navigational lights alarm and functional test

5. emergency lighting

6. pyro techniques, life buoy with smoke signal and self igniting lamps

7. company policy, dpa name contact details are pasted

8.fire alarm detection system function test

9.navigational equipments are properly working

C) OUTSIDE ACCOMMODATION

1.batteries and battery room,emergency generator  for battery charger is working , functional test

2.all fire flaps and ventilations

LIFE/RESCUE BOAT

1.inspecction and maintenance of falls

2.condition of lifeboat structure and marking

3.engine operation, manoeuvring and propulsion system

4.sprinkler and air supply system if fitted

5.expiry dates of pyrotechniques, food, ration and first aid kit

RELEASE GEAR

1.records for annual thorough examination and operational test

2.records of 5 yearly overhaul and operational test

DAVIT

1.structure and  foundation for corrosion and loosened bolts

2.wires and sheaves for possible damages, functions of limit switches

3.stored power system and hydraulic system

4.brake mechanism and remote control system

LIFE RAFTS

1.check connection of painter line

2.check weak link connection

3.check hru unit for expiry and approval

4.chek marking of life raft and condition of stowage cradle

5.check raft approval service certificate

MUSTER AND EMBARKATION

1.musteris clearly defined duties, updated and posted

2.check launching instructions are posted

3.functional testing of emergency lights, embarkation light, general alarm ,pa system, check embarkation ladder

4.required signs and indications are posted

5.life jackets, immersion suits, lifebuoys

FIREFIGHTING APPLIANCES

1.fire control plans available onboard updated ad displayed

2.all ffa items are placed according to fire control plan

3.fire control plans are placed water tight containers and in good condition

4.check scab and firefighters outfits

5.check fire pump and emergency fire pump for functional test, , firemain, hydrants nozzle, hoses, isolating valves

6.portable fire extinguishers emergency escape emergency lighting ,fire dampers

OPEN DECK AND CARGO AREAS

1.international shore connection, ventilators, air vents, maindeck condition& maintenance

2.booby hatches ,hatch covers for maintenance closing appliances water tightness, hatch coaming, bulwark,

D) STORES AND ROOMS

ACCOMMODATION- cleanliness, company policy ,dpa and sso,cso names and contacts are displayed

STEERING GEAR ROOM- emergency  lighting, hydraulic system, operation safeties and alarms, rudder angle indicator, emergency steering ,operating instructions communication arrangement

CO₂ ROOM AND SYSTEM- check the alarm devices, blowers, cut-off, maintenance records, releasing instructions

 GALLEY –galley exhaust ducts filters, cleanliness ,fire dampers

MESS ROOM- cleanliness, posters, lsa & ffa training manuals, garbage sorting

ENGINE ROOM- emergency lighting, escape routes, quick closing valves watertight doors, insulation, oil filtering equipments and functional test engine room bilge cleanliness , eebd,

E) PERSONAL INTERVIEW

Check for knowledge of duties, familiarisation, emergency situations and environmental protection and company policy

F) CLOSING MEETING

1.The auditors shall report their findings, observations and recommendations, summarising the good points before discussing non-conformities supported by the audit evidence. 

2.All parties shall safeguard the confidentiality of the internal audit report.

OFFICIAL LOG BOOK ENTRIES

ENTRIES OF OFFICIAL LOG BOOK

1.LIST OF CREWS AND REPORT OF CHARACTER

2.LOAD LINE,DEPTH OF LOADING AND FREEBOARD

3.DAILY RECORD REQUIRED BY THE  INDIAN MERCHANT SHIPPING(RADIO TELEGRAPHY) RULES

4.RECORD OF DRILLS (BOAT DRILL, FIRE DRILL.ETC.)AND MUSTERS,EXAMINATION OF LIFE SAVING APPLIANCES AS REQUIRED BY MS ACT

5.RECORD OF INSPECTION OF CREWS ACCOMMODATION

6.OCCURRENCES

7.RECORD OF INSPECTION OF PROVISIONS

8.MARRIAGE,BIRTH AND DEATHS

9.TIME OF CLOSING AND OPENINGS OF WATER TIGHT DOORS

10.PRACTICE OF OPENING AND CLOSING OF WATER TIGHT DOORS

11.INSPECTION OF WATER TIGHT DOORS AND VALVES

12.CHANGE OF COMMAND

SECTION 214 OF  M.S.ACT 1958

214. ENTRIES REQUIRED TO BE MADE IN OFFICIAL LOG BOOKS.—

 THE MASTER OF A SHIP FOR WHICH AN OFFICIAL LOG IS REQUIRED SHALL ENTER OR CAUSE TO BE ENTERED IN THE OFFICIAL LOG BOOK THE FOLLOWING MATTERS, NAMELY:—

(1) EVERY CONVICTION BY A LEGAL TRIBUNAL OF A MEMBER OF HIS CREW AND THE PUNISHMENT INFLICTED;

(2) EVERY OFFENCE COMMITTED BY A MEMBER OF HIS CREW FOR WHICH IT IS INTENDED TO PROSECUTE OR TO ENFORCE A FORFEITURE OR EXACT A FINE, TOGETHER WITH SUCH STATEMENT CONCERNING THE READING OVER OF THAT ENTRY AND CONCERNING THE REPLY (IF ANY) MADE TO THE CHARGE AS IS BY THIS ACT REQUIRED;

(3) EVERY OFFENCE FOR WHICH PUNISHMENT IS INFLICTED ON BOARD AND THE PUNISHMENT INFLICTED;

(4) A REPORT ON THE QUALITY OF WORK OF EACH MEMBER OF HIS CREW, OR A STATEMENT THAT THE MASTER DECLINES TO GIVE AN OPINION THEREON WITH STATEMENT OF HIS REASONS FOR SO DECLINING;

(5) EVERY CASE OF ILLNESS, HURT OR INJURY HAPPENING TO A MEMBER OF THE CREW WITH THE NATURE THEREOF AND THE MEDICAL TREATMENT ADOPTED (IF ANY);

(6) EVERY CASE OF DEATH HAPPENING ON BOARD AND THE CAUSE THEREOF, TOGETHER WITH SUCH PARTICULARS AS MAY BE PRESCRIBED;

(7) EVERY BIRTH HAPPENING ON BOARD, WITH THE SEX OF THE INFANT, THE NAMES OF THE PARENTS AND SUCH OTHER PARTICULARS AS MAY BE PRESCRIBED;

(8) EVERY MARRIAGE TAKING PLACE ON BOARD WITH THE NAMES AND AGES OF THE PARTIES;

(9) THE NAME OF EVERY SEAMAN OR APPRENTICE WHO CEASES TO BE A MEMBER OF THE CREW OTHERWISE THAN BY DEATH, WITH THE PLACE, TIME, MANNER AND CAUSE THEREOF;

(10) THE WAGES DUE TO ANY SEAMAN OR APPRENTICE WHO DIES DURING THE VOYAGE AND THE GROSS AMOUNT OF ALL DEDUCTIONS TO BE MADE THEREFROM;

(11) THE MONEY OR OTHER PROPERTY TAKEN OVER OF ANY SEAMAN OR APPRENTICE WHO DIES DURING THE VOYAGE;

(12) ANY OTHER MATTER WHICH IS TO BE OR MAY BE PRESCRIBED FOR ENTRY IN THE OFFICIAL LOG.

ENTRY OF OFFENCES

SECTION 196 IN THE MERCHANT SHIPPING ACT, 1958

 ENTRY OF OFFENCES IN OFFICIAL LOGS.—IF ANY OFFENCE WITHIN THE MEANING OF THIS ACT OF DESERTION OR ABSENCE WITHOUT LEAVE OR AGAINST DISCIPLINE IS COMMITTED, OR IF ANY ACT OF MISCONDUCT IS COMMITTED FOR WHICH THE OFFENDER’S AGREEMENT IMPOSES A FINE AND IT IS INTENDED TO ENFORCE THE FINE,—

(1) AN ENTRY OF THE OFFENCE OR ACT SHALL BE MADE IN THE OFFICIAL LOG BOOK AND SIGNED BY THE MASTER, THE MATE AND ONE OF THE CREW; AND

(2) THE OFFENDER, IF STILL IN THE SHIP, SHALL, BEFORE THE NEXT SUBSEQUENT ARRIVAL OF THE SHIP AT ANY PORT, OR, IF SHE IS AT THE TIME IN PORT, BEFORE HER DEPARTURE THEREFROM, BE FURNISHED WITH A COPY OF THE ENTRY AND HAVE THE SAME READ OVER DISTINCTLY AND AUDIBLY TO HIM AND MAY THEREUPON MAKE SUCH REPLY THERETO AS HE THINKS FIT; AND

(3) A STATEMENT OF A COPY OF THE ENTRY HAVING BEEN SO FURNISHED AND THE ENTRY HAVING BEEN SO READ OVER AND THE REPLY, IF ANY, MADE BY THE OFFENDER SHALL LIKEWISE BE ENTERED AND SIGNED IN MANNER AFORESAID; AND

(4) IN ANY SUBSEQUENT LEGAL PROCEEDINGS THE ENTRIES BY THIS SECTION REQUIRED SHALL, IF PRACTICABLE, BE PRODUCED OR PROVED, AND, IN DEFAULT OF SUCH PRODUCTION OR PROOF, THE COURT HEARING THE CASE MAY IN ITS DISCRETION, REFUSE TO RECEIVE EVIDENCE OF THE OFFENCE OR ACT OF MISCONDUCT.

MARKING OF LIFE SAVING APPLIANCES

MARKING OF LIFE BOAT

1. DIMENSIONS OF THE LIFE BOAT (L X B X D)

2. MAXIMUM NUMBER OF PERSONS THAT BOAT CAN CARRY

3. MAKERS NAME, SERIAL NUMBER AND DATE OF MANUFACTURE

4. THE NAME,IMO NUMBER AND PORT OF REGISTRY OF THE PARENT VESSEL MUST BE MARKED IN BLOCK CAPITALS ON EACH BOW OF THE BOAT

MARKING ON THE LIFE RAFT

1. THE MAKERS NAME OR TRADE MARK, SERIAL NUMBER NAME OF APPROVING AUTHORITY AND THE NUMBER OF PERSONS IT IS PERMITTED TO CARRY

2. DATE WHEN LAST SERVICED

3. LENGTH OF PAINTER

4. MAXIMUM PERMITTED HEIGHT OF STOWAGE ABOVE WATER LINE

5. LAUNCHING INSTRUCTIONS

6. IN CASE RIGID LIFE RAFT THE NAME OF THE SHIP,IMO NUMBER AND THE PORT OF REGISTRY TO BE MARKED

7. NAME AND PLACE OF SERVICING AND THE  DATE OF LAST SERVICE

8. SOLAS PACK A OR SOLAS PACK B

RESCUE BOAT MARKING 

1. THE MAKERS NAME OR TRADE MARK AND THE SERIAL NUMBER

2. DATE OF MANUFACTURE

3. NAME OF PARENT SHIP, IMO NUMBER AND PORT OF REGISTRY

LIFE JACKET MARKINGS

1. TRADE MARK WITH SERIAL NUMBER

2. NAME OF THE SHIP,IMO NUMBER,PORT OF REGISTRY

3. ADULT OR CHILD

4. THE DATE OF MANUFACTURE AND APPROVED AUTHORITY STAMP 

MARKING OF LIFE BUOY

1. NAME OF THE SHIP,IMO NUMBER AND PORT OF REGISTRY

2. MANUFACTURER NAME OR TRADE MARK AND APPROVED AUTHORITY STAMP

3. MAXIMUM HEIGHT ABOVE THE WATERLINE AT WHICH IT CAN BE STOWED IF THIS EXCEEDS 30 METERS.

IMO CONVENTION RELATED TO SAFETY, POLLUTION AND LIABILITY COMPENSATION

IMO CONVENTIONS RELATED TO SAFETY,POLLUTION,

 LIABILITY COMPENSATION

Maritime Safety

Marine Pollution

Liability and Compensation

Maritime Safety 1.International Convention for the Safety of Life at Sea (SOLAS), 1974
2.International Convention on Load Lines (LL), 1966
3.Special Trade Passenger Ships Agreement (STP), 1971
4.Protocol on Space Requirements for Special Trade Passenger Ships, 1973
5.Convention on the International Regulations for Preventing Collisions at Sea (COLREG), 1972
6.International Convention for Safe Containers (CSC), 1972
7.Convention on the International Maritime Satellite Organization (INMARSAT), 1976
8.The Torremolinos International Convention for the Safety of Fishing Vessels (SFV), 1977
9.International Convention on Standards of Training, Certification and Watchkeeping for Seafarers  (STCW), 1978
10.International Convention on Standards of Training, Certification and Watchkeeping for Fishing
Vessel Personnel (STCW-F), 1995
11.International Convention on Maritime Search and Rescue (SAR), 1979
Marine Pollution

1. International Convention for the Prevention of Pollution from Ships, 1973, as modified by the Protocol of 1978 relating thereto (MARPOL 73/78) is the combination of following annexes amended and added
   a) Annex I  Regulations for the Prevention of Pollution by Oil (entered into force 2 October 1983) 
  b) Annex II  Regulations for the Control of  Pollution by Noxious Liquid Substances in Bulk  (entered into force 2 October 1983) 
  c) Annex III Prevention of Pollution by Harmful Substances Carried by Sea in Packaged Form (entered into force 1 July 1992) 
  d) Annex IV Prevention of Pollution by Sewage from Ships  (entered into force 27 September 2003)

  e)  Annex V Prevention of Pollution by Garbage from Ships (entered into force 31 December 1988) 

  f)  Annex VI Prevention of  Air Pollution from Ships (entered into force 19 May 2005)

2. International Convention Relating to Intervention on the High Seas in Cases of Oil Pollution Casualties (INTERVENTION), 1969 

3. Convention on the Prevention of Marine Pollution by Dumping of Wastes and Other Matter (LDC), 1972 

4. International Convention on Oil Pollution Preparedness, Response and Co-operation (OPRC), 

5. Protocol on Preparedness, Response and Co-operation to pollution Incidents by Hazardous and Noxious Substances, 2000 (HNS Protocol) 

6. International Convention on the Control of Harmful Anti-fouling Systems on Ships (AFS), 2001 

7. International Convention for the Control and Management of Ships' Ballast Water and
Sediments, 2004
Liability and Compensation
1. International Convention on Civil Liability for Oil Pollution Damage (CLC), 1969
2. International Convention on the Establishment of an International Fund for Compensation for Oil Pollution Damage (FUND), 1971
3. Convention relating to Civil Liability in the Field of Maritime Carriage of Nuclear Material
(NUCLEAR), 1971 

4. Athens Convention relating to the Carriage of Passengers and their Luggage by Sea (PAL), 1974
5. Convention on Limitation of Liability for Maritime Claims (LLMC), 1976
6. International Convention on Liability and Compensation for Damage in Connection with the Carriage of Hazardous and Noxious Substances by Sea (HNS), 1996
7. International Convention on Civil Liability for Bunker Oil Pollution Damage, 2001

CARGO SHIP SAFETY EQUIPMENT SURVEY CHECK LIST

CARGO SHIP SAFETY EQUIPMENT  SURVEY

 ITEMS

1. validity of ships certificate 
2. fire control plans exhibited and training manuals, fire safety operational booklets have been provided
3. any fire has been occurred onboard necessitating the operation of  fixed fire extinguishing system or portable fire extinguisher since last survey
4. LSA and FFA equipments
5. Check the log books, the date when the last full muster of the crew for boat and fire drill take place, life boat equipment was examined and lowered,
6. Onboard training records of crew ,training manual and training aids for LSA are available
7. Checking the navigational equipment, Operational and maintenance manual of navigational equipments are available 
8. Navigational lights, shapes, sounds signals and nautical publications, nautical charts & updates
9.  Examine fire pumps, emergency fire pumps, fire mains, fire hoses, hydrants, nozzles international shore connections 
10.  Random examination of portable fire extinguishers. Checking of fire fighting outfits, EEBD, SCAB location and condition of cylinders
11. Operational readiness of fixed fire fighting system, remote operation, alarm, shut off etc. 
12. Fire detection and alarm system, general emergency fire alarms
13. Checking the lighting of the muster and embarkation station, alleyway, stairways, and exit including emergency lights
14. Examine the survival crafts its equipment, on load release unit, hru unit, launching appliances, embarkation arrangements, renewal of falls, davits, operation of davits and dynamic brake test, 
15. Emergency instructions are available and updated muster lists are pasted in conspicious place
16. Examine rescue boat its equipment, lowering and recovery arrangement, engine, two way vhf radio telephone apparatus
17. Line throwing apparatus, rocket parachute and ships distress signal, buoyant lines, life jackets their whistles lights, life buoys, self-igniting lights, smoke signals, EPIRB, SART
18. Checking the pilot ladder, hoist, embarkation and disembarkation from ships such as gangways
19. Checking of gas analyser and oxygen analyser with detailed instructions for its use
20. Checking of AIS, annual test, conformance test of LRIT
21. Ships compass its deviation book provided