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SMS Manual

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Reporting (Deficiencies, Accidents, HazOcc)

Reporting of above must be done to the company for root cause analysis.

The Master of a ship must report to the company all:

Incidents / Near Misses (SO-0701)
Defects / Deficiencies (CE-0201, CE-0901, CE-0902)
Hazardous Occurrences (M-0602)

of all ship's departments by using the required form (see M-06).

All events to be recorded in this Overview-Sheet.

NOTICE:

A high number of reported Hazardous Occurrences demonstrate that the crew is working at a high level of safety awareness!

In case of a SOLAS I 11(c) relevant situation, the Master may always report directly to the classification society, flag state and/or port state.

Reporting to the Flag State of Antigua & Barbuda must be done in accordance with their instructions.

For Liberia, observe the separate reporting requirements!

The company will confirm the receipt and start the root cause analysis (investigation) with the objective of improving safety and pollution prevention. Further corrective action(s) may then be initiated as deemed necessary. These steps include, but are not limited to:

Inform the Flag State (SOLAS I 11(c))
Inform the Classification Society (SOLAS I 11(c))
Inform the Port State (SOLAS I 11(c))
Issue a fleet circular
Order equipment
Improve the training program
Update the SMS
...

In any case, the Master will be informed about the result of the root cause analysis.

The Master shall then inform all relevant crew members about the result of the root cause analysis during a safety meeting as a measure to prevent recurrence.

All reports from the Master and all feedback from the company, class, flag state and/or port state must be filed in the designated folder on board and ashore.

Ref: ISM Code 9 SOLAS I 11 (c)

Defects / Deficiency

A deficiency exist when there is something or someone below the company standard. This can be a broken pipe, an expired certificate or a missing or outdated nautical publication.

Incident

An incident is present if the ship has been damaged and/or personnel has been injured and do need medical assistance.

Hazardous Occurrences

A sequence of events and/or conditions that could have resulted in loss. This

loss was prevented only by a fortuitous break in the chain of events and/or conditions.

The potential loss could be human injury, environmental damage, or negative business impact (e.g., repair or replacement costs, scheduling delays, contract violations, loss of reputation).

Near Miss

An incident in which no property was damaged and no personal injury was sustained, but where, given a slight shift in time or position damage or injury easily could have occurred.