Documentation

12.1 Safety Management System (SMS)

• All Safety Management System (SMS) documents are controlled documents. After any approved change, the Designated Person Ashore (DPA) must issue the revised version to all holders.
• On receipt, each holder must acknowledge receipt of the amended document and destroy previous hard and soft copies. Any hard copy is considered uncontrolled.

The DPA is responsible to the Director for:

• Approving and issuing documents, and retrieving obsolete documents
• Distributing controlled manuals to designated holders
• Ensuring the Document Control – Revision Status logs are updated at each change

The holder of each manual is responsible for:

• Acknowledging the Controlled Document Form sent with amendments or a new manual
• Destroying previous hard and soft copies

12.2 Document control

• Changes to controlled documents must be initiated and authorised by a Document Change Request form. The purpose is to:
  • Record changes to manuals, forms, and checklists
  • Allow any member of personnel to propose changes to a controlled document
  • Achieve corrective action to a manual in the case of a non‑conformity
• If the Master, Yacht Manager (YM), or DPA do not agree to a proposed change, the reasons must be recorded and discussed to find an appropriate amendment.

12.3 On‑board yacht files

Yachts must maintain on‑board files in Deepblue© covering relevant operational information, correspondence, and other related matters, including:

• Yacht certificates and insurances
• Yacht manuals and drawings
• Personnel information
• Crew lists and guest lists
• Hours of rest records
• Safety items and reports
• Navigation reports
• Internal and external audit reports
• Risk assessments
• Deck documentation and certificates
• Deck maintenance and worklists
• Engineering documentation and certificates
• Engineering maintenance and worklists
• Survey and class reports
• Shipboard Oil Pollution Emergency Plan (SOPEP) or Shipboard Marine Pollution Emergency Plan (SMPEP), as appropriate; and Non‑Tank Vessel Response Plan (NTVRP), if applicable

12.4 Storage of records

• Records must be uploaded to Deepblue© as soon as they are produced.
• The on‑board team and the office team must ensure the Deepblue© local server and/or online server remain synchronised.

12.5 Storage of certificates

• Original yacht certificates must be kept on board, organised in a neat manner.
• Certificates must be scanned and uploaded to Deepblue© immediately after issue. The original paper certificates folder organisation should reflect the online storage.

12.6 Obsolete documents

• All obsolete documents associated with the management of safety must be promptly removed.
• Documents required to be retained for record‑keeping must be clearly identified as obsolete.