Reporting and analysis of incidents
10.1 Responsibility
All office staff and crew must report non‑conformities, accidents, incidents, and hazardous occurrences, and bring any actual or potential conflict with specified requirements to the attention of the Designated Person Ashore (DPA) and the Master. This enables corrective and preventive action.
The Master must address safety problems and ensure prompt, effective, and durable corrective or preventive action is taken, with support from the shore team.
In addition to immediate corrective action, implement preventive measures to avoid recurrence. Root‑cause investigation tools (e.g., Five Whys, Fishbone Diagram) help identify underlying causes and appropriate actions.
10.2 Non‑audit non‑conformities and observations
All office staff and crew must report non‑conformities at the earliest opportunity. While immediate corrective action is important, implement preventive measures to avoid recurrence. Non‑audit items are tracked and closed in the same way as audit findings (see 13.3).
10.3 Accidents, near misses, and occupational diseases
| Definitions | |
|---|---|
| Accident | An unforeseen, unplanned event that results in injury, illness, or damage. |
| Near miss | An unplanned event that did not result in injury, illness, or damage, but had the potential to do so. |
| Occupational disease | A chronic condition arising from work activities (e.g., prolonged exposure to harmful substances, repetitive actions). |
Prevent accidents, near misses, and occupational diseases by agreeing Standard Operating Procedures (SOPs) for routine activities with Yachting Concept Monaco. Where risk is heightened, conduct a risk assessment and implement a Safe System of Work via a Permit to Work (PTW).
All office staff and crew must report accidents, incidents, and near misses. Guidance is provided on the report template.
Maintain records of accidents, near misses, and occupational diseases, including actions taken (emergency and immediate), messages sent/received, and other relevant information in the ISM module of Deepblue©. File supporting documentation (e.g., log entries, medical log, photographs, witness statements, accident/incident report form).
10.4 Monitoring incidents and defects
All reports submitted in Deepblue© are stored and forwarded to the Yacht Manager (YM), even when the issue is resolved on board. Deepblue© maintains a summary of all Safety Management System (SMS) reports, showing status, required actions, responsible persons, and due dates, as required by the International Safety Management (ISM) Code.
Refer to this record during Safety Meetings and when completing the monthly Master’s report. The Master must liaise with Yachting Concept Monaco to ensure items are closed within agreed timescales.
10.5 Conditions of Class
When a Surveyor imposes a Condition of Class to monitor an item or situation, notify the Yacht Manager or Technical Manager immediately of any deterioration.
Yachting Concept Monaco will monitor and note the condition during routine inspections. For all accidents and defects, keep Yachting Concept Monaco advised of subsequent events and actions. Communicate ongoing progress (with responsible persons) between the Master, yacht, and Yacht Manager and document it.
Maintain records of the status of each incident or defect report, identifying who completed actions and when. When satisfied, the DPA and Master shall close the report by signing and dating, recording actions taken. Document any changes to agreed requirements, including target dates for closure.
10.6 Investigation, root cause, and preventive action
Conduct an investigation after any reported accident, incident, or hazardous occurrence to establish the facts. Make all recorded details available and invite witnesses if necessary.
Investigate even small incidents to establish root causes. Use tools such as Five Whys or Fishbone Diagram to identify underlying issues. Agree preventive measures between the yacht and the office to prevent recurrence. Define actions clearly with success criteria so evidence of effective remedy can be demonstrated.
Agree deadlines for implementing corrective and preventive actions and set monitoring timescales before final closure.
10.7 Serious incidents and casualty investigations
The Master must collate and preserve all evidence following serious incidents. Accidents may give rise to Flag‑ or Port‑State investigations. Incidents involving navigation must be documented, retaining evidence such as charts, electronic charts, logbooks, and manoeuvring records (including Engine Room records).
Include, as appropriate:
- Date, time, location/position
- Weather, visibility, and light conditions
- Witness names and contact details
- Details of other vessels involved
- Nature and severity of injury or illness
- Damage to the yacht or equipment
- Damage to other vessels or structures
- Type, amount, and clean‑up of any pollution
- Identified hazards/risks and precautions taken
- Use of Life‑Saving Appliances (LSA) or Fire‑Fighting Equipment (FFE)
Wherever possible, take relevant photographs.
Yachting Concept Monaco will attend the yacht as soon as possible following a serious accident to assist in preserving and collating evidence and initiating the investigation.
The DPA, with the relevant Yacht and/or Technical Manager(s), will examine and analyse the facts. Involve other experienced/qualified personnel if required. Where necessary, develop an action plan to rectify deficiencies and/or minimise the possibility of recurrence, assign responsibilities, and set completion deadlines.