# 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.