Lesson 5 – Keeping a Log

Learning Outcomes
At the end of the lesson, you should be able to:

1. State the rules, regulations and common practices regarding keeping of a

navigational log and voyage record.
2. Describe the proper keeping of different kinds of log during ocean passages,
coastal navigation and in portion in line with requirement in the company’s
Safety Management System.

Guide Questions

1. What are the rules, regulations and common practices regarding keeping
of a navigational log and voyage record?
2. How do you describe the proper keeping of different kinds of log during
ocean passages, coastal navigation and in portion in line with requirement
in the company’s Safety Management System.

https://www.youtube.com/watch?v=ODW9PbBxG2c Watch video about logbook

Rules, regulations and common practices regarding keeping of a navigational
log and voyage record.

A logbook (a ship’s log) is a record of important events in the management, operation

and navigation of a ship. It is essential to traditional navigation, and must be filled in
at least daily. Normally, record keeping is a separate topic discussed in the company’s
SMS systems. Some require the vessel to maintain old official records for as long as up
to 5 years. However, since record keeping is of utmost significance and that each event
occurring onboard has to be best recorded for all the official and legal intentions, we
shall discuss what one has to bear in mind while jotting down the entries in a few
important log books.

GUIDELINES FOR THE RECORDING OF EVENTS RELATED TO NAVIGATION

Regulation V/28 of the 1974 SOLAS Convention, as amended, requires all ships
engaged on international voyages to keep on board a record of navigational activities
and incidents which are of importance to safety of navigation and which must contain
sufficient detail to restore a complete record of the voyage, taking into account the
recommendations adopted by the Organization.
This resolution aims at providing guidance for the recording of such events:
1.) Recording of information related to navigation
In addition to national requirements, it is recommended that the following events and
items, as appropriate, be among those recorded:
1.1) before commencing the voyage

Details of all data relating to the general condition of the ship should be acknowledged
and recorded, such as manning and provisioning, cargo aboard, draught, result of
stability/stress checks when conducted, inspections of controls, the steering gear and
navigational and radio communication equipment.
1.2) during the voyage

Details related to the voyage should be recorded, such as courses steered and distances
sailed, position fixings, weather and sea conditions, changes to the voyage plan, details
of pilots' embarkation/disembarkation, entry into areas covered by, and compliance
with, routeing schemes or reporting systems.
1.3) on special events

Details on special events should be recorded, such as death and injuries among crew
and passengers, malfunctions of shipboard equipment and aids to navigation,
potentially hazardous situations, emergencies and distress messages received.
1.4) when the ship is at anchor or in a port

Details on operational or administrative matters and details related to the safety and
security of the ship should be recorded.
2.) Method of recording

SOLAS regulation V/28 requires that, if the records of navigational activities are not
maintained in the ship's log-book, they should be maintained in another form approved
by the Administration. Methods of recording should be permanent and may be
handwritten, electronic or mechanical.
3.) Non-duplication

In general, information on the events and items specified in paragraph 1, which are
adequately recorded in a special-purpose log, need not be duplicated in the ship's log
book.
4.) Preservation of records

In order to be able to restore a complete record of the voyage, records should be

maintained as follows:
4.1) each page of the ship's log-book should have a page number printed on it and
handwritten records, which need correction, should not be erased or removed but
should be rewritten after crossing out the incorrect version;
4.2) the times used in automatic and permanent recording facilities should be
synchronized by using a common clock;
4.3) electronically or mechanically input records should be protected by means to prevent
them from being deleted, destroyed or overwritten; and
4.4) irrespective of the method of recording, ships should keep records for as long as
the Administration concerned requires, provided the fixed period is not less than one
year.

Navigational Records.
The following notes give guidance on recording navigational activities based on the
requirements of investigation authorities in following up an incident:

1.) Paper Navigation Charts - Providing sufficient information relating to a ship's

position, course and speed has been recorded elsewhere to enable an accurate
reconstruction of her passage, there is no requirement to retain such information
annotated on paper charts. Following a navigational accident or incident however, the
paper charts in use must be retained, and the information shown must not be altered or
erased.
2.) ECDIS - The record of the previous 12 hours and of the voyage track to be
preserved following a navigational accident or incident.
3.) ECS/AIS/ARPA - Voyage recording information to be preserved for as long as the
system in use allows; it should not be manually deleted. Following a navigational
accident or incident, every effort should be made to preserve and copy the recorded
voyage data.
4.) Bridge Deck Log - To contain sufficient navigational information to reconstruct a
voyage including:
• the recording of position at regular intervals
• alterations of course and speed
• weather and sea conditions
• precautions taken in restricted visibility or heavy seas

Retention of Deck logbook

Retention should be onboard or ashore of at least 7 years.
5.) Engine Movement Record Book (Bell Book) - To be retained for the duration of the
voyage and preserved following a navigational accident or incident.
6.) Automatic Engine/Propeller pitch/bow thruster movement record - To be retained
for the duration of the voyage and preserved following a navigational accident or
incident.
7.) Automatic Course Record - To be retained for the duration of the voyage and
preserved following a navigational accident or incident.
8.) Navtex Messages - To be retained for the duration of the voyage and preserved
following a navigational accident or incident.
9.) Passage Plan - To be preserved following a navigational accident or incident.
10.) Echo Sounder Trace - To be preserved following a navigational accident or
incident.
11.) GMDSS Log Book - Retained onboard until completed then dispatched to MCA
Southampton Marine Office.
12.) Chart Correction Log - To be preserved following a navigational accident or
incident.
13.) Pre-sailing check lists - To be retained for duration of the passage.
14.) VDR - in accordance with IMO Guidelines (See ANNEX 10- Voyage Data Recorders)

Proper keeping of different kinds of log during ocean passages, coastal

navigation and requirement in the company’s Safety Management System.

The safety management system (SMS) is an organized system planned and

implemented by the shipping companies to ensure safety of the ship and marine
environment.

SMS is an important aspect of the International safety management (ISM) code and it
details all the important policies, practices, and procedures that are to be followed in
order to ensure safe functioning of ships at the sea. All commercial vessels are required
to establish safe ship management procedures. SMS forms one of the important parts
of the ISM code.

The safety management system (SMS) therefore ensures that each and every ship
comply with the mandatory safety rules and regulations, and follow the codes,
guidelines, and standards recommended by the IMO, classification societies, and
concerned maritime organizations.

Safety Management System

Every safety management policy should satisfy some of the basic functional
requirements to ensure safety of every ship. They are:

 Procedure and guidelines to act in an emergency situation

 Safety and environmental protection policy
 Procedure and guidelines for reporting accidents or any other form of non-
conformities
 Clear information on level of authority and lines of communication among ship
crew members, and between shore and shipboard personnel
 Procedures and guidelines to ensure safe operations of ships and protection of
marine environment in compliance with relevant international and flag
state legislations
 Procedures for internal audits and management reviews
 Vessel details

In short, a safety management system would consists of details as to how a vessel

would operate on a day to day basis, what are the procedures to be followed in case of
an emergency, how are drills and trainings conducted, measures taken for safe
operations, who is the designated person etc.
Safety management plan is mainly the responsibility of the owner of the vessel, or the
designated person, or the person appointed by the owner. However, the ship’s master
and the crew are the best people to make an SMS as they know the vessel inside-out.

Sections

An SMS is divided into sections for easy reference. They are:

 General
 Safety and environmental policy
 Designated person (DP)
 Resources and personnel
 Master’s responsibilities and authority
 Company’s responsibility and authority
 Operational procedures
 Emergency procedures
 Reporting of accidents
 Maintenance and records
 Documentation
 Review and evaluation

These are the main parts of a basic SMS; however, the plan might vary according to the
type of the vessel and the cargo carried by the same. SMS play an important role in the
process of ISM code implementation on ships.

Official Log Book

The heads of their respective departments are fully and the only ones authorized to
maintain this statutory log book and the Master has the overall responsibility to oversee
its authenticity and appropriateness. The log book is considered to be a running log of
all official events such as Arrival / Departure of the vessel to / from port, Draughts,
Freeboards, Onboard Emergency Drills, Crew onboard, Fuel/Fresh Water ROB, Master’s
Handing Over/Taking Over, etc. Although some flag states do provide a short guide for
keeping the official log book and while some don’t, it is imperative that all entries must
be made in a professional and legible manner.

Most national shipping authorities and admiralties specify that logbooks are kept to
provide
a record of events, and to help crews navigate should radio, radar or the GPS fail.
Examination of the detail in a ship’s log is often an important part of the investigative
process for official maritime inquiries, in much the same way as a “black box” is used in
airplanes. Logbook entries are sometimes of great importance in legal cases involving
maritime commercial disputes.

Some important pointers to consider when making entries in the logbook:

 All entries should be made as soon as practicable after an event occurs, since all
the
logs are running records of the vessel it makes record keeping vulnerable if
delayed in entirety.
 Only authorized personnel should make such entries.
 Entries to be signed where required by the person making such entry and by the
person witnessing the event.
 All entries must have a date and time recorded
 It will be the Master’s responsibility to ensure the Official log book is accurately
filled
and signed.
 Entries made in the log must not be amended or deleted under any circumstances
unless the Master authorizes the cancellation. If it is to be done, it is a good
practice
to make sure the entry is stroked out with a single line and an initial put against
the omitted entry.

 If the entries cannot be contained within the log books’ pages due to their length,
they must be entered separately in a separate document, endorsed and attached
to the log book. A reference number may be given for easy record tracking.

In addition to fuel, modern ships also run on paper or their electronic

equivalent. Vessels are required to keep written or electronic records of many things –
and the list is growing.

There is the traditional Ship’s Log, which records the vessel’s position, course, speed,
weather, and unusual events to name a few. The Oil Record Book (ORB) has been
around for a long time and tracks all movement of oil throughout the vessel, including
its loading, consumption, and discharge (generally via the oily water separator and
overboard discharge piping).

Shipboard recordkeeping requirements have expanded in recent years.

- The Sewage Record Book keeps track of sewage discharges by type, date, time,
distance from shore, rate of discharge, and vessel speed.

- The Garbage Record Book records each discharge operation, incineration, escape,
or accidental loss of garbage.
- The Ballast Water Record Book records each operation concerning ballast water,
including the date, time, location, and volume of each uptake and discharge, as well as
the date and time ballast water is circulated or treated.

- The Biofouling Record Book keeps track of vessel dry-dockings, hull cleanings,
anti-fouling system maintenance and changes, diver surveys and cleanings, and vessel
layups, among other things.

- On Board Training and Drills are tracked in another record.

- Ship Security Record Book keeps track of training, drills, exercises, audits, etc.

- The Cargo Securing Record Book, in addition to containing the procedures for
accepting, maintaining, and repairing or rejecting of cargo securing devices, also
includes a record of inspections of such equipment. The dangerous goods manifest and
stowage plan must be kept up to date.

- The Ship Security Plan includes recordkeeping requirements for training, drills,
exercises, and audits. Work and Rest Hours have their own recordkeeping system,
including an obligation for each crew member to be provided with a signed copy of their
individual records.

Any and all of these records must be made available to the port state control officer
upon demand. In the United States, it is a violation of federal law to present a
fraudulent record to such officer.

Whoever knowingly alters, destroys, mutilates, conceals, covers up, falsifies, or makes a
false entry in any record, document, or tangible object with the intent to impede,
obstruct, or influence the investigation or proper administration of any matter within the
jurisdiction of any department or agency of the United States . . . or in relation to or
contemplation of any such matter or case, shall be fined under this title, imprisoned not
more than 20 years, or both.