78-Vessel Documentation / 748
Vessel
D
ocu
m
entation
BOS-PRD-11.900101
Review and approval are indicated in the
Document Control Guidelines.
Each copy
shall
have evidence of this release authorisation. Evidence of approval of documents
shall
be
retained by each Company.
4
.
4
.
2
C
ont
r
ol o
f d
ocu
m
ents
Each Company
shall
maintain a register of all its SMS controlled documents, regarding its development,
revision, approval and validation. Traceability, history, issue, and status of each document
shall
be recorded
.
4
.
4
.
3 D
ist
r
i
b
ution o
f
cont
r
olle
d d
ocu
m
ents
Documents
shall
be distributed by the QHSE Department and forwarded by authorised personnel thus
ensuring that pertinent issues are available to all personnel who will need the information included in the
documents. The Process Owner decides the distribution list.
All SMS information is stored in electronic and/or hard copy media.
BOURBON Corporate IT Department
shall
maintain the adequate processes throughout BOURBON to
ensure that electronic information is constantly and efficiently distributed with adequate technology and
properly secured against losses or damages.
4
.
4
.
4 Ob
solete
d
ocu
m
ents
Whenever any controlled document revision is issued, the previous version
shall
be removed and destroyed.
Management
shall
ensure prompt and efficient removal of any obsolete documents that are maintained
within their area of influence.
Within BOS Organization, documentation is only valid on the
Q
uality Manage
m
ent
S
yste
m
(QMS) Intranet
site. The following documentation at least become immediately uncontrolled version when printed:
x
Directories.
x
Process.
x
Procedures.
x
Manuals.
x
Plans.
x
Instructions, memos, Alerts.
During the year, after the diffusion of the Annual
Safety Management System
(SMS) book sent onboard each
vessel, any modification made to the documentation (including those to the
SMS book)
, will be notified
through instructions notes or proper document modified. The Quality Representative or designed Person will
inform each recipient of the indications to be followed-up. These instructions and relative documents will be
filed in appropriate binders specify in the
Vessel Filing System Directory
.
Annually the SMS book will be reviewed and modifications will be inserted.
If for any reason, an employee desires to preserve the original document (for training, reference etc.) the
word “OBSOLETE”
shall
be clearly and legibly displayed on each page of the document and further, the
document
shall
be removed from any position where it may be confused as being part of the functioning
Safety Management System.
For history purposes, one obsolete copy
shall
be kept on electronic or hard copy archive, only with access to,
by the:
x
C
o
r
po
r
ate
D
ocu
m
ent
C
ont
r
olle
r
, for Corporate controlled documents (in the QMS Site);
x
C
o
m
pany
Q
H
S
E Manage
r
/
Q
uality Rep
r
esentative
, for Company controlled documents (in
Company’s own filing system).
Version 04. Original date: 28/05/2012. Version date: 31/12/2014. Valid version only on QMS site. Uncontrolled document when printed.
Procedure prepared by: BOS Deputy QHSE Manager. Approved by: BOS QHSES Manager. Validated by: BOS Quality Representative.
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