79-Vessel Documentation / 748
Vessel
D
ocu
m
entation
BOS-PRD-11.900101
All obsolete documents
shall
be kept in an archive for at least three years before being removed and
destroyed. Such archive
shall
only be accessible to the Quality Representative(s.) Certain obsolete
documents may also be filed for other periods, for legal, statutory or other reasons.
4
.
4
.
5 G
ui
d
elines
Guidelines are controlled documents –
issue
d
only
b
y the
C
o
r
po
r
ate O
r
ganisation
– that describe a
specified way to carry out an activity (what, who, how, when, where).
Only BOURBON
C
o
r
po
r
ate P
r
ocess O
w
ne
r
s
produce guidelines.
Guidelines are to be understood as a BOURBON standard. They include unconditional requirements,
identified by the word
shall
, and recommendations, identified by the word
should
.
4
.
4
.
6
P
r
oce
d
u
r
es
Are controlled documents –
issue
d
only
b
y an A
ff
iliate O
r
ganisation
– that describe a specified way to
carry out an activity (what, who, how, when, where).
Affiliate Organisation procedures
shall
be written based on Corporate Organisation guidelines as applicable
and must comply with the respective requirements, identified by the world
shall
.
4
.
4
.
7
Appen
d
ices an
d
othe
r
r
elate
d d
ocu
m
ents
All appendices and other related documents as listed in chapter 6 of each procedure are merely used to
indicate which documents are used in order to develop the procedure.
4
.
5
Vessel
f
iling syste
m
an
d
r
eco
r
d
s
On board documentation and records
should
be identified and organised as per the
Vessel Filing System
Directory
.
The
Vessel Filing System directory
specifies all the documentation to be used onboard (from compulsory
documents to internal use) and are classified in several designation as per follow:
x
C
for
C
r
itical
d
ocu
m
ent
: compulsory document that
shall
be present and update onboard;
x
X
for
I
nte
r
nal
: for internal use by the ship.
x
U
for
Uncont
r
olle
d
D
ocu
m
ent
. Mainly it refers to documentation that has been created by the ship
and it is used by a specific ship.
x
E
x
t
for
E
x
te
r
nal
d
ocu
m
ent
provided by Suppliers, Flag, Societies class…
Duration of archive onboard is specified on the
Vessel Filing System Directory
.
If there is an update in the SMS documentation during the year, and after the diffusion of the Annual SMS
version (paper version sent beginning of each year), instructions and/or memos are made to inform any
employee of any modification done to the system.
These
instructions
or
memos
are sent via DIST BOS QMS Dispatch email to the appropriate recipients. The
emails contain all necessary indications as for e.g the subject, the duration of archive, etc.
At the end of each month, the
Q
uality Rep
r
esentative
will send to recipients a table that summarizes all the
documents sent to them with a demand to acknowledge the reception. The recipients
shall
control and
acknowledge proper reception of the documents onboard and/or at the Head Office.
As part of the VFS, the
Ship Publication Inventory file
(BOS-FRM-11.0009) mentions all the Regulatory
documentation provided by the differents organisations as for e.g IMO, IUT publications as well as all the
Vessels Records Logbook
that
shall
be use by the ship depending of the type of ship.
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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