Release to Third Parties by Special Authorisation of Management only
Internal Audits
1.	Purpose
	On all ships and in the Shorebased Organisation of Schiffahrtskontor tom Wörden GmbH & Co. KG , internal audits are carried out regularly in order to determine whether the actual processes, activities and procedures for ensuring the ship's safety, for prevention of maritime contamination and the maintenance of the quality of our services conform to those specified in the Safety and Environmental Protection Management System of Schiffahrtskontor tom Wörden GmbH & Co. KG.
	The results of the audits are analysed and, if necessary, corrective actions are introduced. The corrective actions serve to continually improve the system and, where applicable, to adapt the system to changing circumstances.
2.	Application
	This Documented Procedure applies to the whole of Schiffahrtskontor tom Wörden GmbH & Co. KG , including the ships managed / operated.
3.	Definitions and Abbreviations
3.1	Definitions
	Safety means the safe operation of vessels according to the ISM Code. Environmental Protection means the protection of the maritime environment according to the ISM Code. Safety and Environmental Protection System (SE System) means the System according to ISM Code and STCW 95 of Schiffahrtskontor tom Wörden GmbH & Co. KG. Safety and Environmental Protection Manual (SE Manual) means the documentation of Schiffahrtskontor tom Wörden GmbH & Co. KG's SE System.
3.2	Abbreviations
	ISM Code		International Management Code for the Safe Operation of Ships and for Pollution Prevention (International Safety Management Code), adopted 04.11.1993
	STCW 95		International Convention on Standards of Training, Certification and Watchkeeping for Seafarers, 1978, as amended in 1995 (STCW Convention)
	STCW Code		Seafarers' Training, Certification and Watchkeeping Code (STCW Code)
	VA		Procedure

4.	Responsibilities
	Management is responsible for the monitoring and assessment of the concepts concerning quality of performance, ship safety and maritime Environmental Protection. As internal audits also serve as documentation of the functioning of Schiffahrtskontor tom Wörden GmbH & Co. KG's SE System, Management is also responsible for the internal audits.
	Responsibility for the planning and execution of the internal audits has been assigned to the Designated Person. He is entitled, in agreement with the departments and the ships, to specify auditing dates and, if necessary, to commission personnel from the departments and ships with auditing tasks.
	The Designated Person can also, with the agreement of management, commission external parties with the execution of audits. In such cases, the application of Schiffahrtskontor tom Wörden GmbH & Co. KG's SE System, including all of the regulations contained therein, must be contractually guaranteed.
	The auditors are responsible for the observance of this Documented Procedure for internal audits.
5.	Description of Routines
	In December of each year, and in co-ordination with the departments and ships to be audited, the Designated Person prepares the Audit Plan for the following year. In the first instance, this must only be scheduled for a particular month, but the audit date can also be planned in more detail. If possible, the auditor should also be designated at this time. The Audit Plan is approved by the Fleet Manager and a copy is sent to all departments and ships.
	The designated auditor agrees the audit date with the department/ship to be audited about 2 to 4 weeks in advance. The Audit Program is set out in Part E of the Safety Management Manual. The managers of the departments / masters are obliged to provide all details relating to their departments / ships and to guarantee availability of personnel who may be required for questioning within the framework of the agreed audit date.
	All audits are to begin with an opening meeting. At this meeting, the Audit Program sequence is first agreed. In agreeing this sequence, the particular circumstances applying to the department / ship are to be taken into account.
	The auditor works through the Audit Program in accordance with his training and experience, using the check list provided. The time allotted by the Audit Plan for the individual departments is just a rough guideline. According to the audit in progress, he can shorten or lengthen the allocated time spans. The auditor is independent in selecting his interview partners from the department's / ship's personnel. The managers / masters are obliged to support the auditor in his work to the best of their abilities.
	After completing his interviews, the auditor has the opportunity of sorting and assessing the answers to his questions.
	All audits end with a closing meeting. At this meeting, the auditor makes his findings known. Insofar as no other departments / ships are affected, the corrective actions are determined and scheduled at this closing meeting. The further procedure involving the corrective actions is defined by a Documented Procedure

6.	References and Remarks
6.1	Reference Documents
	VA-002 Management Review VA-032 Corrective Action VA-034 Control of Records
6.2	Bibliography
	International Management Code for the Safe Operation of Ships and for Pollution Prevention (ISM Code)
6.3	Remarks
	none
7.	Documentation
	The course and results of the audit are documented with the Audit Program, Audit Participants List, Audit Check List, Audit Report and Non Compliance Notes.
	The originals of the audit documentation are kept by the Designated Person, and the copies, insofar as they have been distributed, by the audited departments and ships.
8.	Revision of Documents
	Party responsible for the editorial revision of this procedure:
	Designated Person
9.	Distribution
	All Safety Management Manuals
	Additional Copies:
	none
10.	Attachments
	none

Procedure

Schiffahrtskontor tom Wörden GmbH & Co. KG Wilhelm-Schröder-Str. 3 D-21726 Oldendorf

VA-035

Revision 0

17.12.02

Page 2 of 3

Procedure

Reederei Heinz Corleis Kampweg 4a D-21706 Drochtersen

prepared: 20.09.02	approved: 20.09.02	released: 20.09.02	Revision 2
			Procedure No.: VA-035
M. Blohm	H.Corleis	M. Blohm	Page 1 of 3

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