Release to Third Parties by Special Authorisation of Management only
Control of Records
1.	Purpose
	Records will be kept to fulfil legal requirements and to guarantee the necessary traceability of procedures within Schiffahrtskontor tom Wörden GmbH & Co. KG's Safety and Environmental Protection Management System.
2.	Application
	This Documented Procedure applies to the Shorebased Organisation and on all ships managed / operated by Schiffahrtskontor tom Wörden GmbH & Co. KG.
3.	Definitions and Abbreviations (refer to VA-001)
4.	Responsibilities
	The head of the respective department, on board the Master, is responsible and accountable for controlling records. This responsibility may be delegated.
5.	Descriptions of Routines

5.1	Record Keeping
	To the greatest possible extent records will be kept with the aid of forms, books etc. or electronic data media, legibly and always complete with date, signature, initials etc. Each record is so labelled that it can be definitely related to a particular (series of) event(s) or to a specific object.
5.2	Archiving of Records
	On board the ships Li-006 'Depositories of Data, Documents and Records - Masterlist' are kept. The retention period is fixed unambiguously by the system. The archive location and those responsible are selected by the respective area / ships and entered in the list.
	Outer labelling of files, books, folders, diskettes, etc. ensure that they can be easily located. The archive location is selected during the retention period the records are not negatively affected by outside influences and that unauthorised persons neither have access to them, nor can remove them.
5.3	Destruction of Records
	All records will be properly disposed of on removal from the archive, at the earliest after expiry of the retention deadline.
	Records containing data requiring protection. must be rendered unreadable or irretrievably wiped. Proof of these are likewise to be treated as records.
6.	References and Remarks
6.1	Reference Documents
	VA-008 Control of Documents and Data of the SE System VA-009 Control of Documents and Data outside the Scope of the SE System
6.2	Bibliography
	none
6.3	Remarks
	Legal archiving regulations are unaffected by this documented procedure.
7.	Documentation
	Li-006 Depositories of Data, Documents and Records - Masterlist Ship
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-034

Revision 1

17.10.2003

Page 1 of 2

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-034
M. Blohm	H.Corleis	M. Blohm	Page 1 of 2

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