Release to Third Parties by Special Authorisation of Management only
Communication with Company, Reporting
1.	Purpose
	In order to achieve a reasonable cooperation between the ships and the Shorebased Organisation, it is important that information should be exchanged between them. The Shorebased Organisation can only support the ships if they are always in full possession of the latest information.
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
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
	The Master and the Chief Engineer are responsible for communications and reporting from board. This responsibility can be delegated.
	The Fleet Manager and, if existing, his members from the shorebased organisation, are responsible for communications and information from shore.

5.	Description of Routines
5.1	Lines of Communication
	In selecting the appropriate lines of communication, the urgency and importance of the communication are to be taken into account. The cost of lines of communication is to be given special attention.
	"Normal" reports are usually to be sent by mail via the agencies.
	In the case of telefaxes, e-mails and telexes, consideration is to be given as to whether SATCOM (expensive), mobile radio or agency should be used. Here, the confidentiality of the messages is also to be taken into account.
	Telephone conversations are usually the most expensive means of communication, and in addition are not documented. The telephone is only to be used where something has to be discussed.
5.2	Information
	The Shorebased Organisation passes on board all information which is necessary for the safe operation of the fleet, without delay and in appropriate fashion.
	Shipboard Management also passes on all information from on board which is necessary for Shorebased Organisation, without delay and in appropriate fashion. This applies in particular to scheduled and unscheduled reports which are to be submitted.
5.3	Reporting
	All Reports have to be send to Schiffahrtskontor tom Wörden GmbH & Co. KG clearly separated in one envelope for each addressee. It is the intention to reduce paperwork more and more. Therefore preferably use the USB-Sticks, which every vessel has received from company recently.
	The Reporting of certain procedures is mostly already described in the respective Documented Procedures. Here, there is therefore a summary of the Reports and their recipients.
	ISM Reporting System Reports regularly to be send to the DP (one copy to be filed on board also)
		At every Crewchange
				Copies of Scott Shipping Forms: Appendix 8, Appendix 9, Appendix 10
			CL-016	Handing over Record DECK (Master and Chief Officer)
			CL-017	Handing over Record ENGINE
			Fo-016	Crewlist			(put also 1 copy into the Emergency Response Manual, Part 12)
			Fo-019	Next of Kin
		Monthly
			Fo-011	Statement of Planned Maintenance
			Fo-013.1	Monthly Meeting of Safety Committee
			Fo-025	Working and Resting Times (printouts of an equivalent computer program or copies of crewing agencies forms are sufficient)
			Fo-039	Monthly sum of dangerous Cargo carried on board
		Quarterly
			CL-018	Shipboard Drills and Training
		Half-yearly
		May	November		Li-006	Document Masterlist
		June	December		Fo-014	Inspection of Safety Equipment
		Yearly
			CL-007		Preparing Shipboard Command Center (at least once a year during an exercise with the company)
		Occasionally
			Fo-008		Deficiency Reports
			Fo-015		Trade related addresses (put 1 copy also into the Emergency Response Manual, Part 12)
		Additional Forms, Checklists and Lists only To be filed on board !
		At every crewchange
			Fo-001		Qualification and Familiarisation
			Fo-001.1		Statement Cargo Hold Entry
			CL-001		Familiarisation of newly assigned Crewmembers
		Monthly
			Fo-013		Training Participants List
			CL-008		Regular Testing of Critical Equipment
			Do not forget to enter every drill into your official logbook !
		Bunkering
			CL-015		Bunkering
		Occasionally
			Fo-035		Appointment of Safety Officer
			CL-020		Entering Confined Spaces
			CL-021		Hot Work Permit
			Li-014		Valid Circulars
			CL-022		Navigating in Ice
			CL-023		Preparing Baltic Winter
			CL-024		Stowaways Search List
6.	References and Remarks
6.1	Reference Documents
	HB-009 Reports and Analysis of Non-Conformities, Accidents and Hazardous Occurrences VA-xxx All Procedures
6.2	Bibliography
	none
6.3	Remarks
	Reports which are to be given to the charterer, as well as communications with charterers, agents and authorities, are dealt with in a separate Documented Procedure. Reports which are submitted directly from on board ship to organisations (e.g. See-BG) are also to be sent as copy to the Company.
7.	Documentation
	Assorted Forms Informal Reports
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-005

Revision 5

10.09.2004

Page 1 of 4

Procedure

Reederei Heinz Corleis Kampweg 4a D-21706 Drochtersen

prepared: 12.09.02	approved: 12.09.02	released: 12.09.02	Revision 1
			Procedure No.: VA-005
M. Blohm	H.Corleis	M. Blohm	Page 1 of 4

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