Release to Third Parties by Special Authorisation of Management only
External Technical Surveys
1.	Purpose
	Schiffahrtskontor tom Wörden GmbH & Co. KG's ships will be both regularly and irregularly surveyed by the flag state, the port states, the classification society and other authorised organisations. Schiffahrtskontor tom Wörden GmbH & Co. KG keeps its ships in such a technical condition that these surveys can be looked forward to very calmly.
	The external surveys lead naturally to the necessary certificates, but are also to be seen as a support in the search for weaknesses. Hence, the surveys will be prepared conscientiously, the surveyor supported and the actions resulting from the survey executed thoroughly.
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 shipboard management headed by the master and chief engineer are responsible for the supervision of survey dates, assisting the surveyor, and the execution of corrective actions resulting from the survey.
	The Fleet Manager and/or Technical Superintendent, in cooperation with the Designated Person, is responsible for the assessment of the survey reports and the pursuit of any resulting corrective actions.
5.	Description of Routines
5.1	Planning and Preparation of External Technical Surveys
	The company supervises the deadlines for the scheduled external surveys, using the database of classification society Germ. Lloyd. Printouts of the survey status will be regularly send onboard all vessels. The shipboard management will verify this status with the original certificates, survey reports etc. on board. The appointments will be agreed with the Fleet Manager and if need be the surveyor arranged via the Fleet Manager. Likewise , in the event of relevant repairs a surveyor will be arranged.
	To exploit synergy effects extensively, technical surveys should, wherever possible, take place during yard periods. Deadlines falling only slightly apart, which can be dealt with by the same surveyor, will be put together in one appointment.
	By studying the underlying regulations and past survey reports, and if need be after consultation with the Fleet Manager or the surveyor, the shipboard management informs themselves regarding the expected extent of the survey.
	The components to be surveyed will be prepared, depending on requirements dismantled, opened and cleaned. Aids such as lamp, mirror, ladder, cleaning cloths, crack detection equipment will be made available. Depending on the extent of the expected survey a yard or service contractor will be brought into the preparation.
	The necessary documentation and records will be checked and made available.
5.2	Conduct of external technical surveys
	The surveyor will be assisted by the crew during the conduct of his survey. Legitimate demands regarding the extent of the survey will be fulfilled.
	The shipboard management will make all documents available to the surveyor, which he needs for his report. They will pay attention that the reporting on the surveys carried out, that no points will be forgotten and that all necessary entries in the certificates are made.
	Generally the survey report originals remain on board, while a legible copy is immediately sent to the company. Those responsible on board produce a deficiency report covering all non-compliances, defects, conditions stated in the survey reports, which likewise is sent to the company with a copy to the Designated Person.
5.3	Assessment
	The surveyor's reports will be checked in the company. Should they supposedly contain unjustified recommendations, clarification with the surveyor or his office will immediately be sought. The result of this clarification will be sent to the shipboard management.

	Every deficiency report drawn up in conjunction with an external survey, leads to the assessment, execution and supervision of a corrective action, conducted in accordance with the appropriate documented procedure. If required, the eliminated defect will be presented to the surveyor at a post-survey visit.
	The Designated Person regularly evaluates deficiency reports to recognise trends if applicable.
6.	References and Remarks
6.1	Reference Documents
	VA-032 Corrective Action VA-027 Maintenance of Ship, Engine and Equipment VA-028 Inspection and Maintenance of Safety Equipment VA-029 Internal Technical Surveys VA-031 Regular Testing of Systems Relating to Safety VA-002 Management Review Flag State Rules Classification Society Rules
6.2	Bibliography
	SOLAS MARPOL Schiffssicherheitsvorschriften
6.3	Remarks
	Unannounced survey visits cannot be planned for. Otherwise they will be handled just like those with prior warning.
7.	Documentation
	The surveyor's reports will be documented by the surveyor on his organisation's forms. Confirmation of the survey is made by an entry in a certificate by the surveyor or its new issuing by his organisation. The survey carried out is documented board-side by updating the Validity of Certificates list. Where the survey is part of the maintenance plan, then this is updated. All established defects will be documented and pursued with Fo-008. Any repairs resulting from the survey will be documented in the maintenance plan, the monthly report and the work log.
8.	Revision of Documents
	Party responsible for the editorial revision of this procedure:
	Fleet Manager / 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-030

Revision 1

21.10.2003

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-030
M. Blohm	H.Corleis	H.Corleis	Page 1 of 3

---