Release to Third Parties by Special Authorisation of Management only
Circulars
1.	Purpose
	The shipping company circulars are an important instrument for the exchange of information between the shorebased organisation and the ships. Therefore, Schiffahrtskontor tom Wörden GmbH & Co. KG regulates the issue and control of circulars with this Procedure.
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 writer and the Fleet Manager are responsible for the content of circulars. The Designated Person is responsible for the system conformity of circulars.
	The Designated Person is responsible for the allocation of consecutive circular numbering. The Master on board and the Fleet Manager are responsible for running the circular's file.

5.	Description of Routines
5.1	Registration of Circulars
	The Designated Person runs the original „Li-014 List of Valid Circulars.“ This list, which forms part of Schiffahrtskontor tom Wörden GmbH & Co. KG's system documentation will from time to time, e.g. when a system revision takes place, be distributed to the holders of a circulars file.
	Each circular receives a registration number, consisting of a two digit number and the year. So, for example, the circular 06/96 is the sixth circular issued by Schiffahrtskontor tom Wörden GmbH & Co. KG in 1996. Each person wishing to issue a circular, has it registered and receives an on-going number.
	Each Schiffahrtskontor tom Wörden GmbH & Co. KG's circular is marked in the heading with the continously number (e.g.: ISM-Circular No.XXX) . This ensures filing in order and retrievability.
5.2	Issuing of Circulars
	In principle any staff member, who has determined a need for it, can issue a circular. First of all he checks whether another ruling already exists for this topic (system documentation, circular etc.). This ruling will be taken into account when drawing up the circular, or older circulars will be cancelled. The writer signs the circular (first signature).
	After being drawn up the writer's the Fleet Manager will check the circular. He approves and signs it (second signature).
5.3	Control of Circulars
	Every ship and the shorebased organisation in Schiffahrtskontor tom Wörden GmbH & Co. KG keeps a circulars file. This file contains, along with the accompanying cover note, a copy of the „List of Valid Circulars“ as well as the valid circulars.
	The Designated Person keeps a circulars file, in which the original „List of Valid Circulars“ and the originals of the valid circulars are contained.
	On receiving a circular it will be entered in the „List of Valid Circulars“ and filed by each person responsible, who moreover make the content of the circular known to the staff affected by it.
	On receiving an update of the „List of Valid Circulars“ the circulars file will be compared with the list. No longer valid circulars will be removed, missing circulars requested.

6.	References and Remarks
6.1	Reference Documents
	VA-008 Control of Documents and Data of the Safety and Environmental Protection Management System
6.2	Bibliography
	none
6.3	Remarks
	none
7.	Documentation
	Company Circulars Li-014 Valid Circulars
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
	Cover for file of valid circulars

Schiffahrtskontor tom Wörden

GmbH & Co. KG

Wilhelm-Schröder-Str. 3

D-21726 Oldendorf

Company Circulars

valid edition

M/V “MILENA”

Procedure

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

VA-043

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 1
			Procedure No.: VA-043
M. Blohm	H.Corleis	M. Blohm	Page 1 of 3

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