Release to Third Parties by special Authorisation of Management only
Preparation, Checking, Implementation and Maintenance of Written Procedures
1.	Purpose
1.1	The responsibilities for the preparation, checking, implementation and maintenance of (written) procedures are established in this procedure. The objective is that those persons responsible are able to clearly identify their competences and the resulting tasks.
	This procedure is also valid for the preparation, checking, implementation and maintenance of other system documents analogously, if not stated otherwise.
	Another objective of this procedure is to establish the layout and the general structure of written procedures.
1.2	A procedure establishes a systematic and approved proceeding for the performance of a project. A procedure is an important provision that the results of a process correspond to the planned odds. The main purpose of a procedure is to assure in our company that the processes fulfil the requirements concerning quality, safety and environment protection. Additionally a procedure is base and standard for the assessment of the efficiency of the process.
1.3	Procedures are detailed instructions in our shipping company describing:
	WHO		shall do something?
	WHAT		shall be done?
	WHEN		shall it be done?
	HOW		shall it be done?
	WHERE		shall it be done?
	WITH WHAT		shall it be done?
	WITH WHOM		shall it be done together?
	Procedures help to minimise problems occurring when personnel change at a place of work.
	Procedures contribute to perform the activities relevant for safety and environment protection under controlled conditions and to minimise the risks noticeably.
	By optimising the processes the efficiency of the activities described will be substantially increased in all departments of our company.

1.4	Procedures establish the proceedings for a special process. These proceedings must be thought over and optimised periodically.
2.	Application
	This (written) procedure applies to the complete Schiffahrtskontor tom Wörden GmbH & Co. KG, including all ships.
3.	Definitions and Abbreviations
3.1	Definitions
	Safety means the safe operation of ships and 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 Watchkeepinhg for Seafarers, 1978, as amended in 1995 (STCW Convention)
	STCW Code	Seafarers' Training, Certification and Watchkeeping Code (STCW Code)
	SMS	Safety Management System
	VA	(documented) Procedure
	NP	Emergency Response Plan
	IMO	International Maritime Organisation
	SOLAS	International Convention for the Safety of Life at Sea
	MARPOL	International Convention for the Prevention of Pollution from Ships

4.	Responsibilities
4.1	Processes relevant for safety and environment protection must be established in written procedures.
4.2	The Designated Person is responsible for the adoption of procedures into the Safety Management Manual. The Fleet Manager (vessel: master) is responsible for the availability of valid procedures at the places of work.
4.3	The Fleet Manager (vessel: master) briefs the employees about the procedures. This activity but not the responsibility for it might be delegated. Additionally the revision status of the procedures will be checked periodically in order to find out if they are still valid.
	If an employee finds out that the written procedure or the process itself must be improved, he is encouraged to inform his superior or the Designated Person as soon as possible in order to revise the procedure.
5.	Description of Routines
5.1	System of Registration Numbers
	All written procedures are numbered. The identification has to be done as follows
	VA-(marginal number)
	The registration number and the revision status can be seen in the lower part on every page.
5.2	Registration
	The allocation and administration of the registration numbers is performed by the authority entrusted with the control of the system documentation.
5.3	Formal Shape
	The formal shape of all written procedures is equivalent to the formal shape of this written procedure, specially the head and foot lines including important information therein.
	Issues of procedures not being part of the Safety Management Manual have to be stitched together always including all attachments concerned.
5.4	Structure of Contents
	Procedures as carriers of informations and instructions of the quality, safety and environment protection manual are structured as standardised as possible to ease reading and understanding. Following structure is compulsory:
	First page with head line (Company's Name and type of document “Procedure“), foot line (document number, status of revision, page), statement of confidentiality (“Handing to Non-Employees by special Authorisation of Management only“) and title.
	Following pages with head line (similar to first page) and foot line (document number, status of revision, page).

	Structure of contents with the sections:
	1.	Purpose
	2.	Application
	3.	Definitions and Abbreviations
	4.	Responsibilities
	5.	Description of Routines
	6.	References and Remarks
	6.1	Reference Documents
	6.2	Bibliography
	6.3	Remarks
	7.	Documentation
	8.	Revision of Documents
	9.	Distribution
	10.	Attachments
	Sections without contents are marked as “not applicable“, sub-sections without contents are simply left out.
	Very comprehensive or complicated proceedings are additionally described in flow charts. Where significant, a function matrix might be added.
	The flow chart describes the proceeding of actions, the flow of documents as well as informations and instructions in a clear, unambiguous and easy readable manner. Therefore it is an important support for the user of the procedure. Beside the symbols the numbers of other important documents concerned might be placed as a remark.
6.	References and Remarks
6.1	Reference Documents
	VA-008		Control of Documents and Data of the Safety and Environment Protection Management System
	VA-009		Control of Documents and Data outside the Safety and Environment Protection Management System
	VA-010		Preparation of Emergency Response Plans
	VA-034		Control of Records
6.2	Bibliography
	None
6.3	Remarks
	None
7.	Documentation
	All documents of the Safety Management Manual including written procedures are valid as long as they are not revised or coming out of force.
	The originals of invalid procedures and other documents are filed for ten years by the authority entrusted with the control of the system documentation. All other copies will be eliminated.

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-001

Revision 1

18.03.2003

Page 1 of 4

Procedure

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

prepared: 16.12.02	approved:	released:	Revision 1
			Procedure No.: VA-001
M. Blohm	H.Corleis	M. Blohm	Page 1 of 4

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