Quality Records Forms
for Branch Office
No. |
Serial No. |
Title |
Need for Fulfilling |
Office/ Vessel |
Period of Retaining |
PBO-G*01-F01 |
Status of the System |
Every Time |
O |
3 years |
|
PBO-G*01-F02 |
The minutes of the company safety committee meeting |
Every Time |
O |
3 years |
|
PBO-G*01-F03 |
The minutes of shipboard safety committee meeting |
Voyage |
O/V |
5 years |
|
PBO-G*01-F04 |
Suggestion to the Company QSMS |
Voyage |
O/V |
5 years |
|
PBO-G*01-F05 |
The plan of audits and contingency drills |
Every Time |
O |
3 years |
|
PBO-G*02-F02 |
Sea protest |
Case |
O/V |
5 years |
|
PBO-G*02-F03 |
Statement of guarantee claims |
Every Time |
O/V |
5 years |
|
PBO-G*02-F04 |
Non-conformity within the QSMS |
Every Time |
O/V |
5 years |
|
PBO-G*02-F07 |
Incident report |
Case |
O/V |
2 years |
|
PBO-G*03-F01 |
Drill Records of Contingency plan-ships |
Every Time |
V |
2 years |
|
PBO-G*03-F02 |
Drill Records of Contingency plan-shore |
Every Time |
O |
2 years |
|
PBO-G*03-C01 |
Emergency response check list-main engine failure |
Case |
V |
5 years |
|
PBO-G*03-C02 |
Emergency response check list-power failure |
Case |
V |
5 years |
|
PBO-G*03-C03 |
Emergency response check list-steering gear failure |
Case |
V |
5 years |
|
PBO-G*03-C04 |
Emergency response check list-collision at sea |
Every Time |
V |
5 years |
|
PBO-G*03-C05 |
Emergency response check list-collision in inner water ways (pilotage waters) and within port area |
Every Time |
V |
5 years |
|
PBO-G*03-C06 |
Emergency response check list-fire |
Every Time |
V |
5 years |
|
PBO-G*03-C07 |
Emergency response check list-grounding |
Every Time |
V |
5 years |
|
PBO-G*03-C08 |
Emergency response check list-flooding |
Every Time |
V |
5 years |
|
PBO-G*03-C09 |
Emergency response check list-man overboard |
Every Time |
V |
5 years |
|
PBO-G*03-C10 |
Check list-stowaways |
Every Port |
V |
5 years |
|
PBO-G*04-F01 |
QSMS document distribution list |
Every Time |
O |
3 years |
|
PBO- G*04-F04 |
Receipt of document transmittal |
Every Time |
O |
3 years |
|
PBO-G*05-F02 |
External documents registration and distribution |
Yearly |
O/V |
5 years |
|
PBO-G*07-F01 |
Qualified suppliers list |
Yearly |
O |
2 years |
|
PBO-G*07-F02 |
Master's complaint report |
Case |
O/V |
5 years |
|
PBO-G*07-F03 |
Records of suppliers review |
Every time |
O |
2 years |
PBO-G*08-F01 |
The minutes of management review |
Every time |
O |
5 years |
|
PBO-G*08-F02 |
Master's assessment to QSMS |
Before changing the Master |
O/V |
5 years |
|
PBO-G*08-F03 |
Follow up report of management review |
Every Time |
O |
5 years |
|
PBO-G*08-F04 |
Register of management review |
Every Time |
O |
5 years |
|
PBO-G*08-F05 |
Report of management review |
Every Time |
O |
5 years |
|
PBO-G*08-F06 |
Onboard Management review minutes |
Case |
O/V |
5 years |
|
PBO-G*09-F02 |
Internal audit plan (vessel) |
Yearly |
O |
3 years |
|
PBO-G*09-F03 |
Internal audits plan (office) |
Yearly |
O |
3 years |
|
PBO-G*09-F04 |
Nonconformity note |
Case |
O |
3 years |
|
PBO-G*09-F05 |
Internal audit report |
Every Time |
O |
3 years |
|
PBO-G*09-F06 |
Non-conformity status log |
Yearly |
O |
3 years |
|
PBO-G*09-F07 |
Quality & safety system audit checklist in department/or in key element |
Every Time |
O |
3 years |
|
PBO-G*13-F02 |
Corrective Prevention Action Notice |
Case |
O/V |
5 years |
|
PBO-SD04-F01 |
Voyage report |
Voyage |
O/V |
10 years |
|
PBO-SD04-F02 |
Dunnage /lashing/separating material report |
Voyage |
O/V |
3 years |
|
PBO-SD04-F03 |
Approved bunker brokers & suppliers list |
Yearly |
O |
1 year |
|
PBO-SD04-F05 |
Shipper supplied equipment and damage/loss records |
By case |
O/V |
2 years |
|
PBO-SD04-F06 |
Stowage plan |
Voyage |
O/V |
5 years |
|
PBO-SD04-F07 |
Notice of stevedore damage |
Case |
O/V |
5 years |
|
PBO-SD04-F08 |
Report of cargo damage or loss |
Voyage |
O/V |
5 years |
|
PBO-SD06-F01 |
Reviewing records to contract and agreement |
Every contract |
O |
3 years |
|
PBO-TD01-F01 |
Vessel's certificates list |
Voyage |
O/V |
5 years |
|
PBO-TD02-F01 |
Planned & current repairs |
Yearly |
O |
2 years |
|
PBO-TD02-F02 |
Voyage maintenance plan |
Voyage |
O/V |
2 years |
|
PBO-TD02-F03 |
Fulfillment records of planned maintenance |
Voyage |
O/V |
5 years |
|
PBO-TD02-F04 |
Voyage maintenance report |
Round Voyage |
O |
5 years |
|
PBO-TD02-F05 |
Superintendent's report |
Round Voyage |
O |
2 years |
|
PBO-TD02-F06 |
Insulation Resistance Test Record |
6 months |
O/V |
5 years |
|
PBO-TD02-F07 |
Request for repair |
When necessary |
O/V |
3 years |
|
PBO-TD02-F08 |
Spares sent ashore for repair |
When necessary |
O/V |
5 years |
|
PBO-TD02-C01 |
Shipmaster monthly checklist |
Monthly |
V |
2 years |
|
PBO-TD02-C02 |
Superintendent inspection checklist |
Case |
O |
2 years |
|
PBO-TD03-F02 |
Report of constant calculation when docking |
Every Time |
O |
5 years |
PBO-TD03-F03 |
Docking report |
Every Time |
O/V |
10 years |
|
PBO-TD04-F01 |
Standards of vessel speed and daily consumption of FO, LO, FW |
Yearly |
O |
2 years |
|
PBO-TD04-F02 |
Annual plan of lubricants expenses |
Yearly |
O |
2 years |
|
PBO-TD04-F03 |
Annual plan of FO & LO consumption during repair |
Yearly |
O |
2 years |
|
PBO-TD04-F04 |
Voyage report for power engineering department |
Voyage |
O/V |
10 years |
|
PBO-TD04-F05 |
Operating records of the main engine |
Voyage |
O/V |
10 years |
|
PBO-TD04-F06 |
Consumption of lubricating oils of auxiliary grades and chemicals in voyage No. |
Voyage |
O/V |
5 years |
|
PBO-TD04-F07 |
Control sounding list |
End of Voyage |
O/V |
5 years |
|
PBO-TD04-F08 |
Actual average speed and daily fuel oil consumption |
Yearly |
O |
3 years |
|
PBO-TD04-F09 |
Fuel consumption statement |
Yearly |
O |
3 years |
|
PBO-TD04-F10 |
Actual consumption of L.O. |
Yearly |
O |
3 years |
|
PBO-TD04-F11 |
Daily Report on Excessive Fuel Consumption |
Voyage |
O/V |
2 years |
|
PBO-TD04-F12 |
The Running Time of the Main Engine and other ... |
Voyage |
O/V |
2 years |
|
PBO-TD04-F14 |
Fuel Quality Report |
By case |
O/V |
2 years |
|
PBO-TD05-F01 |
Protocol of necessary purchase abroad |
Case |
O/V |
5 years |
|
PBO-TD05-F02 |
Requisition for spare parts |
When necessary |
O/V |
5 years |
|
PBO-TD05-F03 |
Requisition for inventory & materials |
When necessary |
O/V |
5 years |
|
PBO-TD05-F04 |
List of scrap returned ashore |
When necessary |
O/V |
5 years |
|
PBO-PD01-F01 |
Familiarization Checklist (basic) |
Every Time |
V |
2 years |
|
PBO-PD01-F02 |
Familiarization-QSMS |
Every Time |
V |
3 years |
|
PBO-PD01-F04 |
Declaration |
In the Office before the ship joining |
O |
5 years |
|
PBO-PD01-F05 |
Training records for seafarer on-board |
Every Time |
O/V |
5 years |
|
PBO-PD01-F06 |
Familiarization-deck department |
When crew sign on board |
V |
2 years |
|
PBO-PD01-F07 |
Familiarization-engine department |
When crew sign on board |
V |
2 years |
|
PBO-PD01-F08 |
Protocol of training on QSMS |
By case |
O |
2 years |
|
PBO-PD01-F09 |
Yearly emergency drills plan |
Yearly |
O |
3 years |
|
PBO-PD02-F02 |
Staff appraisal record |
Yearly |
O |
Unlimited |
|
PBO-PD03-F01 |
Change of the master |
Hand over |
O/V |
5 years |
|
PBO-PD03-F02 |
Chief Engineer hand over statement |
Hand over |
O/V |
2 years |
|
PBO-PD03-F03 |
Crew not fit for further work on board |
Case |
O |
5 years |
|
PBO-PD03-F04 |
Crew list |
After crew exchange |
O/V |
2 years |
|
PBO-PD03-F05 |
Seafarer hand over & take over list |
Every Time |
O/V |
5 years |
|
PBO-PD03-F08 |
Appraisal report of ship's crew |
Round voyage |
O/V
|
2 years
|
|
I-AD05-F01 |
Notification |
Every Time |
V |
3 years |
|
I-AD06-F01 |
Rescue equipment |
Monthly |
O/V |
2 years |
|
I-AD06-F02 |
Fire-fighting equipment |
Monthly |
O/V |
2 years |
|
I-AD06-F03 |
"Bunkering" Training record chart |
Every Time |
O/V |
2 years |
|
I-AD06-F04 |
Exercise and drills |
Every Time |
O/V |
2 years |
|
I-AD14-F01 |
Monthly check list for life -Saving equipment |
in due course |
O/V |
2 years |
|
I-AD14-F03 |
Equipment for enclosed lifeboat |
Before sailing |
O/V |
2 years |
|
I-AD14-F04 |
Equipment for lifeboat |
Before sailing |
O/V |
2 years |
|
I-AD18-F02 |
Equipment calibration list |
By case |
V |
1 year |
|
I-AD19-F01 |
Spare parts/store quarterly report |
Quarterly |
O/V |
2 years |
|
I-DD02-F01 |
List of nautical publications |
Hand over |
O/V |
2 years |
|
I-DD02-F02 |
List of charts and publications onboard ship |
Hand over |
O/V |
2 years |
|
I-DD05-F01 |
Passage planning and checklist |
Voyage |
O/V |
2 years |
|
I-DD08-C01 |
Bridge check list-preparation for arrival in port |
Every Port |
V |
2 years |
|
I-DD08-C02 |
Engine room check list-arrival in port |
Every Port |
V |
2 years |
|
I-DD09-F01 |
Pilot card check list |
Every Port |
V |
2 years |
|
I-DD12-F01 |
Cargo operation checklist |
Voyage |
V/O |
2 years |
|
I-DD14-C01 |
Bridge check list-preparation for sea |
Every Time |
V |
5 years |
|
I-DD14-C02 |
Engine room check list-departure from port |
Every Time |
V |
5 years |
|
I-DD15-F01 |
Bridge checklist-handing/taking over the watch |
by case |
V |
1 year |
|
I-DD15-F02 |
Masters standing orders |
When necessary |
V |
2 years |
|
I-DD16-F01 |
Bridge check list-navigation in heavy weather or in tropical storm areas |
Every time |
V |
3 years |
|
I-DD16-F02 |
Bridge check list-restricted visibility |
Every time |
V |
3 years |
|
I-DD18-F01 |
Bridge check list-navigation in ice |
Every time |
V |
3 years |
|
I-ED01-F01 |
Enter enclosed spaces check list |
Every Time |
V |
5 years |
|
I-ED01-F02 |
Permit to dangerous work |
Every Time |
V |
5 years |
|
I-ED02-F01 |
Hot work permit |
Every Time |
V |
3 years |
|
I-ED03-F01 |
Pre bunkering checklist & declaration of inspection |
Every Time |
V |
2 years |
Q&A Dept. Page 4 Issue date:03.11.2003