A INDEX FORMS RECORDS, Akademia Morska, Chipolbrok


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



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