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SHIPS FILING SYSTEM

DECK DEPARTMENT File No. Title Certificates/Documents Content Class survey status and report list Class quarterly list Class certificates Interim certificates Class directory Cargo gear book Ship trading documents ( anama! Sue"! #akes! etc$ %aker&s certificates Statutory (#oadline! Safcon! Safety equipm'! Safety (adio! %arpol! etc'$ #oading devices (spreader! grabs! etc$ )*lag State! +I ) ort State Control ) ,C) %S.! others ort Information %aster&s voyage reports /oyage (eport! #oading/0nloading lan! Cargo plan! S1*! Stevedore Damage (eport! ,otice of (eadiness! -/#! Cargo %anifest! etc' Cargo checklists Cre2 lists (empty and filled out forms$ 3eneral declarations from Immigrations! Customs! etc' Sto2a2ay Search Checklist ortage -ill Summary of 5ages 4ccount 5ages 4ccount -onded Store 4ccounting Catering 4ccounting -onded Store rice #ist Invoice copies for supplies and cash purchases %aster&s (epresentation Stock of rovisions Stock of -onded Store

Inspect' (eports

ort Information

/oyage

ort 1fficials Sto2a2ays

%onthly 4ccounting Statements

File No. Cre2

Title

Content Seaman&s employment contracts

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I.* contracts (C-4! S4$ 4llotment notes 5arning + ,otice #etters #etter of Indemnity travelling by o2n arrangement Seaman&s Discharge *orms Insurance Sea protest Cargo damage reports 7ull + %achinery damage statements Damage/4ccident reports to 8rd parties #etter of rotest (Cargo contamination! damage ship or her equipment$ Directory for 7+% representatives Directory for +I representatives (incl' cargo$ #etter of Indemnity in case family members''' #etter of Indemnity in case of guests''''' 3eneral + ersonnel

3eneral Instructions Circular #etters %4(I,9 / I%1 Circulars -I%C1 5eekly ,e2s Cre2 %edical

Circulars -I%C1 ,e2s %edical reports 4ccident (eports Cre2 Copy of countersigned (epatriation #etter In + 1ut Delivery ,otes In + 1ut %essage protocol Shipboard oil pollution emergency plan D/D preparation #ist of repairs by cre2 / shipyard %easurements #ist of repairs for ne:t D/D for Spares! Consumables! Stores Delivery (eceipts

Communication *a:es! #etters

Communication .ele:'

S1 9 Dry Dock

Deck Supply #ist

File No.

Title Deck 9quipment 7istory

Content 9quipment condition reports %ooring ropes history file 5ires history file 3rabs history file

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%aintenance

%aintenance laning %aintenance (eports Deck (painting! greasing! overhauling$ 7old condition report 7atch cover hose + ultrasonic tests Shore -ased %aintenance 4greement (adio traffic accounting (private / %S. / time charterer$ #ife saving equipment inspection check lists #ife rafts! #ife boats condition 5ork permits Deck ,autical! etc' 7andover (eports aint stock inventory aint consumption report ainting plan Delivery receipts (paint$ a: list a: instructions a: house rules /ehicle transport information + manifest 3arbage disposal (3arbage (ecord -ook$ (eceipts -allasting/deballasting (-allast (ecord -ook$ assage planning ,avigational check lists (ecords of 4ctions carried in 4ccordance 2ith Checklists 1n board training log! video training program log *amiliarisation *orms

(adio .raffic + 3%DSS

Safety + Safety 9quipment

Inventories

aint

assengers

3arbage

-allast ,avigation

.raining Deck/9ngine Cre2

Title Safety and ;uality System

Content 3eneral Internal and third party audits ,on)conformities! customers& complaints! corrective actions Shipboard management minutes of meetings 9mergency situations and ha"ardous occurrences ) records Drills< fire! abandoning ship! S1 9 ! emergency situations 4nalyses of emergency situations! etc' and drills

7a"ardous 1ccurrences! 4cci) dents! Drills and 4nalyses

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%easuring and .est 9quipment 3eneral/Deck Cargo Charter arties (epair (eports ,avigat' 9quipm'

%easuring and test equipment 3eneral Information! etc'