Operational Guide · Registers & Logbooks

# Documentation Required on Board

The complete map of certificates and records a PSCO may request: what must be on board, in what form, and the deadlines most often forgotten.

PSC certificates documentation survey

## Operational Explanation

Every PSCO begins the inspection with a documentary check: statutory certificates, class certificates, and the main operational records. Incomplete, expired or inconsistent documentation is often the first signal that steers the inspector towards a more thorough check (a "clear grounds" verification).

The practical difficulty is not knowing the list of required documents, but keeping them always up to date and consistent with one another: a certificate renewed but not replaced in the copy held on board, or a record with missing entries, generate deficiencies even when the ship's substantive condition is compliant.

## Regulatory Reference

SOLAS, MARPOL, the ISM Code, MLC 2006 each define, within their own scope, the mandatory certificates and records: statutory certificates (IOPP, IAPP, ISPP, Safety Construction/Equipment/Radio or Cargo Ship Safety Certificate, SMC, DOC, ISSC, MLC Certificate), operational records (Oil Record Book, Garbage Record Book, Ballast Water Record Book, radio log), and manuals (SOPEP, Garbage Management Plan, Cargo Securing Manual).

## Scope of Application

Every ship subject to PSC inspection, with the specific list of required documents varying according to ship type, tonnage and area of operation.

## Procedure / How to Complete It

1. Maintain an up-to-date list of all statutory and class certificates, with their respective expiry dates and intermediate audit windows.
2. Verify that every copy on board is the latest valid version, replaced immediately after every renewal or external audit.
3. Ensure that operational records (ORB, GRB, BWRB, radio log) are updated daily, not retroactively before arrival.
4. Organise the documentation so it is easily retrievable, with an on-board reference point (often the Master or Chief Officer) who knows the location of every document.
5. Verify consistency between related documents (e.g. the IOPP Certificate and the Oil Record Book, the SMC and the SMS non-conformity register).

## Practical Example

Example of verification: before arrival in port, the Chief Officer verifies that the IOPP, IAPP, SMC and Garbage Management Plan are all valid and that the copies on board match the latest versions issued after the last survey.

## Real Cases

A number of apparently "documentary" PSC deficiencies actually conceal a deeper problem: a certificate found expired only on the inspector's arrival often reveals that the deadline-tracking system on board or at the Company was not working, not a simple isolated oversight.

## Common Mistakes Mistake Library

Mistake | Consequence | How to avoid it
--- | --- | ---
On-board copy of a certificate not updated after a renewal | Deficiency for inconsistent documentation, even though the certificate is substantively valid | Replace the on-board copy immediately after every renewal or audit
Records updated retroactively shortly before arrival in port | Inconsistencies detectable by the PSCO, suspicion of falsification | Update records daily, in real time with operations
No on-board reference point who knows the location of all the documentation | Delays during the inspection, an impression of disorganisation | Designate an officer responsible for documentary retrievability

## PSC Observations

The documentary check is the first phase of every PSC inspection: delays in retrieving a document, inconsistencies between certificates and records, or copies that are not up to date are among the signals most often leading to a more thorough inspection (clear grounds).

## Operational Tips

- Keep a single calendar of deadlines for all certificates, shared between ship and Company.
- Always update the on-board copy immediately after every renewal, not at the next convenient occasion.
- Explicitly designate a person responsible for documentary retrievability, known to the whole crew.

## Checklist

- Statutory and class certificates valid
- On-board copies updated to the latest version issued
- Operational records updated daily
- Documentation organised and easily retrievable
- Consistency verified between related certificates and records

## FAQ

What happens if a certificate has expired but renewal has already been requested?
The renewal request in progress must be documented; depending on flag legislation, an Interim certificate may be needed to cover the transition period, otherwise the ship risks a deficiency or detention.
Are electronic records accepted in place of paper ones?
Increasingly so, but only if the electronic format has been specifically approved by the Flag Administration, as is already the case, for example, for the Ballast Water Record Book in electronic format since 2025.
Which documents does a PSCO typically ask for first?
Typically the Certificate of Registry, the main statutory certificates (SMC, DOC, IOPP, IAPP), and the muster list, before proceeding to a broader check based on initial impressions.
🎬 Additional photos, videos and interactive diagrams for this topic will be available in a future version of the platform.

## Related Topics

Pre-PSC Checklist Ship Risk Profile and New Inspection Regime

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