MIN 644 (M+F) Approval and acceptance of electronic record books and recording requirements under MARPOL
Updated 17 January 2022
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Summary
This Marine Information Note (MIN) has been published to advise of a recent decision made regarding the acceptance of Electronic Record Books under MARPOL as listed in Resolution MEPC.312(74). It provides details of organisations able to approve and accept systems on behalf of the United Kingdom Administrations and offers clarity on which record books may be accepted in an electronic format and advises on the use of combined electronic/hard copy record keeping
1. Introduction/background
1.1 The International Maritime Organization’s (IMO) Marine Environmental Protection Committee (MEPC) amendments to the Annexes of MARPOL to allow for the use of electronic record books, came into force on 1st October 2020. To support the use of electronic record books, guidelines for their approval and acceptance have been developed (Resolution MEPC.312(74)) by the IMO.
1.2 The guidelines aim to provide standardized information on approving electronic record books to ensure the MARPOL requirements are fulfilled in a consistent manner.
2.Use of Electronic Record Books under MARPOL
2.1 The use of an electronic record book to record operational logs is an alternative method to a hard copy record book. The electronic record book may allow ships to utilise technology to reduce administrative burdens, increase efficiency and contribute to shipboard environmental initiatives, e.g. reduction of paper use.
2.2 The guidelines developed by the IMO are only applicable to the use of specific electronic record books used to meet the requirements of the record books and recording requirements under MARPOL Annexes I, II, V and VI and the Technical Code on Control of Emission of Nitrogen Oxides from Marine Diesel Engines (NOX Technical Code).
2.3 The specific record books and recording requirements are detailed in the following table.
| Record Book | MARPOL Reference | UK Regulation |
|---|---|---|
| Oil Record Book, Part I & II | Annex I, Regulations 17.1 and 36.1 | Merchant Shipping (Prevention of Oil Pollution) Regulations 2019, Regulation 20 |
| Cargo Record Book | Annex II, Regulation 15.1 | Merchant Shipping (Prevention of Pollution from Noxious Liquid Substances in Bulk) Regulations 2018, Regulation 29 |
| Garbage Record Book | Annex V, Regulation 12.6 | Merchant Shipping (Prevention of Pollution from Garbage) Regulations 2020, Part 4 |
| Ozone-depleting Substances Record Book | Annex VI, Regulation 12.6 | Merchant Shipping (Prevention of Air Pollution from Ships) Regulations 2008, Regulation 20 |
| Recording of the tier and on/off status of marine diesel engines | Annex VI, Regulation 13.5.3 | Merchant Shipping (Prevention of Air Pollution from Ships) Regulations 2008, Regulation 21 |
| Record of Fuel Oil Changeover | Annex VI, Regulation 14.6 | Merchant Shipping (Prevention of Air Pollution from Ships) Regulations 2008 Regulation 22 |
| Record Book of Engine Parameters | NOX Technical Code, paragraph 6.2.2.7 | Merchant Shipping (Prevention of Air Pollution from Ships) Regulations 2008, Regulation 21 |
3. Approval of Electronic Record Books
3.1 The United Kingdom has delegated the approval of electronic record books to the classification societies that are authorised to act as UK Recognised Organisations (ROs). A list of UK ROs can be found in paragraph 6.1.
3.2 Manufacturers seeking approval of their systems by the UK should directly contact one of the listed ROs, who will be able to advise on the process needed to gain approval under the UK Administration.
4. Acceptance of Electronic Record Books
4.1 Once a system has been approved, a Declaration of Acceptance of Electronic Recording Systems (Declaration) may be issued to vessels using the approved system. The form of the Declaration will be the same as that found in the Appendix to Resolution MEPC.312 (74)
4.2 Issuance of Declarations on behalf of the UK Administration has been delegated to the UK’s ROs.
4.3 A Declaration may be issued by any UK RO, regardless of the manufacturer or who the system has been approved by (providing it has a UK approval).
5. Use of Electronic Record Books on UK Vessels
5.1 UK flagged vessels may utilise any electronic recording system that has been approved on behalf of the UK Administration.
5.2 UK flagged vessels must be in possession of a valid Declaration when using an electronic recording system.
5.3 Shipowners are reminded that the use of electronic recording systems may not be accepted by all Administrations and as such should ensure hard copies of records are available if required by a port State.
5.4 It is recommended that shipowners and crew of vessels are aware of the record keeping requirements within the ports into which they may enter.
5.5 The use of, and reliance upon, electronic record books in no way relieves shipowners of their existing duty to accurately maintain and produce records during an inspection, as required by MARPOL. It is recommended that if a ship cannot produce the electronic record book or a Declaration during a Port State Control (PSC) inspection, the ship should provide an alternative verified copy of the records or a hard copy record book for verification
6. UK Recognised Organisations
6.1 Details of the UK Recognised Organisations can be found at https://www.gov.uk/guidance/uk-authorised-recognised-organisations-ros
More information
UK Maritime Services – Technical Services: Ship Standards
Maritime and Coastguard Agency
Bay 2/21
Spring Place
105 Commercial Road
Southampton
SO15 1EG
Telephone: +44 (0)203 81 72000
Email: MarineTechnology@mcga.gov.uk