Issue Status 5th Edition, Rev 0

IMS 10
Issue Date 1st January 2020
DOCUMENT CONTROL PROCEDURES
Issued by DPA
Document No. PFS-01-IMS-10-000 Authorised By Senior GM, PFS

CONTENTS

10.0 PURPOSE

10.1 SCOPE

10.2 RESPONSIBILITY

10.3 DOCUMENT CONTROL

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10.4 DOCUMENT NUMBERING AND TEMPLATES
10.4.1 Template- Document Cover Page
10.4.2 Template- Document Body

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10.4.3 Company Circulars
10.4.4 Template – Company Circulars

C
10.4.5 Template – HSE Alert

10.5

10.6
PROJECT SPECIFIC DOCUMENTS ED
RETENTION AND REMOVAL OF OBSOLETE DOCUMENTS AND RECORDS
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10.7 AVAILABILITY OF DOCUMENTS AND RECORDS

10.8 REVIEW AND ISSUE OF NEW EDITION OF IMS MANUAL

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10.9 DOCUMENT CHANGES AND MODIFICATIONS

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10.10 IDENTIFICATION OF CHANGE AND REVISION STATUS

10.11 CONTROL OF DOCUMENTS OF EXTERNAL ORIGIN

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10.12 VESSEL CERTIFICATION, PLANS AND DRAWING

10.12.1 Trading Certificates
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10.13 PERSONNEL CERTIFICATES

C

10.14 NAUTICAL PUBLICATIONS LIBRARY

N

10.15 CHARTS AND MARINE PUBLICATIONS

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Appendices
A Certificates and Records Retention Period
B Record of Ship Certificates
C Document Change Request Form
D Shipboard Standard Filing System- Deck
E Shipboard Standard Filing System- Engine

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 Issue Status 5th Edition, Rev 0
IMS 10
Issue Date 1st January 2020
DOCUMENT CONTROL PROCEDURES
Issued by DPA
Document No. PFS-01-IMS-10-000 Authorised By Senior GM, PFS

10.0 PURPOSE

This procedure ensures that all company documents are properly presented, reviewed and
controlled.

All controlled documents and approved forms of the document are the property of the Company
and shall not be distributed by hard copy or electronically to any persons outside the organisation
without the approval of the DPA.

The HSEQA Department retains the master original editable electronic soft copies of the IMS and
related manuals with access limited to the departmental personnel only.

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10.1 SCOPE
This procedure applies to all company documents as follows;

Level 1 Documents:

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 Integrated Management System (IMS) Manual including Company Policies

C
Level 2 Documents:



Emergency Management Plan
Crisis Management Plan
ED
 Emergency Response Plan
 HSEQA Manual
LL
 Crewing Manual
 Divisional Operation Manuals
 Vessel Operation Manual

O

Rig Operation Manual

 DP Management Manual
 DP Operation Manual
TR

 Fresh Water management Plan

 Fuel Management Plan
 Shipboard Security Plan (SSP)

N

Shipboard Oil Pollution Emergency Plan

 Shipboard Marine Pollution Emergency Plan
 Shipboard Energy Efficiency Management Plan
O

 SOLAS Training and additional Fire Fighting Manuals

 Garbage Management Plan
C

 Emergency Towing Booklet

 Safety Case
N

 Bridging Documents
U

Level 3 Documents:

 Circulars
 Bulletins
 Notices
 HSE alerts
 Posters
 Drawings and equipment instruction manuals
 Project related documents

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 Issue Status 5th Edition, Rev 0
IMS 10
Issue Date 1st January 2020
DOCUMENT CONTROL PROCEDURES
Issued by DPA
Document No. PFS-01-IMS-10-000 Authorised By Senior GM, PFS

10.2 RESPONSIBILITY

The DPA / MR, assisted by the HSEQA department, is responsible to the Senior GM, PFS for the
operation of company Document control system and control of documents.

The DPA/MR is responsible for arranging for the receipt and subsequent distribution of third-party
documentation including, but not limited to, relevant Rules, Regulations, Codes, Guidelines and
publications.

All employees are responsible for following company styles and templates provided in this
procedure when originating any document.

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The Master is responsible for the control of all documentation on board the vessel and for liaising
with the HSEQA Department with regard to the upkeep of the system. The Chief Engineer
however, takes responsibility for the control of all Engine Room documentation, plans and
instruction manuals. If the Master is ever in doubt that his documentation is of the latest issue; he

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should consult the HSEQA Department for clarification.

C
10.3 DOCUMENT CONTROL

The DPA / MR shall issue controlled documents to company manages vessels and office
ED
posts/divisions keeping a list of recipients of controlled copies.

The DPA/ MR shall ensure the recipients of controlled documents are instructed to update their
copies and destroy obsolete copies whenever an amendment takes place.
LL
Each controlled document has a header which records the document title, document number,
issue status, issue date and approval/authorisation record.
O

The HSEQA Department personnel are authorised to issue the whole or part of a controlled
document to relevant Company personnel, but such documents shall, if issued, be clearly marked
TR

as uncontrolled documents, be for reference only and are not to be used for any work processes
on board.

If it is necessary to issue electronic copies to other Company personnel and/or to external

N

parties, only scanned PDF copies that cannot be edited are to be provided and these are
considered as uncontrolled copies.
O

The HSEQA Department provides editable versions to Company vessels of the IMS forms and
checklists so that they can be used for the control, recording and reporting of work processes as
C

described within the IMS.

N

Photocopying and any other form of reproduction of controlled documents is not permitted.
U

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 Issue Status 5th Edition, Rev 0
IMS 10
Issue Date 1st January 2020
DOCUMENT CONTROL PROCEDURES
Issued by DPA
Document No. PFS-01-IMS-10-000 Authorised By Senior GM, PFS

10.4 DOCUMENT NUMBERING AND TEMPLATES

The purpose of this section is to facilitate consistent document presentation throughout the
company by providing document numbering philosophy and formatting.

The DPA / MR is responsible for maintaining and controlling these codes and formats and to
ensure that all Controlled Documents are issued in the correct format.

This section also provides a listing of document templates team members are expected to use.
All team members are expected to use these templates to promote consistency in how team
members present work to each other (internally) and to vendors (externally).

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POSH document templates shall maintain the following consistency for standard text.
Font: Arial
Size: Ten (10)
Headings: Arial, 10, Bold

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Documents must include the following details in Arial font (size-8) on each page in the header or

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footer depending on the template used:

Document Title
Document Number
Issue Status
Issue Date
ED
Issued By
LL
Authorised By
Page no. (“Page x of y” format where x is page no and y is total pages in the document)

In special circumstances other documentation styles such as promotional material and business
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development presentations may be used subject to the approval of the department head. Special
documentation shall however comply with the standard document format including font type and
TR

size wherever possible.

Company Documents/Manuals shall be numbered with the document numbers as described

below;
N

AAA-BB-CCC-DD-EEE
O

Where,
C

AAA- Two to Five digits Company/Division code as per the table-1 or 5-digit vessel code as per
SDS (e.g. ACDIA for Posh Arcadia)
N

BB- Two-digit Serial number of the Company/Division/Vessel document starting from “01”
U

CCC- Three to Five digits Document Code (See Table 2)

DD- Two digits Chapter or Section number (“00” for the manual and starting from “01” for the
chapter/section)

EEE- Three digits Serial number of procedures, appendix, form, checklist etc. (“000” for the
procedure and starting from “001” for appendices, forms and checklists etc.)

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 Issue Status 5th Edition, Rev 0
IMS 10
Issue Date 1st January 2020
DOCUMENT CONTROL PROCEDURES
Issued by DPA
Document No. PFS-01-IMS-10-000 Authorised By Senior GM, PFS

Table-1 Company/Division codes

Company/Division Name Code

POSH Semco Pte Ltd PSPL

POSH Projects Pte Ltd POSH
PROJECTS
Offshore Supply Vessel Division OSV
Transportation and Installation TNI

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Offshore Accommodation OA
POSH Fleet Services Pte Ltd PFS

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Table-2 Documents Codes

C
Document Title Code
Integrated Management System Manual IMS
HSEQA Manual HSEM
Emergency Management Plan
Crisis Management Plan
Emergency Response Plan
ED EMP
CMP
ERP
Crewing Manual CMM
LL
Divisional Operation Manuals OPM
Vessel Operation Manual VOM
Rig Operation Manual ROM
DP Management Manual DMM
O

DP Operation Manual DOM

Fresh Water management Plan FWP
TR

Fuel Management Plan FOP

Shipboard Security Plan SSP
Shipboard Oil Pollution Emergency Plan SOPEP
Shipboard Marine Pollution Emergency Plan SMPEP
N

Shipboard Energy Efficiency Management Plan SEEMP

SOLAS Training Manual Fire Fighting Manuals STM
O

SOLAS- Fire Training Manual FTM

Garbage Management Plan GMP
C

Safety Case SC
N
U

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 Issue Status 5th Edition, Rev 0
IMS 10
Issue Date 1st January 2020
DOCUMENT CONTROL PROCEDURES
Issued by DPA
Document No. PFS-01-IMS-10-000 Authorised By Senior GM, PFS

10.4.1 Template- Document Cover Page

Issue X Edition, Rev

Status Y
DOCUMENT TITLE DD Month
Issue Date
YYYY
Issued by
Document Authorised
No. By

PY
Insert Edition and
Company revision no.
Logo e.g. 1st Edition,Rev0

Insert Document Title

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e.g. IMS Manual Insert Issue Date
or Safety Case e.g. 1st August 2016

C
Insert Document Number Insert Issuer details
As per section 5.7
e.g. PFS-01-IMS-00-000
or ACDIA-01-SC-00-000
ED e.g. DPA

Insert Authoriser’s Details

LL
e.g. Senior GM PFS
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DOCUMENT NAME
TR

(Include Vessel Name and IMO Number for Vessel Specific Documents)
N
O
C
N

Document Revision
Revision Revision Originator Date Reviewed Date Approver Date
U

No

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 Issue Status 5th Edition, Rev 0
IMS 10
Issue Date 1st January 2020
DOCUMENT CONTROL PROCEDURES
Issued by DPA
Document No. PFS-01-IMS-10-000 Authorised By Senior GM, PFS

Originator:
It is the responsibility of the originator/author to ensure that the document is written with clear
content and following the Standard company document format. Whenever possible the originator
should be a potential user of the document. All new documents must be reviewed by an
independent person.

Reviewer:
The reviewer is responsible for ensuring that the technical content of the document is correct. As
such the reviewer shall have the necessary knowledge and training. All alterations shall be
marked either by tabs on the hard copy, or if electronic through tracking of changes. Once
complete the checker signs the document and it is then passed on to the Approver.

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Approver:
The Approver is the Document Custodian and has overall responsibility for the content and
quality of the document. The Approver shall ensure the document is technically correct and has
been checked for typing and format errors. The Approver shall sign in the approved box on the

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front page of the document to signify the document’s contents have been examined and is
approved for use.

C
ED
LL
O
TR
N
O
C
N
U

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 Issue Status 5th Edition, Rev 0
IMS 10
Issue Date 1st January 2020
DOCUMENT CONTROL PROCEDURES
Issued by DPA
Document No. PFS-01-IMS-10-000 Authorised By Senior GM, PFS

10.4.2 Template- Document Body

Issue X Edition, Rev

Status Y
DOCUMENT TITLE DD Month
Issue Date
YYYY
Issued by
Document Authorised
No. By
Insert Edition and
Company

PY
revision no.
Logo e.g. 1st Edition,Rev0

Insert Document Title

e.g. IMS 10 Document

O
Insert Issue Date
Control Procedures
e.g. 1st August 2016

C
Insert Document Number Insert Issuer details
As per section 5.7 e.g. DPA
e.g. PFS-01-IMS-10-000
or ACDIA-01-SC-01-000
ED Insert Authoriser’s Details
e.g. Senior GM PFS
LL
O

TEXT (Font-Arial, Size-10)

HEADINGS (Font-Arial, Size-10, Bold)
TR
N
O

Footer - Insert Page Number

C

e.g. Page 1 of 10
N
U

Page[x] of [y]

Page 8 of 15
 Issue Status 5th Edition, Rev 1
IMS 10
Issue Date 15th June 2020
DOCUMENT CONTROL PROCEDURES
Issued by DPA
Document No. PFS-01-IMS-10-000 Authorised By Senior GM, PFS

10.4.3 Company Circulars

The Company’s circulars to fleet vessels are issued under the authorisation of the DPA.

Company Circulars are reviewed at the Management Review Meeting and any which are no
longer valid are removed. Circulars to be incorporated in the IMS manuals are included during
the next IMS manual review.

After the review, all circulars in force are issued to all fleet vessels.

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Company Circulars shall be numbered as follows;

BBB-EEE-FF-ZZZ/YYYY

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Where,

BBB- Company Code (See Table-1)

C
EEE-Department/Division Code (See table-3)
FF- Circular Code (See Table-4)
ZZZ- Serial Number starting from 001 each year
YYYY- Year ED
Table-3 Department/Division Codes
LL

Department/Division Code
HSEQA Department HSEQ
O

Technical Department TECH

Crewing Department CREW
Purchasing Department PUR
TR

Offshore Supply Vessel Division OSV

Transportation and Installation TNI
Offshore Accommodation OA
N

POSH Projects Pte Ltd PPPL

O

Table-4 Circular/Alert/Bulletin Codes

Circular/Alert/Bulletin Title Code

C

HSEQA Circular HC
Health Bulletin HB
N

Learning from Incident LFI

Operations Circular OC
U

Technical Circular TC
Crewing Circular CC
Purchasing/Procurement PC

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 Issue Status 5th Edition, Rev 0
IMS 10
Issue Date 1st January 2020
DOCUMENT CONTROL PROCEDURES
Issued by DPA
Document No. PFS-01-IMS-10-000 Authorised By Senior GM, PFS

10.4.4 Template - Company Circulars

Issue X Edition, Rev

Status Y
Circular Title DD Month
Issue Date
YYYY
Issued by

PY
Document Authorised
No. By
Insert Edition and
Company revision no.
Logo e.g. 1st Edition,Rev0

O
Insert Circular Title in two

C
rows (First Row – Type of Insert Issue Date
Circular & Second row- e.g. 1st August 2016
Subject)
e.g. HSEQA Circular
Standard Shipboard Library
ED Insert Issuer details
e.g. DPA
LL
Insert Authoriser’s Details
e.g. Senior GM PFS
O

Insert Document Number

As per section 5.10
BBB-EEE-FF-ZZ/YYYY
TR

e.g.PFS-HSEQA-HC-01/2016

As far as practical circulars shall contain following headings;

N

1. Issue Date
2. To: (Applicability)
O

3. Description
4. Instruction
C

5. Attachments
N

TEXT (Font-Arial, Size-10)

HEADINGS (Font-Arial, Size-10, Bold)
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Footer - Insert Page Number

e.g. Page 1 of 10

Page[x] of [y]

Page 10 of 15
 Issue Status 5th Edition, Rev 1
IMS 10
Issue Date 15th June 2020
DOCUMENT CONTROL PROCEDURES
Issued by DPA
Document No. PFS-01-IMS-10-000 Authorised By Senior GM, PFS

10.4.5 Template - HSE Alert

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O
C
ED
LL
O
TR
N
O
C
N
U

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 Issue Status 5th Edition, Rev 0
IMS 10
Issue Date 1st January 2020
DOCUMENT CONTROL PROCEDURES
Issued by DPA
Document No. PFS-01-IMS-10-000 Authorised By Senior GM, PFS

10.5 PROJECT SPECIFIC DOCUMENTS

Contract specific Documents (e.g. e.g. Project Execution, Project Quality Plan, Project
Management Plan, HSE Management Plans, Project Interface, Bridging Documents etc) shall be
numbered as follows;

AAA-BBB--HHH-III-JJJ
Where
AAA– Division (e.g. PSPL/PTOPL/PFS)
BBB- Project Name
HHH- Project Code/Number (As assigned by the company for the project)
III-JJJ- Document Code/Number (As assigned by the project manager)

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When charterers/clients request to use their document control procedures (e.g. document
numbering and template) for project specific documents, same shall be complied with.

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10.6 RETENTION AND REMOVAL OF OBSOLETE DOCUMENTS AND RECORDS

C
The recipients of controlled documents (Master and Chief Engineer) and office department heads
shall be responsible for destroying their copy of obsolete or superseded documents as instructed
by the issuing HSEQA Department personnel.
ED
Obsolete or superseded copies of controlled documents or supporting documents thereof that are
not immediately destroyed or retained for any purpose shall be clearly identified with the terms
such as “Obsolete”, “superseded”, “cancelled”, or “withdrawn”, with a single bold line struck
LL
against the document diagonally.

All staff as specified in the “Register of Manual Holders” of the controlled document shall be
responsible for the removal and/or identification of obsolete document under their possession
O

and/or point of use.

TR

10.7 AVAILABILITY OF DOCUMENTS AND RECORDS

The department heads shall decide on the storage locations of the controlled documents and
records for their departments and shall ensure the all departmental staff has access to the
N

documents.

The Master and Chief Engineer must ensure that all controlled documents issued by the
O

company are kept on the Bridge and Engine Control Room respectively and that the documents
are accessible to the ship staff.
C

Each vessel shall carry on board all documentation and records relevant to the vessel including
N

technical publications as mandated by the vessel flag state.

U

Documentation and records shall remain legible and readily identifiable, maintained in an orderly
manner and shall always indicate the date of issue and revision.

All records (ashore and onboard ships) shall be well indexed and stored electronically and/or
hard copy as required. Retention period of all records is specified in Appendix A. All old/obsolete
records to be disposed off.

10.8 REVIEW AND ISSUE OF IMS MANUAL AND OTHER MANUAL

The currency of the IMS & Other manuals is maintained by the HSEQA Department to ensure
that the health, safety and environmental standards that the company subscribes to continue to
be met, the system remains relevant to suit its current contractual and operational requirements
and to continually improve the effectiveness of the system.

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 Issue Status 5th Edition, Rev 0
IMS 10
Issue Date 1st January 2020
DOCUMENT CONTROL PROCEDURES
Issued by DPA
Document No. PFS-01-IMS-10-000 Authorised By Senior GM, PFS

Approved change requests raised is incorporated prior to distribution of the revised manual to the
manual holders.

10.9 DOCUMENT CHANGES AND MODIFICATIONS

Any changes to the documented system are recorded on the cover page of the
document/manual.

If the Master, any person on-board the vessel or any office personnel identifies a need to change
the documentation, a “‘Document Change Request” form shall be submitted to the HSEQA Dept.

Where requests are rejected, the person making the request is notified of the reason for rejection.

PY
If the request is approved, the appropriate pages are updated and may be circulated by the
relevant Department to the appropriate heads of departments for review and comment.

O
When finalised, the relevant department issues the amendments (usually with specific
instructions) on a page by page basis for ease of updating the manuals.

C
The HSEQA dept will review all DCR’s during scheduled review period (at least every 3 months
or more) and results will be distributed to all concerned parties. Urgent and statutory CR’s will be
ED
reviewed immediately upon receipt and changes made, If any, will be transmitted to all affected
parties.

The approved changes arising out of the CR are incorporated in the next IMS manual review
LL
amendments.

It is the responsibility of the holders of manuals to insert updated pages on receipt, destroy pages
which have been superseded and acknowledge to the HSEQA Dept and/or other relevant when
O

the amendment has taken place.

TR

10.10 IDENTIFICATION OF CHANGE AND REVISION STATUS

The nature of change in the IMS manual shall, where possible, be identified by a double
underline (XXXX) indicating the changed text of the controlled document, where applicable.
N

The revision status is identified by the revision number and issue date on the document.
O

When a completely new Edition of the IMS is issued, initially the revision status of all pages will
be “Rev 0”. Subsequent page revisions will be “Rev 1”, “Rev 2”, etc.
C

The current document revision status is listed in the contents page under revision control record
N

of each manual.
U

10.11 CONTROL OF DOCUMENTS OF EXTERNAL ORIGIN

Documents of external origin (e.g. nautical publications, Port State, Flag State, Classification
Society and IMO circulars etc) are identified and distributed in a controlled manner to the fleet by
HSEQA Department.

The HSEQA Department is responsible for determining the latest edition of the nautical
publications through the contracted supplier’s website or updates.

A current set of the publications as specified in the latest HSEQA nautical publications circular is
maintained by the HSEQA Department and is readily available to all Company staff for reference.

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 Issue Status 5th Edition, Rev 0
IMS 10
Issue Date 1st January 2020
DOCUMENT CONTROL PROCEDURES
Issued by DPA
Document No. PFS-01-IMS-10-000 Authorised By Senior GM, PFS

10.12 VESSEL CERTIFICATION, PLANS AND DRAWING

10.12.1 Trading Certificates

The Master is responsible for ensuring that all Trading, Classification, Administration, Personnel
and other important certificates are kept up to date. The status of these certificates is monitored
through Records of Vessel Certificates & Surveys submitted monthly by the Master to the
Technical Superintendent.

Certification and survey for vessels include but is not limited to Statutory Certificates, Surveys and
requirements (Registry, Appointment of Managers, Bunker Pollution, International Anti Fouling

PY
Convention Certificate issued by Flag / under authorisation of the Flag State)

The indication of inspection and test status of the vessel’s hull, machinery, safety equipment and
other important equipment is readily available by reference to the appropriate trading certificates,

O
survey reports, test certificates, classification Records and Log Books. The Technical
Department monitors these records via Classification Society Websites and, should a vessel

C
require copies, these can be provided by the Technical Department.

Safety Management and Security related Certification (DOC, SMC, ISSC, CSR, etc.) are part of
ED
the ships’ trading certificates and are monitored by the HSEQA Department, although the Master
remains responsible for ensuring the originals of these certificates are available onboard.

The Master must ensure that an original copy of Class Approval Certificate for the class approved
documents is always available on board.
LL

Plans, drawings and vessel specification details are controlled by the responsible Technical
Superintendent.
O

The responsible Superintendent will ensure that all obsolete issues are removed and destroyed.
TR

All latest issue plans, drawings and sketches associated with any alterations are retained (after
completion of the specified work) in the relevant file onboard and in Technical Dept.

Plans displayed on bulkheads or located outside the accommodation should be amended and
N

dated when changes in the vessel or equipment take place. These plans must always be legible.
O

10.13 PERSONNEL CERTIFICATES

C

In accordance with the STCW ‘95 requirements, the originals of professional certificates must
always be available on board to:
N

a. Ensure the vessel is manned according to Flag State and International Regulations.
U

b. Ensure the ship’s personnel have valid STCW licenses, endorsed by Flag State, appropriate to
the type and size of vessel and of a level equal or superior to their rank.

The originals of crew Medical Certificates must be available onboard with copies provided to
Crewing Department.

Individuals are responsible for ensuring that their certification does not lapse and, if expiry is
coming due, the Master and Crewing Department must be informed.

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 Issue Status 5th Edition, Rev 0
IMS 10
Issue Date 1st January 2020
DOCUMENT CONTROL PROCEDURES
Issued by DPA
Document No. PFS-01-IMS-10-000 Authorised By Senior GM, PFS

10.14 NAUTICAL PUBLICATIONS LIBRARY

A Nautical Publications Library is maintained onboard which includes all publications as required
by Classification Society, Flag State, IMO and the Company.

Revisions and updates of each publication are checked by the HSEQA Dept. and the vessel is
advised accordingly. A requisition can then be raised by the Master and the publication updated.

The Master must ensure that these nautical publications are kept securely on board, but at the
same time are available for reference by the ship’s Officers and Crew.

Obsolete publications are to be removed from the system for destruction or to be clearly marked

PY
“OBSOLETE”.

Updated list of nautical publications will be provided to vessel through circular at periodical
interval or when changes take place.

O
10.15 CHARTS AND MARINE PUBLICATIONS

C
The Master delegates the control of these documents to the Second Officer.

ED
The Company provides charts and publications for the trading area of the vessel.

A ‘Chart and Marine Publication Master List’ shall be kept up to date by the ship for all relevant
documents.
LL
The vessel must receive ‘Weekly Notices to Mariners’, either in hard copy or electronically, which
contain full information on the correction and issue of new editions of all charts and marine
publications.
O

All documentation must be corrected with records maintained to this effect for a period of at least
TR

two years.

New editions of charts and publications are supplied in accordance with the Master List of the
charts and publications onboard. If additional chart folios are required for a Charter which is
N

outside the vessel’s normal trading area, these should be ordered through the Company and, on
supply, will be added to the vessel’s Master List.
O

When charts and publications are superseded and the latest edition is onboard, the previous
editions should be marked “Cancelled” and kept on board or destroyed.
C

In the event the ship has not received Notices to Mariners for more than four weeks, the Second
N

Officer must advise the Master immediately who will then inform the Operations Department,
copied to the DPA/HSEQA Department.
U

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