Yacht documention basics - log books
By Ian Biles
March 29, 2007
One of the increasing requirements in modern society is the need to document nearly everything. There are good reasons for this. One of the most important reasons on a megayacht is to capture evidence for use in defense in the event of a claim.
This is the second of three columns that summarizes the main areas of a yacht's activity where records and/or documentation are required.
Log Books.
1. Bridge Navigational Log Book.
The keeping of a navigational log book is second nature to most yacht captains. However, with the introduction of the need to have proper passage plans for every intended voyage, before commencement of the voyage, what is sometimes overlooked is a means of incorporating these passage plans into the navigational log.
This can be as simple as a log entry referring to the particular passage plan and a file in which to keep each plan as it is prepared.
As with other log books there is a requirement for these records to be landed ashore for safe keeping at suitable intervals.
Another element of navigational records that is sometimes overlooked is the electronic chart display and information system (ECDIS).
Depending upon the exact system specification, the system will keep an electronic record of the voyage undertaken. These data can be saved in an archive file and landed ashore for safe keeping at suitable intervals.
2. Log Book.
Most yachts maintain what is referred to by the captain and crew as a log book. However, what is normally meant is the Bridge Navigational Record Book that is used when the yacht is on passage.
The main function of a log book (whether for yacht, merchant ship or warship) is to maintain a record on a day-to-day basis of the life of the ship.
It is a legal document in as much at it forms contemporaneous evidence of what has occurred on board the yacht at any given time.
In many ways it is a historical record of the life of the yacht.Many yachts maintain records that could be used to form part of a log book (day books for the engineer or mate, diary for the captain) but few appreciate the value and function of the record keeping.
The format for keeping such records can be extremely flexible as there are no regulations of which the author is aware relating to this type of record keeping.
As a guide, it is probably better to use a book with sequentially numbered pages (so that it is evident if pages have been removed) and to make entries in handwriting. However, there is no reason why such a record could not be computerized, provided there are adequate back-up provisions.The question of what should be recorded is a balance of judgement.
If everything that goes on during the day is recorded in detail, the task becomes burdensome. If repetitious entries are made with no real thought (e.g. "morning breaks with clear blue sky") there is little value in the information preserved.
The records should try to capture any and all events that are different from the normal routine of the yacht. Having completed a log book, consideration also needs to be given as to what should happen to it once it is full.
The log book provides an excellent source of reference to show historically that the yacht has carried out its functions properly. Should the yacht suffer a total loss, such historical records, if held ashore, can provide useful evidence.
Therefore, a system of landing the log books ashore to the owner (or his designated representative) helps to secure the information for future use.
3. Official Log Book.
In addition to the general requirement of a normal log book, depending upon both the size of a vessel and her flag, there may be a requirement to carry an Official Log Book.
For UK-flagged yachts (as specified in the LY2 Code) the requirements are specified in Statutory Instrument 1981 No. 569 Official Log Book Regulations.
The entries required for a UK Official Log Book (OLB) are contained in the regulations 1-47. Numbers 23, 27 and 39-42 have been deleted by statutory instruments amending the regulations, and many of the items are not relevant to a modern yacht.
4. Engine Room Log Book.
This is a record of engine performance criteria over a given period of time. With modern systems, much of this data can be captured automatically but many engineers prefer to maintain a written record as well.As a general guide, it is preferable to have one log book for all machinery in the engine room rather than individual books for each main item of equipment.
One of the main advantages of the engine room log book is the ability, by inspection, to determine when things are beginning to go wrong before any developing problem leads to a failure.
5. Other Log Books.
Other specific log books or records that might be required include Global Maritime Distress and Safety System (GMDSS) or radio log; Battery Log for records of daily, weekly and monthly testing of emergency batteries; and Night Order Book for specific instructions to watchkeepers from the master or chief engineer that alter the normal instructions contained in the watchkeepers' standing orders.
Management Records.
Under the ISM Code there is a requirement to maintain sufficient records to document the safe operation of the yacht.
Outside the code the only requirements are those of normal common sense.Management records include such items as the yacht's budget and accounts, personnel records and appraisals, inventory and stock control (both interior and exterior) and maintenance records.
Training Records.
Under the ISM Code there is a requirement for a record of crew training to be kept. Outside the code, maintaining such a record makes good sense for individual crew members who wish to progress through the industry.
From the yacht's perspective, crew development and training helps to increase the efficiency and effectiveness of crew.
The captain needs to maintain reasonable training records in order to properly evaluate the effectiveness of each crew member (by means of staff appraisals) and provide assistance and training, where deficiencies are identified.
Hours of Work.
Regulations concerning the numbers of hours a seafarer can work are governed by the Merchant Shipping (Hours of Work) Regulations 2002 and are detailed in Statutory Instrument 2002 No. 2152.
In simple terms, the rules provide for minimum rest periods of 10 hours in any 24-hour period and 77 hours in any seven-day period.
The actual hours of rest may be divided into no more than two periods, one of which shall be at least six hours in length, and the interval between consecutive such periods shall not exceed 14 hours.
As with many of the UK regulations, pleasure yachts are exempt. However, a word of caution, under European Law and the European Working Time Directive (EWTD) from the Council of the European Union (93/104/EC), in order to protect the health and safety of workers in the European Union, the EWTD lays down minimum requirements in relation to working hours, rest periods, annual leave and working arrangements for night workers.
The Directive was enacted in UK law as the Working Time Regulations, which took effect Oct. 1, 1998.The Working Time Regulations are UK Health and Safety Legislation. Therefore, for yachts that are not required to comply under the Merchant Shipping Act it is possible that the EWTD could apply.
The same is true for any yacht carrying the flag of an EU country. In practical terms this means that the captain needs to be aware of the hours of work to which the crew are subjected, especially during the busy chartering periods and to maintain records to show that the crew hours of work were reasonable.
Ian Biles is the founder of Maritime Services International, a marine surveys and consultancy business. He holds a Class I (Unlimited) Master's certificate and developed a risk management program for large yachts for a London-based underwriter. Contact him at ian@maritime.uk.com or +44-2392-524-490.
