NO MORE than brief mention is made in this chapter of routine records such as are required for all ships. The main purpose of the chapter is to draw attention to records and to log entries which may have particular significance for bulk carriers and their cargoes.

Log books – sea voyage: During the sea voyage, the deck log book (otherwise known as the bridge log book) should contain routine navigational information including positions at regular intervals and method of position fixing, courses steered, allowances made for compass error, leeway and set.  These data should be recorded when observations are taken, or at the end of the navigational watch, as appropriate. The record of course, distance and speed made good, and course and distance to go should be completed daily and a full set of routine weather observations, with a report of sea and swell conditions, should be entered at the end of each watch.

Details of severe weather met and the action taken should be recorded. For example, the log book should record when the vessel has been hove-to in adverse weather, or when course has been altered to avoid a tropical storm. In addition, the log book should contain full details of any matters which might affect the cargo and its condition.

When a cargo which requires ventilation is being carried, ventilation of the holds should be recorded in detail, stating times of starting and stopping, and give the reason for stopping ventilation. Such a reason might be Shipping water and/or spray over hatches, or High humidity of ambient air. Where the ventilation programme is influenced by the air humidity, regular hygrometer readings (wet and dry bulb) should also appear in the log book once per watch. If a sensitive cargo requires more frequent readings or if, for example, humidity readings are taken within each hold with a whirling psychrometer, a full record separate from the log book can be maintained and after signature by Master and chief mate can be attached to the log book at the end of the voyage.

The nature of the ventilation should also be fully recorded, stating which ventilators are being used if there are alternatives, and whether the ventilation is mechanical or forced draught (ie, by fan) or natural draught (natural flow of air through the ventilation cowl). Where fans are used, the log book entry should show whether they are drawing air into the compartment (suction or inlet mode) or blowing air out from the compartment (exhaust or outlet mode), and whether they are being run at full speed, half speed or some other value. Differences between the ventilation given to different holds should be clearly recorded.

Suitable log book entries might read: 0800 Ventilation of holds Nos 1-7 commenced with after fans in all holds at full speed in inlet mode, and forward vents in all holds on natural ventilation. 1800 ventilation  of  holds Nos 1-7 stopped and all vent flaps closed in accordance with shippers’ carrying instructions.

Heavy rainfall and the shipping of water and spray over decks and hatches must also be recorded in the log book when experienced, as this may be relevant if cargo is subsequently discovered to have suffered wet damage.

The dates and times of any hold or hatch cover inspections during the voyage should be recorded, with the name and/or rank of the person making the inspection, the nature of the inspection and any findings. An appropriate entry for a cargo of steel coils might read: 1000-1200 Inspection of all holds and hatches by chief mate and bosun, to see if any cargo had shifted. All well.

A more serious  situation could be reported in the deck log book as follows: 1500. During routine cargo inspection by chief mate and bosun damage/shifting found in holds Nos. 2 and 5. Resecuring not possible. Course adjusted to minimise further damage. Such an incident would, of course, also require immediate reports by the Master to his owners and charterers, and it would be necessary at the first opportunity to prepare a detailed report of the damage to ship and to cargo, and the circumstances in which the damage  occurred. It would be prudent for owners to promptly inform their P&I club of such an incident.

Further information which should be recorded in the log book includes the records of cargo temperatures when observed, the pH readings of bilge water and the volumes or tonnages of bilge water pumped out, plus readings obtained with methanometers, O₂ meters and multi gas meters, etc

If there is insufficient space on the log book page for the clear entry of all the necessary detail, then additional sheets of paper must be attached to the log book with the extra detail which is required. Soundings of all compartments including hold bilges, ballast tanks, fresh-water and oil-fuel tanks, cofferdams, void spaces, chain lockers and other spaces should be taken and recorded in the log book or separate sounding book at least once  daily.

It is not acceptable for an empty tank to be recorded simply as empty (often abbreviated to MT).  The difference between a 10cm and a 20cm sounding in the ballast tank of a large ship can be  considerable in terms of tonnes of ballast water, and any increase in water level needs to be detected and investigated in view of the possibility of leakage. This consideration is of particular importance when a ship is cargo laden, since the cargo may be exposed to the risk of water damage if water is entering some part of the ship undetected. A reader who finds MT recorded in the sounding book instead of a small sounding such a 5cm or 12cm will suspect that no soundings have been taken, and that the entry reflects the reported state of the tank and not the actual sounding.

During a ballast passage the testing of any cargo care systems should be recorded in the log book when carried out. Such entries might  include the testing of hold bilge pumping systems, hold ventilation fans and hold CO₂ smothering  systems. The testing of hatch cover watertightness by hose test or by chalk test should also be recorded, as should the result, and any remedial action taken.

A typical series of log book entries would be: 1030-1130 Hose tested Nos. 1 and 2 hatch covers for watertightness under supervision of chief mate. Leakage found only at No 2 starboard side. 1530 Following routine renewals and adjustments to fittings of No 2 hatch cover the covers were again hose tested, and were found to be watertight.

The log book should contain records of such matters affecting the cargo and the operation of the ship as the inspection and tightening of cargo lashings and details of in-transit fumigation. Changing of ship’s ballast to comply with pollution regulations, or for purposes of draught and trim should be recorded in the ship’s ballast log.

Log books-in port: A Statement of Facts is normally produced by the ship’s agent to cover the time spent in a loading or discharge port. The agent will often rely upon the ship’s staff to provide some of the times and facts which are included in the statement, and the Shipmaster should satisfy himself before signing the statement that the information it contains is accurate, since it will be used to calculate the value of any demurrage or despatch payments or to settle any disputes which may arise regarding the voyage.

The deck log book will record significant times such as the times of dropping anchor off the port, reaching the fairway buoy, arriving at the berth and tendering notice of readiness. The log book will be supported by the more detailed and comprehensive entries contained in the bell book (also known as the movement book, or bridge note book), which is the working document in which events are recorded at the time they occur. An automated printout of engine movements may also be available.

It is essential that weather observations are continued whilst the ship is in port and they should be recorded at least three times  daily – ideally at 0000, 0600, 1200 and 1800. When officers continue watches in port, the weather should be recorded at the end of each watch, throughout night and day. In addition, any exceptional weather conditions which may interrupt cargo work, damage the cargo or damage the ship should be recorded whenever they occur. Other incidents, such as ships passing at high speed, which disrupt or threaten the ship or activities aboard should also be logged.

The log book should record any surveys which are requested and which take place, and their result, and any protests which are made or received. Fumigation of cargo holds should be recorded, with details of the treatment given, the purpose of the treatment and who ordered it. The sealing of holds, if required, should be noted and inspections of the seals should be recorded.

Notebook or cargo log: Once in the berth, it is necessary to record details of starts, stoppages and completions of cargo work and transfers of cargo handling equipment, along with tonnages and positions of ballast and fresh water loaded or discharged, soundings observed, and tonnages of cargo advised or calculated. The records should show the times that work started and stopped at each hold and the durations of all surveys and inspections. Tonnages of bunkers taken should be recorded, as should details of all accidents to ship and personnel.

These records are likely to be kept in the first instance in a note book in the possession of the duty officer, or in a cargo log book, or computer, kept in the ship’s office or cargo control room. The cargo log book, when used, is similar to the bell book: it is the working document in which full records of all relevant data should be recorded. The use of a cargo log book providing a complete record of cargo, ballast and associated operations is to be  recommended. Times of working cargo and reasons for stoppages will normally be copied into the deck log book from the cargo log or officer’s notebook at the end of each watch, but the details of the working of ballast will not normally be transferred. All entries in log books and notebooks should be made in ink, not pencil and corrections should be made by putting a single firm line through the error, writing the  correct version alongside and initialing the entry.

It is most important to ensure that stoppages are accurately timed, and that the reasons for them are discovered and recorded. This information can be most important for the ship in the event of a dispute. Draughts should be recorded on arrival and departure and at appropriate times throughout the port stay. During a discharging operation extending over several days, it is appropriate to take draught readings each morning and evening. When loading draught readings should be taken and recorded at the end of each stage in the loading, ie at the end of  each pour. The importance of taking and recording the draughts regularly cannot be overstated. Draught readings provide the best and simplest warning when the ship is flooding or when the ballasting or cargo operations go wrong.

The cargo log or personal notebook is a document maintained by a duty officer who may be working in dirty and difficult conditions. The cargo log will best be maintained in a readable condition if immediate notes are kept in a notebook for transfer to the cargo log on next return to the  ship’s office or cargo control room. The cargo log and personal notebooks should always be retained, as they will be required as evidence in the event of a dispute and will carry more weight than a document which has been written up after the event.

Cargo documents: Copies of all cargo documents given to the ship, or presented for signature, should be retained. (The documents likely to be met are described in Chapter 14)

Damage records – damage to ship or cargo: It is vital that full records are kept of damage which occurs to ship or to cargo during loading or discharge. Some owners and charterers provide well designed ‘stevedore damage’ forms for such records but others are less suitable and a badly designed form may fail to provide all the necessary information, even when each space contains an entry. A well-designed form, such as the sample at Appendix 3.1, when completed will provide a full record of when, where and how the damage occurred and will contain a detailed description of the damage sustained.

As with all reports, sufficient information should be given to enable a reader with a professional knowledge of the subject to form a clear and accurate picture of the circumstances of the damage. Accurate measurements should be recorded, supported by photographs. (Actions to take when damage, particularly stevedore damage, occurs are discussed in Chapter 16). In the case of more substantial items of damage, when likely costs are to be measured in thousands of dollars, not tens of dollars, extensive detailed records will be required. The Nautical Institute’s book The Mariners Role in Collecting Evidence⁸⁹ provides full guidance for this situation.

Trim, stability and stress calculations: The trim, stability and stress calculations which are undertaken when planning the loading of a bulk cargo are usually done and stored on the ship’s loading computer. It is prudent to print and retain hard copies of the calculations or to back up the computer records on disk in case the computerised records are  destroyed. Cargo calculations which have been done by hand or by computers or calculators which are   the personal property of ships’ officers should also be retained for later inspection in event of an accident or dispute.

The records of the calculations should include the weights and assumed positions along with  the values obtained from the calculations. Full details of the eventual departure condition on completion of loading or discharge should also be retained and filed for later inspection. These results may be useful in the planning of future cargoes or can provide answers to questions which may arise later concerning the present cargo.

The IMO BLU Code¹¹⁰ requires completion of a Loading/Unloading Plan (see Chapter 9) and a Ship/Shore Safety Checklist, described in Chapter 11. The procedures for the calculation of stability are discussed in Chapter 10.

Draught survey calculations: The ship’s calculations of the quantity  of cargo by draught survey should be retained for inspection at a later date, if required. When an independent surveyor is appointed to make a draught survey, a copy of the results of his survey should be kept aboard along with the ship’s own calculations, which should be done independently. (Procedures for the conduct of a draught survey are described in Chapter 13.)

Cargo book: It has become standard practice on some ships to include a note of cargo loaded or discharged on the ship’s ports of call list or  voyage memo, but more information can be valuable. On many bulk carriers it is the chief mate’s practice  to keep the details of previous cargoes readily to hand and this procedure can be strongly recommended. Considerable time can be saved and efficiency can be increased by studying the record of previous similar cargoes, particularly if carried between the same loading and discharge ports. One method of keeping such records is for the chief mate to maintain a cargo book.

Into such a book the chief mate will enter the principal details of each cargo with disposition of cargo (stowage plan), detailed list of bunkers and other weights aboard, departure and arrival draughts, dock water density, draught limitations, description of loading and discharging procedures, amount of cargo on conveyor belt, suggested trimming quantities and holds which were used for trimming, requirements of stevedores, reliability of shore weights, availability and price of fresh water, arrangements for access, and so on.

If these records are kept on a computer then ship, chief mate and any other interested parties can keep copies which will offer benefits in future efficiency.

The completion of such a record in the first day or two after the port visit will take no more than an hour or so. The chief mate’s notes will include any information which could make a repeat voyage easier, such as which side is put alongside, tugs and moorings used, stevedores’ hours of work, telephone availability, and arrangements for garbage disposal. If a local port information book has been obtained that fact also should be recorded.

Once a ship has gone beyond the first few voyages such a book or computer record needs a contents page, listing voyage number, date, cargo carried, loading port and discharging port: it makes good sense to maintain a contents page from the start. By reference to   this book any similar previous cargoes can quickly be identified and their details inspected.

Voyage records: Whilst on charter the ship will probably be required to complete voyage abstracts for the charterers. If the ship is on voyage charter, the owners may require the Master to complete a proforma  layday statement to enable them to check despatch or claim demurrage. Copies of these documents must be retained aboard ship.

Chain register/cargo gear register: The chain register is the register in which  data concerning a ship’s lifting gear must be recorded. The term ‘lifting gear’ includes derricks and cranes  for the handling of stores, and also lifting gear used in the engineroom, and it is important that all such  items of equipment should be properly tested, certified, marked and maintained.

The greatest practical importance of the chain register for a geared bulk carrier is as a register of all items of cargo-handling equipment. Such items, whether derricks or cranes, are used by stevedores for the loading and discharge of the cargo. Stevedores will expect to find that the equipment works efficiently and safely, and will, with good reason, complain about any defect in the equipment they are required to use. If they have any  doubts about the condition of the equipment they will demand to inspect the chain register and it is vital  that the register be kept fully and correctly up-to-date. In countries such as Australia and Canada union inspectors are likely to carry out spot checks aboard a ship to ensure that all the gear is safe, and also to verify that all items of gear are clearly marked and that test certificates can be readily located. Failure to have the chain register kept properly up-to-date can result in stoppage of work until matters have been put right, and the vessel will be put off hire in these circumstances.

There are two reasons for  maintaining a chain register: it may be a requirement of the country with which the ship is registered and it may be a requirement of the country in which the ship is loading or discharging cargo. In theory a chain register issued in the form approved by any national authority or classification society will be acceptable in all countries which call for a register. In practice this is generally true, particularly when the ship is well maintained, but there are exceptions.

The chain register of one country is not always accepted at a local level in another country and some ship operators put aboard their ships chain registers from a number of the countries where difficulties are experienced in the ports. Thus a Liberian-registered ship may carry chain registers from Lloyd’s Register and from the governments of Canada, Australia, New Zealand and India. Each country has its own requirements regarding frequency of inspection and these requirements differ one from another.

Some national administrations accept the chief officer as a ‘competent person’ whose signature for annual surveys is acceptable, but other countries such as India and Pakistan will accept a chief officer’s signature only when he has a certificate issued by the government of the state whose flag the ship flies, stating that he has the authority to sign. The Panamanian register requires all surveys to be verified by a classification society surveyor.

Any chain register which the ship carries must be properly kept up to date. Before the register can be signed the following requirements must be satisfied.

• Every item of cargo gear must be of sufficient safe working load (SWL), and suitable design.
• Every item of cargo gear must be marked with a unique identifying number.
• There must be a certificate, in an approved form, for each item of cargo gear, identified by its unique number.
• A system must exist to produce the certificate for any item of cargo gear promptly.
• Every item of cargo gear must be in sound condition, and well maintained.
• Thorough inspections of the cargo gear must be carried out at the required intervals (annually for most authorities, but three-monthly for Australia).

When the inspections have been carried out the register must be signed in the appropriate places. Registers are normally divided into four parts to deal with four different categories of equipment. Careful study of the register will be required to identify where signatures are needed.

Quadrennial or quintennial examinations of lifting gear are carried out by competent persons such as surveyors from classification societies and foreman from marine engineering works or drydocks, who will sign the chain register upon completion of their work. If several chain registers are carried, the surveyor must be asked to sign all of them.

It will be apparent from the foregoing that national and local regulations for chain registers are varied, and their implementation is somewhat arbitrary. It may never be possible to comply with every requirement of every authority, but a ship aboard which the equipment is carefully maintained and renewed, properly marked and documented in accordance with the requirements of the flag State, and  readily identified, will have done all that can reasonably be expected.