BMA advises on Oil Record Book procedures

The Bahamas Maritime Authority issued a bulletin providing guidance on making Oil Record Book (ORB) entries and related procedural matters, and confirming BMA requirements in respect of the Oil Record Book Part I (Machinery Space Operations) and associated entries.

In particular, the BMA said that it has no objection to the use of Oil Record Books issued by other Administrations, provided that they are in the format specified in Appendix III of MARPOL Annex I, as amended by MEPC.187(59). However, it should be noted that Port State Control officers often raise deficiencies where Oil Record Books are used which are not issued by the ship’s flag State.

Further, BMA clarifies that the Oil Record Book may not be removed from any Bahamian ship and it is to be kept on board at all times, readily available for inspection or copying.

When there is a change in the Company operating the ship, Oil Record Books may be removed from the ship to a place of safekeeping by the former Company. Each book is to be kept for a period of not less than three years from the date of last entry and must remain available for inspection by a competent authority, if required.

In the case of Oil Record Book removal by a former Company, a certified copy of the last Oil Record Book in use must be left on board for the benefit of the new operating Company, with entries covering a period of not less than six months. The copy need not be in colour and may take the form of loose leaves, however such leaves must be suitably bound to form an accurate representation of the completed parts of the book in its original format. Certifying of the copy may take the form of a declaration on Company headed paper, signed and stamped by the ship’s Master. The new Company shall open a new Oil Record Book from the date of taking over management of the ship.

In cases where the BMA has approved the use of an electronic log book system by a Company, the following conditions apply to the electronic Oil

Record Book:

    The electronic ORB shall record all details specified in Appendix III of MARPOL Annex I, as amended by MEPC.187(59);

    All events recorded shall have an electronic stamp or input with time, date, name and rank of the person making the entry;

    Any events deleted shall be recorded with time, date, name and rank of the person deleting the entry;

    The Master and all other relevant officers must be capable of electronically registering their signature or endorsement in all applicable sections;

    Data recorded in the electronic ORB shall be retrieved periodically for presentation to the competent authority when required under Regulation 17.7 of MARPOL Annex I, or Port State Control inspections conducted under IMO Resolution A.1052(27) or other individual State or regional regimes. The retrieved data shall be printed out in the format specified in Appendix III of MARPOL Annex I and be verified and signed by responsible officers and the Master. The retrieval period and instructions for the handling of printed-out data shall be clearly outlined in the Company’s Safety Management System;

    The electronic ORB shall be retained for a period of not less than three years;

    A certified copy of the electronic ORB shall be provided to the new Company if the ship changes management.