SCF Interim Supplementary Guidance – 7 March 2016
Page-1

Interim Supplementary Guidanceof theSCF Interim Industry Standard
7 March 2016
Approved forsubmission to MSC 96

SCF Interim Supplementary Guidance – 7 March 2016
Page-2Introduction
The SCF Interim Industry Standard (SCF IS) provides guidance procedures for implementing theShip Construction File (SCF), which is defined in four IMO documents – MSC.287 (87) (adopted at
MSC 87 on 20 May 2010), MSC.290 (87) (adopted at MSC 87 on 21 May 2010), MSC.296 (87)(adopted at MSC 87 on 20 May 2010) and MSC.1/Circ.1343 (circulated on 2 June 2010) andsupplement those IMO documents based on MSC87/5/4 (endorsed by MSC87).
The SCF IS also provides guidance on general principles with regard to legitimate use of SCF
Information.
To facilitate practical use of the SCF IS from the administrative and operational point of view, whileaccording with the SCF IS, this Interim Supplementary Guidance (SCF SG) of the SCF IS provides
users with more detailed guidance. These details aim to further clarify the SCF IS, with concrete
explanations, models and examples. This SCF SG is therefore not intended to alter, go beyond or
supersede the contents of the SCF IS.
The Archive Center is tasked with the principal functions of storage, safekeeping and managing
access to highly IP sensitive SCF Information, as well as backing up of ordinarily IP sensitive SCF
Information. It is anticipated that the Shipowner, IP-Holder and Archive Center will operate undercertain contractual provisions that will enable the SCF IS to be implemented and this SCF SG will
provide guidance to assist the parties where use of an Archive Center is agreed. Interim Guidance on
Systems for Management of SCF in a digital Format (SCF GS) are provided separately so that SCF
archive service systems can be developed in a consistent manner and system & proceduralcompatibility can be enhanced.
This SCF SG of the SCF IS was developed in consultation with a cross industry group of thefollowing industry organizations:CANSI (China Association of the National Shipbuilding Industry);
CESA (Community of European Shipyards’ Associations);
KOSHIPA (Korea Offshore & Shipbuilding Association);
SAJ (The Shipbuilders’ Association of Japan);
SCA (Shipbuilders Council of America);
BIMCO;ICS (International Chamber of Shipping);
INTERCARGO (The International Association of Dry Cargo Shipowners);
INTERTANKO (The International Association of Independent Tanker Owners);
OCIMF (Oil Companies International Marine Forum); andIACS (International Association of Classification Societies)

SCF Interim Supplementary Guidance – 7 March 2016
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1. Definitions
The definitions of terms used in this SCF SG of the SCF IS are given below. Those definitions
that are defined and appear in the SCF Interim Industry Standard (SCF IS) are repeated
identically in this SCF SG unless specifically mentioned to the contrary. (The definitions which
also appear in the SCF IS are shaded in gray for user’s convenience)(a) Access Right Holders are persons and institutions that have a right to access SCF Information,e.g. Shipowner, Seafarer, Ship operator (Shipowner Agent) and their Sub-contractors for thesafe operation of the Ship, and/or due to legitimate obligation authorities such as
representatives of flag States, coastal States and their Recognized Organizations for Port
State Controls or marine accident investigations, etc. as well as registered classificationsocieties for surveys.
(b) Archive Center means a facility tasked with storage, safekeeping and managing access to
SCF Information that it holds.
(c) Electronic Media Onboard means the electronic media used to store a digital version of the
SCF Onboard when Shipowner chooses digital documents, which is provided in accordancewith Annex-2.
(d) Intellectual Property (IP) refers to creations of the mind which is divided into industrial
property and copyright. In the field of shipbuilding, IP covers but is not limited to:proprietary technical descriptions, calculations, test results, plans, drawings, designs, models,
specifications, reports and any other knowledge assets, registered and unregistered, which are
instrumental for competitiveness and company strategies of the IP holder.
(e) IP-Holder means an entity which possesses the rights related to the intellectual property (IP)in the Ship’s SCF Information. The entity may cover the Shipbuilder, Shiprepairer (theShipbuilder and the Shiprepairer may be collectively called Shipyard to be engaged innewbuilding, repair and conversion), Equipment maker, Shipowner, etc.
If more than one entity possesses the intellectual property rights in, or right to provide accessto the Ship’s SCF Information when the Ship is built or converted, IP-Holder may, inprinciple, be a single entity which organizes and represents the others. Alternatively, there
may be more than one IP-Holder for the Ship.
(f) Periodical Renewal means an IT procedure intended to assure the security, consistency andaccuracy of information stored in a digital format.
(g) Relevant Provisions means the provisions of SCF IS, this SCF SG or any other associatedprovisions and any other agreement made among the Shipowner, IP-Holder and Archive
Center.
(h) Rules means not only the rules by Classification Societies but also other rules and regulations
that are sufficient to demonstrate the Ship meets that the GBS functional requirements
concerning the hull structure.
(i) Safe Operation Purpose means a purpose related to safe operations, maintenance, inspections
and repair (structural work to maintain the structural strength assumed at the time of
construction, such as restoring damaged parts to their original state and reinforcing parts withinsufficient strength, and major or minor structural conversion work such as those involved
in model change of machinery) of the Ship, and responses in emergency situations of the
Ship.
(j) SCF Information means a collection of information composed of the SCF Onboard and SCF

SCF Interim Supplementary Guidance – 7 March 2016
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Supplement Ashore. It is a general term given to a collection of information that is sufficient
to demonstrate that the Ship meets the GBS functional requirements concerning the hull
structure and is needed for the safe operation of the Ship, maintenance, inspections and repair
as well as in emergency situations. In the SCF IS and this SCF SG, the term “SCF
Information” means the SCF Onboard and/or SCF Supplement Ashore, irrespective ofwhether it refers to partial or the whole, or to the original or a copy.
(k) SCF Onboard means SCF Information that is required to be kept onboard the Ship at all
times.
(l) SCF Supplement Ashore means SCF Information that is highly IP sensitive, not absolutely
necessary and relevant to be kept onboard the Ship at all times, and not required to beonboard by any mandatory requirement by any flag State. Usually, it means information thatis contained in the documents or drawings listed in 2.1 and kept only at the Archive Center.
(m) Seafarer means individuals who are employed and work regularly onboard the Ship.
(n) Seafarer Representative means a Seafarer (of the Ship in question) who serves as therepresentative in communication with the Sub-contractor, the IP-Holder, the Archive Centerand other parties concerned.
(o) Ship means an oil tanker of 150 meters in length and above or a bulk carrier of 150 meters inlength and above, constructed with single deck, top-side tanks and hopper side tanks in cargospaces, excluding ore carrier and combination carrier, that fulfills one of the following
criteria:i.

The building contract is placed on or after July 1, 2016.

ii.

In the absence of a building contract, the keels are laid or are at a similar stage of
construction on or after July 1, 2017; oriii.

The delivery is on or after July 1, 2020.

(p) Ship’s Operational Lifetime means the period from the delivery of the Ship until removal of
the Ship’s registration due to recycling or total loss.
(q) Shipowner means an entity that has entered into possession of a Ship through acts like apurchase or a transfer and engaged in safekeeping and updating of SCF Information during
the Ship’s Operational Lifetime in accordance with amendments to the SOLAS Convention
Chapter II-1 Part A-1. These tasks in relation to management of SCF Information, may also
be tasked to Ship operators, management companies etc. (refer also to the definition of“Shipowner Agent”).
(r) Shipowner Representative means an individual who is regularly employed by the Shipownerand serves as the representative in communication with the Sub-contractor, the IP-Holder, theArchive Center and other parties concerned.
(s) Shipowner Agent means an entity that is tasked by the Shipowner to carry out, onboard theShip or at the Shipowner’s Office Ashore, with management of SCF Information. Shipowner
Agent’s tasks include procedures for access and keeping SCF Information, disclosure of SCF
Information to Seafarers, the Sub-contractor and other Access Right Holders, andrequirements to view and use SCF Information to the Archive Center. Shipowner Agentneeds to be an entity that is tasked by the Shipowner with the Ship’s daily operations.
Shipbuilders for repair/conversion, for instance, cannot be a Shipowner Agent. Shipowner
Agents may cover managing and operating companies of the Ship, if any (as appropriate).
(t) Shipowner Agent Representative means an individual who is regularly employed by the
Shipowner Agent and serves as the representative in communication with the Sub-contractor,

SCF Interim Supplementary Guidance – 7 March 2016
Page-5the IP-Holder, the Archive Center and other parties concerned.
(u) Shipowner’s Office Ashore means the office ashore of the Shipowner or the Shipowner Agentthat is registered as the place to access and keep copy of the SCF Onboard.
(v) Sub-contractor means an entity (such as a shipbuilder for repair/conversion) that iscontracted, directly or indirectly, by the Shipowner or the Shipowner Agent.
(w) Third Party means those other than the IP-Holder, Shipowner, Seafarer, Ship operator andShip management company (last two: Shipowner Agent). Engineering houses and/or
consultants employed by the Shipowner, Seafarer, Ship operator or Ship managementcompany (last two: Shipowner Agent) form a part of Third Party.
(x) Update means promptly updating SCF Information when any modification is made to theShip that requires a change or addition of SCF Information at any major event, including, but
not limited to, substantial repair, conversion or any modification to the ship structure, or the
updated portion of SCF Information.

SCF Interim Supplementary Guidance – 7 March 2016
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2. SCF Information
2.1

Composition of SCF Information and Scope of Application-

As in the SCF IS, SCF Information is a set of information composed of the SCF Onboard and
SCF Supplement Ashore.

-

Figure 1 of the SCF IS shows the “SCF Onboard – SCF Supplement Ashore” model.

-

In the case of conventional bulk carriers and oil tankers, the SCF Supplement Ashore is normallycomposed of the following four documents or drawings:
1)
2)
3)
4)

full “Detailed strength calculation” document;
full “Detailed fatigue life calculation” document;“Yard plans” drawings; andMaster “Lines plan” drawing-

Definitions of the above four documents or drawings are shown in 2.2 of the SCF IS.

-

The full Detailed strength and fatigue life calculation documents are available to the Shipowner
during the design and construction period of the Ship, and can after the delivery of the Ship be
provided to the Shipowner from the Archive Center for internal use subject to the requirement
not to disclose to any Third Party unless specifically agreed by the IP-Holders. (refer to the SCF
IS, Annex, Item 3-2 and Item 4-1)
2.2

Definitions of SCF Information- The list of information to be included in the SCF is provided in Table 1 of the SCF IS.
-

Annex: Practical Guidelines for SCF Information Definition to the SCF IS is provided toprovide clarification as to the content of drawings etc. by providing detailed definitions,
illustrated models and examples for reference.

-

A sample linkage between SCF documents or drawings and GBS Tier II (functional
requirements) is shown in Table 1.
2.3-

IP Levels

The following two IP Levels are defined for SCF documents and drawings considering IP
sensitivity, operational needs and standard access procedures as shown in Table 2 of the SCF IS.
1)
2)

Ordinary IP Level
High IP Level

SCF Interim Supplementary Guidance – 7 March 2016
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2.4

Format of SCF Onboard kept onboard the Ship and at the
Shipowner’s Office Ashore-

For the sake of reducing complexity in the implementation of the SCF IS and facilitating
long-term storage without deterioration or loss of information throughout the Ship’s Operational
Lifetime, consideration should be given to SCF Information being stored and used in a digitalformat as described in the paragraphs below.

-

Considering the practical needs on board, where digital format is selected, the following SCF
Onboard documents and drawings, as marked by (*1) or (*2) in Table 2 of the SCF IS, will be
provided in a printed format in addition to that in a digital format for normal operation:
1)
2)
3)
4)
5)
6)
7)
8)
9)

Capacity plan;
Loading manual;
Trim & stability booklet;
Loading instrument instruction manual;Operation and maintenance manual;
General arrangement;
Damage control plan
Docking plan; andDangerous area plan-

SCF documents and drawings that are required onboard by the flag State in a paper format will
be provided in a printed form.

-

Alternatively, a complete set of the SCF Onboard may be provided in a printed format if sochosen by the Shipowner. In case that the Shipowner’s choice is to have the complete set of the
SCF Onboard in a printed format, the Archive Center’s role will normally focus on the services
related to the SCF Supplement Ashore and back up of the SCF Onboard, unless provided
otherwise in the contract provisions expected to be established between the Shipowner,
IP-Holder and the Archive Center to implement the SCF IS.

-

Where a digital format is selected, in addition, a complete set of printed SCF Onboard, if sorequested by the Shipowner, may be provided onboard the Ship by the IP-Holder specifically andexclusively for emergency use as described in Annex-1 (see A1.4(2)). In addition, in the case ofan emergency situation, the electronic system provides a means to override the authentication
procedures normally required for access to the SCF Onboard in digital format.

-

Management of SCF Information is shown in Annex-1.
2.5-

Format of SCF Information kept at the Archive Center

A complete set of the SCF Onboard and SCF Supplement Ashore, both in a digital format, will
be kept at the Archive Center.

SCF Interim Supplementary Guidance – 7 March 2016
Page-8
Table 1: Linkage of SCF Documents with Functional Requirements in Tier II of GBS
Linkage between Functional Requirements in Tier II of GBS
Document name used in Industry Standard

3
1

2

Capacity plan
Loading manual
Trim & stability booklet
Loading instrument instruction manual
Operation and maintenance manual 
Full Detailed strength calculation
Areas prone to yielding and/or buckling
Calculation of hull girder section modulus
General arrangement
Midship section
Main O.T. and W.T. transverse bulkheads
Construction profiles / plans
Shell expansions
Forward and aft sections in cargo tank (or hold) region
Engine-room construction
Forward construction
Stern construction
Rudder and rudder stock
Superstructure (deck house) construction
Stern frame
Structural details
Yard plans
Dangerous area plan
Master Lines plan
Equivalent to Lines plan 
Full Detailed fatigue life calculation
Areas prone to fatigue
Coating technical file required by PSPC
Areas prone to excessive corrosion
Structural details of hatch covers, doors and other closings integral
with the shell and bulkheads
Inspection schedule for ship structures
Copies of certificates of forgings and castings welded into the hull

.1


























.2




6
.3

.4









































4

5





.1

.2

7

8

10

11

12 13 14 15

































































9































SCF Interim Supplementary Guidance – 7 March 2016
Page-9
Tank testing plan including details of the test requirements
Non- destructive testing plan
Operation and maintenance manuals (e.g., hatch covers and doors)
Detail of bottom plug
Docking Plan
Details for in-water survey
Means of access to other structure-integrated deep tanks and large
void spaces
Ship structure access manual
Damage control plan
Hatch cover Maker drawings
Inspection Guidance in Operation
Block inspection list
List of materials
List of Applied Rules & Standards and General Information on SCF(Note)
 means potential linkage.




















































SCF Supplementary Guidance – Interim – 4 March 2016
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3. Shipowner Items
3.1

Access and Safekeeping of SCF Information-

Shipowner securely keeps SCF Information throughout the Ship’s Operational Lifetime in orderto ensure safe operations of the Ship in accordance with Annex-1.

-

The Shipowner:
1)
2)
3)

-

Keeps the SCF Onboard on board the Ship and tasks the Archive Center to keep a
copy of the SCF Onboard in a digital format;
Keeps a copy of the SCF Onboard at the Shipowner’s Office Ashore; andTasks the Archive Center to keep the SCF Supplement Ashore in a digital format.

Shipowner, for Safe Operation Purposes, can access SCF Information on board at any time andpermit other Access Right Holders to access SCF Information through the Shipowner inaccordance with Annex-1 under the following principles stipulated in the SCF IS.
••-

The IP of SCF Information including confidentiality needs to be protected; andAppropriate procedures to manage access to and secure keeping of SCF Information need to
be implemented by the Shipowner as a part of the Quality Management Systems.
Models and examples of safekeeping and access procedures for the SCF Onboard are shown inAnnex-4. The Shipowner could develop and apply equivalent safekeeping and accessprocedures for the SCF Onboard in line with the principles and procedures of the SCF IS.
3.2

Update of SCF Information-

Following any significant event including, for example, substantial repair, conversion or any
major modification to the Ship structure that requires Update of the SCF Information, Updatingneeds to be done in a timely manner.

-

In such cases, SCF Information before the Update needs to be continuously retained without
destruction or modification along with the updated SCF Information for traceability purposes.

-

The Shipowner may task the Archive Center to carry out procedures for Update of SCF
Information held by the Archive Center in a digital format. Procedures for Update of SCF
Information in a printed format kept on board and in the Shipowner’s office, if any, also need to
be implemented.

-

Updated SCF Information in a digital format that supersedes or affects the accuracy of theoriginal SCF Information needs to be stored at the same Archive Center that keeps the Ship’s
original SCF Information.
3.3-

Delegating tasks to Shipowner Agent

The Shipowner may engage the Shipowner Agent to carry out tasks related to the management of
SCF Information, such as safekeeping and managing access to the SCF Onboard, sending
requirements to print out and/or view SCF Information to the Archive Center and managing
disclosure of SCF Information. The Shipowner needs to ensure that the Shipowner Agent
complies with the Relevant Provisions.

SCF Supplementary Guidance – Interim – 4 March 2016
Page-11

3.4

Provision of Information Concerning Ship, Shipowner Representativeand Shipowner Agent Representative etc.

-

The Shipowner should communicate necessary information to the Archive Center for
implementation of the Relevant Provisions, such as contact information of Shipowner
Representative and Shipowner Agent Representative or any changes, and to allow the Archive
Center to provide this information to the IP-Holder. The exchange of communications isanticipated to be carried out through the Shipowner Representative or the Shipowner Agent
Representative.

-

The Shipowner preserves, onboard the Ship, the archival records of Update of SCF Information,
and any changes concerning the Ship such as the Ship’s name, flag State, the Class, and Purposeof Ship according to its safekeeping and access procedures. The Shipowner also notifies theArchive Center of their changes in a timely manner.

-

In the event the Ship’s name changes, the original names written in SCF Information may notneed to be physically changed as the IMO number of the Ship can be used to identify the Ship
throughout the Ship’s Operational Lifetime.
3.5

Use of SCF Information for Purposes Other than Safe Operation
Purpose of the Ship-

In principle, irrespective of information format, the Shipowner should agree in advance with the
IP-Holder, on use of SCF Information, i.e., for the Shipowner’s internal use (either in office oronboard), or for disclosure to a Third Party, if the purpose of such use is other than Safe
Operation Purpose of the Ship.

-

However, where IP-Holder rights are not affected, the Shipowner may use internally the SCF
Onboard for normal operation of the Ship other than Safe Operation Purpose without anagreement in advance, in line with Relevant Provisions.

-

The Shipowner may, for example, also require detailed local hull form information in way of the
proposed location for retrofitting energy saving device, which is contained in Master Lines plan,of Archive Center in accordance with the procedures shown in Table A1.1.
3.6

Notification and Treatment of SCF Information upon Change of
Shipowner or Shipowner Agent-

The Shipowner, when the ownership of the Ship changes with a transfer of the ownership orother reasons, notifies the Archive Center of the event to facilitate contact between the new
Shipowner and the Archive Center. The outgoing Shipowner promptly transfers SCF Information
it possesses or controls to the new Shipowner and destroys all copies of such SCF Information, if
any, or returns them to the Archive Center.

-

The new Shipowner, promptly upon receipt of any new Electronic Media Onboard from theArchive Center, returns the old Electronic Media Onboard received from the previous Shipownerto the Archive Center.

SCF Supplementary Guidance – Interim – 4 March 2016
Page-12-The Shipowner, when it changes its Shipowner Agent, ensures prompt transfer of SCF
Information it possesses or controls to the new Shipowner Agent and destroys all copies of such
SCF Information, if any, or returns them to the Archive Center.
3.7

Notification and Treatment of SCF Information upon End of Ship’s
Operational Lifetime-

When a Ship comes to the end of its Operational Lifetime, the Archive Center is notified of thatevent by the Shipowner. SCF Information and copies should either be destroyed in a controlledmanner or returned to the Archive Center.

3.8-

Change of Archive Center

The Archive Center can be changed subject to agreement between the Shipowner and the
IP-Holder.

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Page-13

4. IP-Holders Items
4.1

Preparation and Provision of SCF Information-

The Shipyard prepares and compiles SCF Information at new-building and when involved insignificant events such as substantial repair, conversion or modification to the Ship structure that
requires Update of SCF Information of the Ship.

-

The Shipyard provides the Shipowner and the Archive Center with SCF Information as described
below and in Annex-2. As to SCF Information in a digital format, the Shipyard may task theArchive Center to carry out procedural tasks 1) and 2). The Shipyard provides:
1) The SCF Onboard to the Ship;
2) Copy of the SCF Onboard to the Shipowner’s Office Ashore; and
3) Copy of the SCF Onboard and SCF Supplement Ashore, both in a digital format, to theArchive Center
4.2

Notification of Necessary Information for Management of SCF
Information-

The IP-Holder communicates the information necessary, such as IP-Holder’s name, contact
information to the Archive Center by the time of the delivery of the Ship or after any changes toit, and arranges for the Archive Center to make this information available to the Shipowner.
4.3-

IP-Holder may obtain SCF Information, of which IPR is possessed by the IP-Holder, from theArchive Center if there are justifications including e.g. loss of SCF documents/drawings, etc.
Such access will be recorded by the Archive Center.
4.4-

Appointment of Archive Center

The Archive Center appointed by the IP-Holder from accredited candidates at the time of
new-building of the Ship needs to be agreed with the Shipowner.
4.6-

Change of IP-Holder

The IP-Holder may transfer its intellectual property rights concerning SCF Information of the
Ship to another party subject to assurance that the Relevant Provisions are applied to the said
party. The IP-Holder notifies the Archive Center of the new IP-Holder’s name, address and othercontact information.
4.5-

Access by IP-Holder

Change of Archive Center

The Archive Center involved in the management of SCF Information of the Ship may bechanged to a new one subject to a mutual agreement by the IP-Holder and Shipowner. In casethe change of Archive Center takes place, the Archive Center(s), regardless of whether they are
the outgoing or incoming center, both should ensure ready access at all times during their periodof responsibility.

SCF Supplementary Guidance – Interim – 4 March 2016
Page-14

5. Archive Center Items
5.1

Provision of Archive Service-

The Archive Center securely stores the SCF Supplement Ashore and copy of the SCF Onboard,both in a digital format provided by IP-Holders, and carries out procedures for their Update. The
Archive Center needs to be operated to provide archive service at least in accordance with
Annex-3.

-

The Archive Center does not engage in examining and judging whether SCF Information fulfills
the GBS requirements.

-

If the Shipowner selects the SCF Information in a printed format the Archive Center should
provide the SCF documents where such SCF document/drawing needs to be restored following
loss or damage, through the archive printout service.
5.2

Safekeeping and Access Management of SCF Information-

The Archive Center manages the security of the IPR relating to SCF Information, and facilitates
appropriate procedures so that the Shipowner and other Access Right Holders can effectively
manage SCF Information in accordance with the Relevant Provisions.

-

The Archive Center provides the SCF Supplement Ashore information when required by
Shipowner in accordance with Annex-1 after checking whether:
1)
2)
3)

The party that required access to SCF Information is a registered Access Right
Holder;
The access is either made for the Ship’s Safe Operation Purposes or otherwise so
agreed by the IP-Holder; andRequired SCF Information is necessary and sufficient for the purpose.

-

The Archive Center takes appropriate precautions to minimize the likelihood that SCF
Information it has provided is not inappropriately used for purposes other than those in theaccess agreement between the IP-Holder and the Shipowner.

-

The Archive Center takes appropriate measures to ensure that the SCF Supplement Information it
has provided is either destroyed or returned by the agreed time.
5.3-

Update of SCF Information

The Archive Center may be tasked to carry out procedures for Update of SCF Information as
appropriate. In such a case, the Archive Center needs to receive the Updated parts of SCF
Information and update simultaneously all SCF Information in a digital format kept at various
locations. When an update is made, the Archive Center does not replace any of its stored SCF
Information with the Updated version but retains the original SCF Information together with theUpdated Information.

SCF Supplementary Guidance – Interim – 4 March 2016
Page-15

5.4

Periodical Renewal of digital SCF information-

Password or equivalent for access to SCF Information in a digital format should be periodicallyrenewed.

-Where an Archive Center provides Periodical Renewal of the SCF Onboard Information in adigital format in accordance with Annex-2, by providing a new Electronic Media Onboard to the
Shipowner or by updating via the Internet prior to the expiration of the access period, or where
new Electronic Media Onboard is provided, appropriate measures are to be taken to ensure thatany copies of information that is out of date or no longer required are promptly returned to theArchive Center.
5.5

Notification of Necessary Information for Management of SCF
Information-

The Archive Center communicates necessary information for implementation of the Relevant
Provisions, such as the names, and other contact information of the IP-Holder, Shipowner andthe Shipowner Agent to the Shipowner or IP-Holder as requested.
5.6

Audit

-

In accordance with Annex-4, the Archive Center operates its services in accordance with
relevant ISO standards concerning Information Security Management Systems (ISMS) and willneed relevant ISO certification.

-

The Archive Center needs to be inspected periodically whether the Archive Center complies with
the Relevant Provisions by ISO Certification body.
5.7-

Confidentiality

The Archive Center limits the use of SCF Information to its employees or subcontractor
engaging in managing access to, and safekeeping of SCF Information. The Archive Center keeps
SCF Information confidential and does not use it for any purpose other than the purposes
described in the Relevant Provisions.
5.8

Data Storage and Information Management-

The Archive Center may outsource the data storage tasks to a data handling professionals, suchas IT companies, subject to agreement by the IP-Holder and the Shipowner.

-

The Archive Center provides the necessary information to the Shipowner and the IP-Holder if itchanges sub-contractor for outsourcing data storage tasks.

-

The Archive Center may not outsource its information management tasks. Information
management includes, for example, preparing the appropriate scope of partial information thatwill satisfy the requirements of the Access Holder.

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5.9-

Prohibition against Assignment and Transfer without Permission

The Archive Center does not assign or transfer the rights and obligations related to the
management and safekeeping of SCF Information to another party without obtaining advanceagreement from the IP-Holder and the Shipowner.
5.10 Change of Archive Center-

When the Archive Center is changed, the previous Archive Center transfers all SCF Information
and all records it keeps to the new Archive Center.
5.11 Change of Shipowner or Shipowner Agent-

The Archive Center, upon change of the Shipowner or the Shipowner Agent, makes appropriate
notifications so that the previous Shipowner or the previous Shipowner Agent transfers to the
new Shipowner or the new Shipowner Agent, or destroys or returns, all SCF Information it
keeps.

-The Archive Center, upon change of the Shipowner, promptly provides any new Electronic
Media required Onboard to the new Shipowner as tasked by the new Shipowner, and ensures thereturn of any relevant Electronic Media from the previous Shipowner.

-

The SCF Onboard provided in a printed format to the Ship may be transferred directly from theprevious Shipowner to the new Shipowner.

-

The Archive Center facilitates the provision of any relevant SCF Information to the new
Shipowner or the new Shipowner Agent who manages SCF Information in accordance with theaccess and safekeeping principles provided in the SCF IS.
5.12 Procedures to be Followed upon End of Ship’s Operational Lifetime-

The Archive Center, if notified by the Shipowner of the end of Ship’s Operational Lifetime,
makes appropriate notifications so that all SCF Information either is destroyed by Shipowner or
returned to the Archive Center.

-In such a case, the Archive Center needs to either return the all SCF Information to the IP-Holder
or destroy it upon consultation with the IP-Holder.

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6. Revision of Interim Supplementary Guidance-

In the event that the IMO requirement is amended, the SCF IS is revised or a relevant issue
concerning IT progress or compliance with the SCF IS and/or this SCF SG arises and a proposal
is made by any member of the cross industry group (see 1. Introduction for its definition) for therevision of this SCF SG, the cross industry group will consider the need for a revision to thisSCF SG. Following agreement of such a need, this SCF SG may be revised as appropriate.

-

In addition it is anticipated that in the absence of significant issues arising, a general review will
be initiated by the cross industry group within 24 months from 1 July 2016 to take account ofexperience gained in the initial use of this SCF SG.

References
[1]
[2]
[3]

[4]
[5]

International Maritime Organization: Res. MSC 290(87) SOLAS II-1/3-10: Goal-based Ship
Construction Standards for Bulk Carriers and Oil Tankers (2010)
International Maritime Organization: Res. MSC 287(87): Adoption of the International
Goal-based Ship Construction Standards for Bulk Carriers and Oil Tankers (2010)
International Maritime Organization: Res. MSC 296(87): Adoption of the Guidelines for
Verification of Conformity with Goal-based Ship Construction Standards for Bulk Carriersand Oil Tankers (2010)
International Maritime Organization: MSC.1/Circ.1343: Guidelines for the Information to be
included in a Ship Construction File (2010)
International Maritime Organization: MSC/Circ.1135: As-built Construction Drawings to be
Maintained on Board the Ship and Ashore, 15 December (2004)

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Annex-1 Access and Safekeeping Management
A1.1 Access to and Safekeeping of SCF Information: General Principles
The Shipowner:
1) Manages SCF Information to keep it secure throughout the Ship’s Operational Lifetime taking
into account the need for related IP rights including confidentiality to be duly protected;2) Has “Unconditional access” to SCF Information. “Unconditional access” means that the
IP-Holder may neither withhold Shipowner/Shipowner Agent from keeping and/or accessing
SCF Information for Safe Operation Purposes and other purposes as stipulated in the second andthird bullet points in 3.5 nor charge fees based on intellectual property rights;
3) Implements its safekeeping and access procedures for the SCF Onboard so that Seafarers follow
them as appropriate. A model of those procedures is described in Annex-4;4) Manages other Access Right Holders so that they follow its safekeeping and access procedures
for SCF Information as appropriate. Establishes and implements procedures to prevent
disclosure of SCF Information to unauthorized persons ;5) When the purpose of the access to SCF Information is accomplished, for example, SCF
Information in a digital format is made unavailable by ending the session, printouts of the digital
information should be destroyed and printed documents and drawings of SCF Information need
to be returned to the designated storage location as appropriate; and6) Establishes and implements procedures to mitigate the risk of activities such as reverse
engineering, recomposition or inappropriate reproduction of SCF Information.
A1.2 General guidance on Access to SCF Information of each IP Levela) Ordinary IP Level information: the company document management system as a part of the
Quality Management Systems should include procedures for access management (e.g., recordingof name of document or drawing, access date, name of accessing person/organization etc.)b) High IP Level information: is stored at the Archive Center ashore. When the Shipownerinitiates the procedures for access to the information, the Archive Center, in accordance with thespecific procedures, provides the required information after obtaining confirmation by the
IP-Holder. After the period of use, High IP Level information is to be returned to the Archive
Center.
A1.3 Access, Safekeeping and Collection of SCF Onboard Kept Onboard and at the
Shipowner’s Office Ashore Provided in Digital Documents: Details-

For the SCF Onboard and copy of the SCF Onboard at each Shipowner’s Office Ashore stored inElectronic Media Onboard, appropriate measures such as secure storage in a locked cabinet need
to be taken to prevent them going missing. For these documents and drawings provided in adigital format, a model of safekeeping and access procedures is shown in Table A4.1.

-

The Shipowner could develop and apply equivalent safekeeping and access procedures for the
SCF Onboard in line with the principles and procedures of the SCF IS.

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A1.4 Access, Safekeeping and Return of SCF Onboard kept Onboard and at the Shipowner’s
Office Ashore Provided in Printed Documents: Details(1) SCF Onboard and copy of SCF Onboard at the Shipowner’s Office Ashore-

The printed documents and drawings of the SCF Onboard and the copy of the SCF Onboard ateach Shipowners’ Office Ashore need to be kept in a location that can be secured. An inventoryof the printed documents and drawings should be taken by the Shipowner at appropriate intervals
to confirm that all the volumes are in place. If any of the volumes are found missing, theShipowner should promptly notify the Archive Center of the name of the missing document or
drawing and the reason, if known, so that replacement of the missing document or drawing in a
printed format is provided without delay.

-

For the SCF Onboard kept onboard the Ship and the copy of the SCF Onboard kept at the
Shipowner’s Office Ashore provided in a printed format, a model of safekeeping and accessprocedures is shown in Table A4.2.

-

The Shipowner could develop and apply equivalent safekeeping and access procedures for the
SCF Onboard in line with the principles and procedures of the SCF IS.

(2) Complete set of SCF Onboard for emergency use-

Where the Shipowner and the Shipyard agree that the SCF will be provided electronically, if sorequested by the Shipowner, a complete set of printed documents and drawings of the SCF
Onboard may also be provided for emergency use. Such sets of printed documents should be
stored in a secure location onboard allowing administrative procedures in case of emergency to
be fulfilled in an appropriate manner. In case of emergency, relevant printed documents anddrawings may be accessed by, for example, breaking the seal of their packaging. When purposeof emergency use is accomplished, relevant printed documents and drawings are restored to the
package and sealed up again retaining a record of their use.

-

In the event that the ownership of the Ship changes, the Shipowner in conjunction with theArchive Center should ensure that all SCF relevant documents, drawings and other information
are transferred to the new owner. It being understood that the SCF Onboard will need to:- A.
remain available on board as mandated by IMO; and- B.
Continue to be managed under appropriate procedures taking into account the needfor protection of IPR.

A1.5 Access, Safekeeping and Return of SCF Supplement Ashore kept at Archive Center:
Details-

Access, safekeeping and return of the SCF Supplement Ashore kept at Archive Center should be
carried out in accordance with the procedures shown in Table A1.1.

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Table A1.1: Specific Procedures to be arranged by Archive Center for Access to and Return of
the SCF Supplement Ashore
Accessing Person

Procedures

(1)

(2)

(3)
Only Shipowner
Representative1)

(4)

(5)

(6)

Security Measures to be Displayed
or Embedded in Printed out
Documents:

Shipowner Representative submits a(1)requirement for access to the Archive Centerstating the reason2) for the requirement, thescope of information needed for Safe
(2)
Operation Purposes or other purposes as
stipulated in the third bullet point in 3.5, andthe period of use.
Archive Center notifies the Shipyard and/or
equipment makers of the requirement toobtain permission for access after confirmingthat all information necessary for therequirement has been provided 3).
Archive Center prints out the scope of
information necessary and sufficient for the(3)
purpose of the requirement for access andsends out the documents/drawings within a
specified period while notifying the
Shipowner Representative and the IP-Holder
4). If there is compelling needs for more
speedy delivery of the information, theinformation may be sent out in a digitalformat5) via the Internet.
After the end of the use period, Shipowner
Representative promptly returns the printed
documents and/or drawings to the Archive
Center. In the case documents and/or
drawings were sent out in a digital format,
Shipowner Representative promptly deletes
them and destroy their printouts, if any.
Archive Center destroys the printed out
documents and/or drawings after confirmingthat they are original and complete.
Archive Center keeps access records
throughout the Ship’s lifetime.

A message indicating thatunpermitted access or
copying is prohibited
Information facilitative fordeterring unpermitted
access or copying (such as
the name of the Shipowner
Representative, the nameof the organization towhich the Shipowner
Representative belongs, thedate and time of printout,
etc.)
Measures facilitative fortracking unpermitted
copying

Remarks:
1) Other Access Right Holders may access through the Shipowner Representative.
2) Sensitive information in detail is not necessary. Archive Center and Shipyard and/or equipment
makers should not divulge the reason.
3) If the Archive Center receives no confirmation from the Shipyard and/or equipment makers about
whether to accept access within a predetermined period from the submission of the requirement,
the Archive Center may accept access on behalf of the Shipyard and/or equipment makers. The
standard predetermined period is 48 hours.
4) The standard predetermined period from the submission of the requirement is 48 hours. If theArchive Center believes that a request for information is not from an authorised person or is fora purpose outside the agreed scope, then the Archive Center must bring this to the attention of
the Shipowner and the IP-holder within 24 hours.
5) The SCF Supplement information in a digital format is provided with exclusive password andthe period of validity in line with the period of use stated.

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Annex-2 Preparation of SCF and Provision for ShipownerA2.1 Upon Delivery of New Ship(1)

SCF Onboard-

The Shipyard functioning as coordinator of all IP-Holders prepares and compiles the SCF
Onboard. In that case, the Shipyard needs to provide the Shipowner with two sets of the SCF
Onboard which are to be kept on board the Ship, in an agreed format (such as pdf files) on behalfof all the IP-Holders.

-

Digital documents need to be provided with means to prevent inappropriate copying and stored
in the Electronic Media Onboard provided with copy prevention measures. An electronic accessexpiration date may be updated by Periodical Renewal so that there is not any discontinuity ofthe services due to expiry.

-

Digital documents need to be accompanied by appropriate viewing software (such as a dedicatedbrowser) necessary for viewing the encrypted information in the Electronic Media Onboard. The
documents may also be provided via the Internet if the equivalent level of security is provided
and the Shipowner and the IP-Holder have so agreed.

-

Printed documents and drawings, as referred to in 2.4 and A1.4, are accompanied by security
measures, such as an embedded warning, against inappropriate copying or use of the subject
document or drawing.

-

Where digital documents are used, the Ship will be expected to have general
information-processing equipment (such as personal computers, operating systems, printers andnetwork environment) compatible for SCF browsing. The provision of an Uninterruptible Power
Supply (UPS) should also be considered.

(2)

A copy of SCF Onboard at Shipowner’s Office Ashore-

The same preparations and provisions as in A2.1 (1) will apply. Shipowner and Shipowner
Agents, if any, are provided with two sets of the SCF Onboard each.

(3)

A full copy of SCF Onboard kept at Archive Center-

The IP-Holder typically a shipyard, compiles a full copy of the SCF Onboard in a digital format(such as pdf files) and provides it to the Archive Center.

(4) SCF Supplement Ashore kept at Archive Center-

The IP-Holder, typically a shipyard, prepares and compiles the SCF Supplement Ashore in adigital format (such as pdf files) and provides it to the Archive Center.

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A2.2 Upon Periodical Renewal and Update of Digital Data in Service(1)

Periodical Renewal for Access Security Management of SCF Onboard in a Digital
Formata)

For SCF Onboard Kept Onboard the Ship:-

Where an Archive Center completes a Periodical Renewal, the Archive Center provides two setsof the Electronic Media storing the SCF Onboard, as standard in a digital format (such as pdf
files) with an updated expiration date for access, to the Shipowner before the expiration of theaccess period of the SCF Onboard currently kept onboard the Ship.

-

In that case, the Shipowner needs to replace the existing Electronic Media Onboard with the new
one and return the existing Electronic Media Onboard to the Archive Center.

-

The Periodical Renewal mentioned above may be carried out via the Internet if the equivalentlevel of security is provided and the Shipowner and the IP-Holder has agreed.

-

Periodical Renewal of expiration date for access to the SCF Onboard Information in a digitalformat may be discontinued after elapse of ten years from the delivery of the Ship.

b) For Copy of the SCF Onboard Kept at Shipowner’s Office Ashore:(2)

The same preparation and provisions as in A2.2 (1) a) will apply.
Update (as required by substantial repair, conversion or any modification to the ship
structure, etc.)-

The same preparations and provisions as in A2.1 will apply.

-Upon updating, any existing SCF documents and drawings concerned need to be retained fortraceability purposes and differential information in additional SCF documents and drawings
needs to be provided in an incremental manner.

-

Upon updating of SCF Onboard in a digital format, the Shipowner returns the existing Electronic
Media Onboard to the Archive Center.

-

The Update of digital SCF documents may be carried out digitally via the Internet if appropriate
procedures have been agreed.

-

The procedures for Update of SCF Documents in a printed format, as referred to in 2.4, also need
to be managed and in particular, the Updated SCF Documents, need to be provided to theArchive Center in a digital format. Updating of digital files due to system changes, such as
standard operating system software will be undertaken by the Archive Center, in consultation
with the Shipowner to ensure that all relevant digital information is available in a consistentformat that is compatible with the Ship’s systems.

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Annex-3 Operational Requirements for Archive Center-

Archive Center is operated in accordance with the following principles.
A3.1 Basic Operational Requirements

1) Archive Center takes a nonpartisan stance.
2) Archive Center provides services 24 hours and 365 days in accordance with a predetermined
operational plan in order to respond to any global and urgent requirement to provide SCF
Information kept at the Archive Center in a digital format.
3) Archive Center provides services at least in English.
4) Archive Center makes and keeps backup copies of the digital documents it keeps.
5) Archive Center provides the information on necessary hardware and software, and on relevant
software updates/upgrades, so that accessing individual may access SCF Information in a digitalformat as provided by the Archive Center. The details of the related information processing
equipment used are expected to be discussed between the Archive Center and the Shipowner sothat the equipment will satisfy the general requirements of the Archive Center, and the
Shipowner.
6) Archive Center provides dedicated tools such as browser software to view SCF Information.
7) Archive Center may, on a voluntary and optional basis, provide SCF Information kept at theArchive Center to the Access Right Holders on demand via Internet services if the equivalentlevel of security is provided and the IP-Holders have agreed. In doing so, Archive Center
requires the Access Right Holders to comply with Annex-1.
8) A minimum suspension of services at the Archive Center for less than one day as standard forsystem maintenance and other inevitable reasons is permitted. In such a case, Archive Center
makes best possible efforts to notify potential users of the planned service suspension inadvance.
9) The Archive Center will have means to print documents so that SCF Information in a printed
format may be provided to the Shipowner in cases where it is necessary to replace a lost or
damaged document and/or drawings.
A3.2 Information Security Policy- Archive Center provides its services in accordance with the latest versions of relevant ISO
standards concerning Information Security Management Systems (ISMS) and needs to obtainrelevant ISO certification through inspection by an independent ISMS certification organization
accredited by a recognised accreditation institution:
1) ISO/IEC 27001: Information technology –Security techniques – Information security
management systems – Requirements
2) ISO/IEC 27002: Information technology –Security techniques – Code of practice for
information security controls-

Archive Center pays due attention to internal control management processes to avoid
opportunities for inappropriate access and to ensure that information held at the Archive Center
is not compromised. Archive Center, if requested, discloses its information security policy and, if
necessary, improves the policy.

-

In case Archive Center outsources its data storage tasks to another party, the Archive Center
needs to confirm the contractor’s ISMS compliance and appoint a senior manager to ensure
regular reconfirmation of such compliance.

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The Archive Center may not outsource its information management tasks.

-Archive Center also operates its services in accordance with the latest versions of ISO standards
concerning service availability and continuity management, such as:1) ISO/IEC 20000-1: Information technology – Service management – Part 1: Service
management system requirements
2) ISO/IEC 20000-2: Information technology – Service management – Part 2: Guidance on theapplication of service management systems

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Annex-4 Models of Safekeeping and Access Procedures for SCF Onboard-

For the SCF Onboard kept onboard the Ship and copy of the SCF Onboard kept at the
Shipowner’s Office Ashore provided in a digital format, example of a model of safekeeping andaccess procedures is shown in Table A4.1.

-

For the SCF Onboard kept onboard the Ship and copy of the SCF Onboard kept at the
Shipowner’s Office Ashore provided in a printed format, example of a model of safekeeping andaccess procedures is shown in Table A4.2.

-

The Shipowner could develop and apply equivalent safekeeping and access procedures for the
SCF Onboard in line with t the principles and procedures of the SCF IS.

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Table A4.1: Example of Model Procedures to be Arranged by Archive Center for Access to and Collection of SCF Onboard Provided in a Digital Format

Accessing Person

Shipowner,
Seafarer or
Shipowner Agent1)

Authentication

Activation

Viewing

Passwordor
IC-ID cardoralternative/equivalentsuch as Onetime
Password2)

Specific terminals need
to be designated foraccess.

The information
should be stored on asecure system, forexample dedicatedbrowser software
could be provided.

Printout from Digital
Documents

Copying of Digital
Document

A notification warningthat unpermitted copyingof and access to a printout
are prohibited needs to be
displayed.

Copying of Digital
Documents is prohibited.

The following
information should be
A notification warning displayed and/or
embedded in the printout.
that unpermitted
copying and access is
prohibited needs to be - Information to identify
the keeper.
displayed.
A reminder of theneed for appropriate
confidentiality should
also be displayed.

- Names of the printout
person and organization- Printout date and time

Capturing andphotographing of screen
are prohibited.
Hardcopying or copying
into a digital document
such as by scanning ofprintout is permitted only
for Safe Operation Purposeof the Ship or otherpurposes as stipulated in
the second and third bullet
points in 3.5.

Validity Period

Collection

Access Registration3)

The Archive Center may
complete Periodical Renewal of
the SCF Onboard Information ina digital format in accordancewith Annex-2, by providing a
new Electronic Media Onboard
to the Shipowner or by updating
via the Internet prior to the
expiration of the access period

Any out of date Electronic
Media Onboard should be
identified, collected andreturned to the Archive
Center at the time of
Periodical Renewal.

The system should ensurethat the following
information is available.

If new Electronic Media
Onboard storing Updated
SCF digital documents isdelivered to the
Shipowner’s Office Ashore
for replacement, the oldones kept at various
locations should becollected and either
destroyed or returned to theArchive Center.

- Scope of access (Nameof documents anddrawings
accessed/printed-out)

Proceduresshouldbe
implemented to ensure that
Passwords or IC-ID cards are
renewed at agreed intervals
and/or on changeover of
personnel joining the Ship.

- Date and time ofaccess/print out)

- Name of accessing
person and organization

Remarks:
1) Authorities and their Recognized Organizations, registered classification societies and Sub-contractors may view, use, print, and/or keep such information following the contents of Annex-1 subject to the
Shipowners’ acknowledgement and agreement for such access, and access registration.
2) Onetime Password needs access via the Internet or equivalent.
3) It is anticipated that information listed in the Access Registration column of the Table above will be automatically recorded by browser software for the SCF Onboard in Electronic Media Onboard. Where agreed by
the Shipowner, the Archive Center through Periodical Renewal of the Electronic Media Onboard may securely keep the information for the Shipowner. Alternatively, recording of the information may be
automatically carried out via the Internet when access to the SCF Onboard is made via the Internet. The information will subsequently be available, if needed, only through the Shipowner.
These records of access should be maintained for ten years after the delivery of the Ship.

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Table A4.2: Example of Model Procedures to be Arranged by Shipowners for Safekeeping, Access to and Return of SCF Onboard Provided in a Printed Format
Accessing
PersonShipowner,
Seafarer or
Shipowner Agent 1)

Storage 2)

Security Measures

Printed Documents are A notification warning that
stored in a dedicated unpermitted copying andcabinet or locker.
access are prohibited needs tobe displayed. A reminder ofthe need for appropriate
confidentiality should also be
displayed.

Copying of Printed Document

Return to the Storage Location

Return to Archive Center

Access Record 3)

Hardcopying of documents anddrawings or copying into a digital
document such as by scanning ispermitted only for Safe Operation
Purpose of the Ship or otherpurposes as stipulated in the second
and third bullet points in 3.5.

Printed Documents need to be
returned to the relevant storage
location(s) when the purposes of
the access are accomplished.

If new Printed Documents
Onboard are delivered for
replacement, old (deteriorated)
Printed Documents, if any, arepromptly returned to the Archive
Center,

The following information should be recorded within
the onboard document management procedures, forexample with a written document log.
- Name of document or drawing- Name of the accessing organization- Legibly-written name of the accessing person- Signature of the accessing person- Borrowing date
- Return date
- Confirmation signature of the accessing person
when the document is returned- Note as to whether or not any additional hardcopies have been used

Remarks:
1) Authorities and their Recognized Organizations, registered classification societies and Sub-contractors may view, use, print, and/or keep such information following the contents of Annex-1 subject to the
Shipowners’ acknowledgement and agreement for such access, and access registration.
2) The document management system should include an inventory of the printed documents and drawings. Periodic audits of the documents and drawings should be undertaken at appropriate intervals. If any of thevolumes are found missing, the Shipowner should promptly notify the Archive Center of the name of the missing document or drawing and the reason, if known, and request a replacement.
3) Records of access should be maintained for ten years after the delivery of the Ship. However, it may be good practice to subsequently continue to record use of the documents and drawings, and periodically review
the inventory of documents and drawings to ensure continuing availability of a complete set of documents and drawings.