IT    IT  COMMISSIONE DELLE COMUNITÀ EUROPEE 
Bruxelles, 30.07.2004 
COM(2004) 530 definitivo 
2004/0180 (CNS)   
Proposta di 
DECISIONE DEL CONSIGLIO 
che autorizza gli Stati membri a ratificare,  nell’interesse della Comunità europea, la 
Convenzione dell'Organizzazione internaz ionale del lavoro, rel ativa ai documenti 
d'identità dei marittimi (Convenzione n. 185) 
(presentata dalla Commissione) 
 
IT 2   IT RELAZIONE  
Obiettivo  
1. La Convenzione n. 185 dell'Organizzazione internazionale del lavoro (di seguito 
OIL), relativa ai documenti d'identità dei marittimi (modificata) (di seguito “la 
Convenzione”) è stata adotta ta il 19 giugno 2003 dalla Conf erenza generale dell'OIL, 
nel corso della sua novantunesima sessi one convocata a Ginevr a dal consiglio di 
amministrazione dell’Ufficio internazionale del lavoro.  
2. Obiettivo finale della Convenzione è il mi glioramento del sistema di identificazione 
dei marittimi, come elemento necessario pe r garantire l’equilibrio fra la sicurezza nel 
settore marittimo e la promozione di condizioni  di vita e di lavoro accettabili per tale 
categoria. 
3. Al fine di raggiungere tali obiettivi, la  Convenzione prevede determinate norme in 
materia di visti al momento dello sbarco a terra dei marittimi; essa fa inoltre riferimento all'ingresso di  questi ultimi nel territor io degli Stati membri, in 
particolare in caso di transito, trasferi mento o rimpatrio. Conformemente però al 
titolo IV del trattato che istituisce la Com unità europea (di seguito “il trattato”), la 
competenza in materia di visti è una comp etenza comunitaria che è stata esercitata. 
4. In tale contesto e al fine di garantire il rispetto della ripartizione delle competenze 
prevista dal trattato, con il presente documento la Commissione propone che il 
Consiglio autorizzi gli Stati membri vincol ati da norme comunitarie in materia di 
visti a ratificare la Convenzione nell’interesse della Comunità.  
La Convenzione n. 185 dell'OIL relativa ai documenti d'identità dei marittimi
 
5. La Convenzione è conforme al mandato fondamentale dell’OIL, che consiste nel 
promuovere condizioni di vita e di lavoro accettabili per i marittimi, e tiene conto del 
fatto che, in considerazione del caratter e mondiale dell’industria marittima, tale 
categoria ha bisogno di una tutela speciale. 
6. Obiettivo della Convenzione è la sicur ezza del documento di identità dei marittimi 
come mezzo per garantire un rigoroso equilibrio fra il rafforzamento della sicurezza del trasporto marittimo, da un lato, e la se mplificazione delle condi zioni di scalo dei 
marittimi in un paese di cui non hanno la nazionalità, dall’altro. 
7. In tale contesto la Convenzione istituis ce un sistema più sicuro di identificazione dei 
marittimi mediante inclusione di identificat ori biometrici, cosicché la flessibilità 
introdotta dalla Convenzione non va a scapito della sicurezza. 
8. La Convenzione riconosce i principi definiti nella Convenzione sui documenti 
nazionali d’identità dei mar ittimi del 1958, volti a facilitare  l’ingresso dei marittimi 
in un territorio per il  quale la presente Convenzione è in vigore per un permesso a 
terra, per un passaggio di transito, per l’imbarco a bordo di un’altra nave o per 
rimpatrio. 
9. Tale strumento si basa sull’idea che i marittimi lavorano e vivono su navi destinate al 
commercio internazionale e che l’accesso ai servizi a terra e il permesso di sbarco 
 
IT 3   IT sono elementi essenziali al loro benessere generale e contribuiscono quindi a 
garantire condizioni di sicurezza otti mali per la navigazione marittima. 
10. In tale contesto la Convenz ione prevede talune norme in materia di visti al momento 
dello sbarco a terra dei marittimi. L’artico lo 6, punto 6 della Convenzione modificata 
stabilisce così che “i marittimi non sono tenu ti ad essere in possesso di un visto per 
scendere a terra. I Membri che non sono in grado di rispettare appieno tale 
prescrizione devono garantire che la norma tiva o la pratica applicabile prevedano 
disposizioni complessivamente equivalenti”.  
11. L’articolo 6, punto 7 della Convenzione riguarda le situazioni di transito, 
trasferimento e rimpatrio dei marittimi, disponendo che “ogni paese per il quale la 
presente Convenzione è in vigore dovrà parimenti permettere, quanto più 
rapidamente possibile, l’entrata nel suo terr itorio ad ogni marittimo in possesso di un 
documento di identità dei marittimi valido, accompagnato da un passaporto, quando 
l’ingresso sia richiesto dall’interessato:  
a) per imbarcarsi a bordo della sua nave o per essere trasferito su un altra nave;  
b) per un passaggio di transito al fine di ric ongiungersi alla sua nave  in un altro paese 
o per essere rimpatriato o per ogni altro fi ne consentito dalle autorità dello Stato 
interessato. […]” 
12. Il titolo IV del trattato “ Visti, asilo, immigrazione e al tre politiche connesse con la 
libera circolazione delle persone ” introduce una competenza comunitaria generale su 
tutti gli aspetti relativi alla  politica dei visti, relativi a soggiorni di breve o lunga 
durata (rispettivamente, articolo 62, punto 2) lettera b) e articolo 63, punti 3) e 4) del 
trattato). In particol are, l’articolo 62, punto 2, lettera b), punt o i) stabilisce che le 
misure relative all’elenco dei paesi terzi i cui cittadini devono essere in possesso del 
visto all'atto dell'attraversamento delle frontiere esterne e di quelli i cui cittadini sono 
esenti da tale obbligo sono di co mpetenza della Comunità europea. 
13. La Comunità ha già esercitato la propr ia competenza in quest o settore adottando il 
regolamento (CE) n. 539/2001 del Consiglio, del 15 marzo 20011, che adotta l'elenco 
dei paesi terzi i cui cittadini devono essere in possesso del visto all'atto dell'attraversamento delle frontiere esterne e l'elenco dei paesi terzi i cui cittadini sono esenti da tale obbligo. 
14. Il trattato di Amsterdam ha inoltre integrato l’acquis di  Schengen nel quadro 
dell’Unione europea fin dal momento della sua entrata in vigore
2. L’acquis di 
Schengen comporta disposizioni in materia di  politica dei visti pe r soggiorni di breve 
durata, che hanno la loro base giuridica all’articolo 62, punto 2) lettera c) del 
trattato3.  
                                                 
1 GU L 81 del 21.3.2001, modificato dai regolamenti (CE) n. 2414/2001 del Consiglio del 7.12.2001 e n. 
453/2003 del 6.3.2003. 
2 Protocollo sull'integrazione dell'acquis di Schengen ne ll'ambito dell'Unione europea, allegato al trattato 
sull'Unione europea e al trattato che istituisce la Comunità europea, GUCE C 340 del 10 novembre 1997. 
3 Decisione 1999/435/CE del Consiglio, del 20 maggio 1999, che definisce l'acquis di Schengen ai fini 
della determinazione, in conformità del trattato che istituisce la Comunità europea e del trattato 
 
IT 4   IT 15. In particolare, i punti 6.5.2 e 6.5.4 della parte II del manuale comune delle frontiere 
esterne4 fissano le condizioni a cui i marittimi possono rispettivamente recarsi a terra 
o avere accesso al territorio degli Stati me mbri in caso di transito, trasferimento o 
rimpatrio.  
16. In realtà, conformemente alla giurispr udenza AETR della Cort e di giustizia in 
materia di competenze esterne, gli Stati me mbri non hanno più facoltà di ratificare di 
propria iniziativa la Convenzione n. 185 de ll'OIL, relativa ai documenti d'identità dei 
marittimi perché le sue disposizioni rigua rdano l’esenzione dall'obbligo di visto al 
momento dello sbarco dei marittimi, e il ri ferimento alle condizi oni di ingresso dei 
marittimi nel territorio degli Stati membri a fini di transito, di trasferimento o di 
rimpatrio incide sull’esercizio della competenza comunitaria in materia. 
Proposta della Commissione  
17. Tenuto conto delle considerazioni  che precedono, è opportuno, da un lato, 
salvaguardare l’applicazione de lle norme comunitarie in materia di visti e, dall’altro, 
inviare un segnale forte che dimostri al re sto del mondo l’importanz a attribuita dalla 
Comunità alla Convenzione in oggetto. 
18. Una soluzione che concili questi due aspetti sarebbe pienamente conforme 
all’obiettivo della Convenzione, volta a fornire garanzie quanto all’identità dei marittimi e al tempo stesso facilitare il loro ingresso nel territorio degli Stati membri 
vincolati da norme comunitarie in materia di visti, e consentirebbe a tali Stati membri 
di realizzare gli obiettivi della Convenzione stessa.  
19. Dalle norme di funzionamento dell’OIL dis cende che il processo di firma precedente 
alla ratifica, previsto in altri organismi, è sostituito qui da una procedura di voto (che 
ha avuto luogo in giugno in occasione della conferenza internazionale) che ha valore di firma, ma la Convenzione non è ancora entrata in vigore. La Commissione non ha 
preso parte ai negoziati, benché vi abbia assistito in qualità di osservatore. Al 
negoziato e al voto di adozione della Conve nzione partecipano gli Stati e i delegati 
dei datori di lavoro e dei lavoratori, e solo gli Sta ti possono aderire ad essa. 
20. La Commissione ha preso atto del voto fa vorevole espresso dagli Stati membri che 
hanno negoziato la Convenzione in consider azione della sua util ità in vista della 
promozione di condizioni di lavoro s oddisfacenti per i mar ittimi, nonché della 
necessità che essa entri in  vigore al più presto.  
                                                                                                                                                        
 
sull'Unione europea, della base giuridica per ciascuna delle disposizioni o decisioni che costituiscono 
l'acquis, GUCE L 176, del 10 luglio 1999, pag. 1, e decisione 1999/436/CE del Consiglio, del 20 
maggio 1999, che determina, in conformità delle pe rtinenti disposizioni del trattato che istituisce la 
Comunità europea e del trattato sull'Unione europea, la base giuridica per ciascuna delle disposizioni o 
decisioni che costituiscono l'acquis di Schengen, GUCE L 176, del 10 luglio 1999, pag. 17. 
Conformemente all’articolo 1, paragrafo 2 della decisione 1999/435 del Consiglio, i testi che 
costituiscono l’acquis di Schengen sono stati pubblicati (GUCE L 239, del 22 settembre 2000). 
4 Decisione SCH/Com-ex (99) 13 del 28 aprile 1999 riguardante le versioni definitive del manuale 
comune e dell'Istruzione consolare comune indiri zzata ai rappresentanti diplomatici e consolari di 
carriera (GU L 239 del 22.9.2000, pag. 317). Una versione aggiornata del manuale è stata pubblicata - 
salvo certi allegati riservati - sulla GU C 313 del 16.12.2002, pag. 97. 
 
IT 5   IT 21. Tenuto conto del fatto che la competenza in materia di visti è una competenza 
comunitaria, con il presente documento  la Commissione propone che il Consiglio 
autorizzi gli Stati membri vincolati dalle norme comunitarie in materia di visti a 
ratificare la Convenzione ne ll’interesse della Comunità .  
22. Tale deroga alla forma normale di eserci zio della competenza comunitaria in virtù 
dell’articolo 300 del trattato che ist ituisce la Comunità europea può essere 
giustificata, a titolo eccezi onale, dall’interesse  rivestito dalla Convenzione per i 
marittimi e dalla necessità di fare in modo che essa entri in vigore quanto prima. La presente decisione deve tuttavia conservare  carattere eccezionale e non deve in alcun 
modo costituire un precedente per il futuro.  
23. La presente decisione consen tirà dunque agli Stati membri di adottare, senza ulteriori 
ritardi, tutte le disposizi oni necessarie alla ratifica. Si possono inoltre ipotizzare 
modalità di ratifica comuni al fine di mostrare al resto del mondo l’importanza 
attribuita dalla Comunità alla Convenzione. 
 
24. Conformemente all’articolo 4 del protocollo  sulla posizione della Danimarca allegato 
al trattato sull'Unione europea e al trattato  che istituisce la Comunità europea, tale 
Stato membro applica le misure che de terminano quali siano i paesi terzi i cui 
cittadini devono essere in po ssesso di un visto all’atto dell’attraversamento delle 
frontiere esterne e le misure relative a ll’instaurazione di un modello uniforme per i 
visti. Di conseguenza la Danimarca è destinataria della presente decisione. 
25. In applicazione dell’articolo 1 del pr otocollo sulla posizione del Regno Unito e 
dell’Irlanda allegato al trattato sull'Unione europea e al trattato che istituisce la Comunità europea, e fatto salvo l’articolo  4 del protocollo c itato, la presente 
decisione non si applica né al Regno Unito né all’Irlanda.
 
26. La presente decisione deve essere consid erata un’evoluzione de ll’acquis di Schengen 
quale definito all’allegato A dell’acco rdo concluso il 18 maggio 1999 fra il 
Consiglio, la Norvegia e l'Islanda al fine  di associare i due Stati all'attuazione, 
all'applicazione e allo sv iluppo dell'acquis di Schengen5.  
                                                 
5 GU L 176 del 10.7.1999, pag. 35. 
 
IT 6   IT 2004/0180 (CNS) 
Proposta di 
DECISIONE DEL CONSIGLIO 
che autorizza gli Stati membri a ratificare,  nell’interesse della Comunità europea, la 
Convenzione dell'Organizzazione internaz ionale del lavoro, rel ativa ai documenti 
d'identità dei marittimi (Convenzione n. 185) 
IL CONSIGLIO DELL'UNIONE EUROPEA, 
visto il trattato che ist ituisce la Comunità europea, in part icolare l'articolo 62, punto 2), lettera 
b), punto i), e l’articolo 300, para grafo 2, primo comma, prima frase, e paragrafo 3, primo 
comma, 
vista la proposta della Commissione6, 
visto il parere del Parlamento europeo7, 
considerando quanto segue: (1) La Comunità europea si impegna a favore de lla creazione di uno spaz io di libertà, di 
sicurezza e di giustizia, fondato  fra l’altro su una politica comune in materia di visti. 
(2) La Convenzione n. 185 dell'Organizzazione internazionale del lavoro (di seguito OIL), 
relativa ai documenti d'identità dei marittim i (modificata) è stata adottata il 19 giugno 
2003 dalla Conferenza generale dell'OIL, ne l corso della sua novantunesima sessione 
convocata a Ginevra dal consiglio di ammini strazione dell’Ufficio internazionale del 
lavoro.  
(3) La Convenzione di cui sopra fornisce un contributo prezioso al miglioramento della 
sicurezza nel settore marittimo a livello inte rnazionale e alla promozione di condizioni 
di vita e di lavoro accettabili per i marittimi ed è dunque auspicabile che le sue disposizioni siano ap plicate quanto prima. 
(4) Alcuni articoli della Convenzione rientr ano nella competenza comunitaria in materia 
di visti. 
(5) La Comunità non può ratificare la Convenzio ne, perché ne possono essere parti solo 
gli Stati membri. 
(6) Il Consiglio dovrebbe pertanto autorizz are gli Stati membri vincolati dalle norme 
comunitarie in materia di visti ai sensi de ll’articolo 62, punto 2, lettera b), punto i) del 
                                                
 
6 GU C […] […] pag.[…] 
7 GU C […] […], pag.[…] 
 
IT 7   IT trattato, a ratificare la Convenzione nell’interesse della Comunità, alle condizioni 
previste dalla pr esente decisione. 
(7) Conformemente all’articolo 1 del prot ocollo sulla posizi one del Regno Unito e 
dell’Irlanda allegato al trattato sull'Unione  europea e al trattato che istituisce la 
Comunità europea, il Regno Unito e l’Irl anda non partecipano all’adozione della 
presente decisione. Di conseguenza, e fatto salvo l’articolo 4 del protocollo citato, la 
presente decisione non si applica né al Regno Unito né all’Irlanda. 
(8) Conformemente all’articolo 4 del protocol lo sulla posizione della  Danimarca allegato 
al trattato sull'Unione europea e al trattato  che istituisce la Comunità europea, la 
Danimarca è destinataria della presente decisione. 
HA ADOTTATO LA PRESENTE DECISIONE: 
Articolo 1 
Gli Stati membri sono autorizzat i a ratificare la Convenzione relativa ai documenti d'identità 
dei marittimi, adottata il 19 giugno 2003. 
Il testo della Convenzione è alle gato alla presente decisione. 
Articolo 2 
1. Gli Stati membri prendono le misure necessarie per depositare simultaneamente gli 
strumenti di ratifica alla Convenzione pr esso il direttore ge nerale dell’Ufficio 
internazionale del lavoro entro il 1° dicembre 2005.  
2. Entro il 1° giugno 2005 gli Stati membri  procedono a uno scambio di informazioni 
con la Commissione nell’ambito del Consig lio riguardo alla data in cui prevedono 
che saranno state completate le rispettive  procedure parlamenta ri necessarie per la 
ratifica o l'adesione. Su questa base vengono de terminate la data e le modalità per il 
deposito simultaneo. 
Articolo 3 
Gli Stati membri sono destinatari della presente decisione conformemente al trattato che 
istituisce la Comunità europea. 
Fatto a Bruxelles, il  
 Per il Consiglio 
 Il Presidente  
 
IT 8   IT ANNEX  
 
C185 Seafarers' Identity Docume nts Convention (Revised), 2003  
Convention revising the Seaf arers'Identity Documents Convention, 1958 (Note: This 
Convention has not yet come into force: ) Convention:C185 Place:Geneva Session of the Conference:91 Date of adoption:19:06:2003 Subject classification: Seafarers Subject: Seafarers Status: Up-to-date instrument This Conventi on was adopted after 1985 and is considered up 
to date.  
The General Conference of the Inte rnational Labour Organization,  
Having been convened at Geneva by the Govern ing Body of the Interna tional Labour Office, 
and having met in its Ninety -first Session on 3 June 2003, and Mindful of the continuing 
threat to the security of passengers and crews an d the safety of ships, to the national interest 
of States and to individuals, and  
Mindful also of the core mandate of the Orga nization, which is to promote decent conditions 
of work, and  
Considering that, given the global nature of the shipping industry, seafarers need special 
protection, and  
Recognizing the principles embodied in the S eafarers' Identity Documents Convention, 1958, 
concerning the facilitation of entry by seafarers into the territory of Members, for the 
purposes of shore leave, transit,  transfer or repatriation, and  
Noting the Convention on the F acilitation of Internationa l Maritime Traffic, 1965, as 
amended, of the International Maritime Orga nization, in particular, Standards 3.44 and 3.45, 
and  
Noting further that United Nations General Assembly Resolution A/RES/57/219 (Protection 
of human rights and fundamental freedoms while  countering terrorism) affirms that States 
must ensure that any measure taken to combat  terrorism complies with their obligations under 
international law, in particular international hum an rights, refugee and humanitarian law, and  
Being aware that seafarers work  and live on ships i nvolved in international trade and that 
access to shore facilities and shore leave are vita l elements of seafarers' general well-being 
and, therefore, to the achievement of sa fer shipping and cleaner oceans, and  
Being aware also that the ability to go ashore is essential for joining a ship and leaving after 
the agreed period of service, and  
Noting the amendments to the International Conv ention for the Safety of Life at Sea, 1974, as 
amended, concerning special measures to enhan ce maritime safety and security, that were 
adopted by the International Maritime Organi zation Diplomatic Conference on 12 December 
2002, and  
 
IT 9   IT Having decided upon the adoption of certain propos als with regard to the improved security 
of seafarers' identification, which is the se venth item on the agenda of the session, and  
Having decided that these proposals shall take  the form of an international Convention 
revising the Seafarers' Identi ty Documents Convention, 1958,  
adopts this nineteenth day of  June of the year two thousand and three, the following 
Convention, which may be cited as the Seafar ers' Identity Documents Convention (Revised), 
2003.  
Article 1  
SCOPE  
1. For the purposes of this Convention, the te rm seafarer means any person who is employed 
or is engaged or works in any capacity on board a vessel, other than a ship of war, ordinarily 
engaged in maritime navigation.  
2. In the event of any doubt whethe r any categories of persons are to be regarded as seafarers 
for the purpose of this Convention, the questio n shall be determined in accordance with the 
provisions of this Convention by the competent authority of the State of nationality or 
permanent residence of such persons after consulting with the shipowners' and seafarers' 
organizations concerned.  
3. After consulting the representative organiza tions of fishing-vessel owners and persons 
working on board fishing vessels , the competent authority may apply the provisions of this 
Convention to commercial maritime fishing.  
Article 2  
ISSUANCE OF SEAFARERS'  IDENTITY DOCUMENTS  
1. Each Member for which this Convention is in force shall issue to each  of its nationals who 
is a seafarer and makes an application to that effect a seafarers' identity document conforming 
to the provisions of Article  3 of this Convention.  
2. Unless otherwise provided for in this Conv ention, the issuance of seafarers' identity 
documents may be subject to the same conditions as those prescribed by national laws and 
regulations for the issuan ce of travel documents.  
3. Each Member may also issue seafarers' identity documents referred to in paragraph 1 to 
seafarers who have been granted the status of permanent resident in its territory. Permanent 
residents shall in all cases travel in conformity  with the provisions of Article 6, paragraph 7.  
4. Each Member shall ensure th at seafarers' identity docum ents are issued without undue 
delay.  
5. Seafarers shall have the right to an administra tive appeal in the case of a rejection of their 
application.  
6. This Convention shall be without prejudice  to the obligations of each Member under 
international arrangements relating to  refugees and stateless persons.  
Article 3  
 
IT 10   IT CONTENT AND FORM  
1. The seafarers' identity documen t covered by this Convention sh all conform - in its content - 
to the model set out in Annex I hereto. The form  of the document and the materials used in it 
shall be consistent with the general specificatio ns set out in the model, which shall be based 
on the criteria set out below. Provided that a ny amendment is consistent with the following 
paragraphs, Annex I may, where necessary, be amended in accordance with Article 8 below, 
in particular to take account of technologi cal developments. The decision to adopt the 
amendment shall specify when the amendment will enter into effect, taking account of the 
need to give Members sufficient time to make any necessary revisions of their national 
seafarers' identity documents and procedures.  
2. The seafarers' identity document shall be desi gned in a simple manner, be made of durable 
material, with special regard to conditions at sea and be machine-readable. The materials used 
shall:  
(a) prevent tampering with the document or falsif ication, as far as possible, and enable easy 
detection of alterations; and  
(b) be generally accessible to governments at the lowest cost consis tent with reliably 
achieving the purpose set out in (a) above.  
3. Members shall take into account any availa ble guidelines developed by the International 
Labour Organization on standards of  the technology to be used wh ich will facilitate the use of 
a common international standard.  
4. The seafarers' identity document shall be no la rger than a normal passport. 5. The seafarers' 
identity document shall contai n the name of the issuing aut hority, indications enabling rapid 
contact with that authority, th e date and place of issue of the document, and the following 
statements:  
(a) this document is a seafarers' identity document for the purpose of the Seafarers' Identity 
Documents Convention (Revised), 2003, of th e International Labour Organization; and  
(b) this document is a stand-alone document and not a passport.  
6. The maximum validity of a seafarers' identity  document shall be determined in accordance 
with the laws and regulations of the issuing State and shall in no case exceed ten years, 
subject to renewal after the first five years.  
7. Particulars about the holder included in the s eafarer's identity document shall be restricted 
to the following:  
(a) full name (first and last names where applicable);  
(b) sex;  (c) date and place of birth;  
(d) nationality;  
(e) any special physical characteristic s that may assist identification;  
(f) digital or original photograph; and  
 
IT 11   IT (g) signature.  
8. Notwithstanding paragraph 7 above, a template or  other representation of a biometric of the 
holder which meets the specificat ion provided for in Annex I shall also be required for 
inclusion in the seafarers' identity document,  provided that the following preconditions are 
satisfied:  
(a) the biometric can be capture d without any invasion of priv acy of the persons concerned, 
discomfort to them, risk to their health or offence against their dignity;  
(b) the biometric shall itself be visible on th e document and it shall not be possible to 
reconstitute it from the templa te or other representation;  
(c) the equipment needed for the provision and verification of the biom etric is user-friendly 
and is generally accessible to governments at low cost;  
(d) the equipment for the verification of the biometric can be conveniently and reliably 
operated in ports and in other places, including on  board ship, where verification of identity is 
normally carried out by the competent authorities; and  
(e) the system in which the biometric is to be used (including the equipment, technologies and 
procedures for use) provides results that are uniform and reliable for the authentication of 
identity.  
9. All data concerning the seafarer that are recorded on the documen t shall be visible. 
Seafarers shall have convenien t access to machines enabling them to inspect any data 
concerning them that is not eye-readable. Such access shall be provided by or on behalf of the 
issuing authority.  
10. The content and form of the seafarers' id entity document shall take into account the 
relevant international sta ndards cited in Annex I.  
Article 4  
NATIONAL ELECTRONIC DATABASE  
1. Each Member shall ensure that a record of each seafarers' identity document issued, 
suspended or withdrawn by it is stored in an  electronic database. The necessary measures 
shall be taken to secure the database fr om interference or unauthorized access.  
2. The information contained in th e record shall be restricted to details which are essential for 
the purposes of verifying a seafarers' identity document or the status of a seafarer and which 
are consistent with the seafarer's right to privacy and which meet all applicable data protection requirements. The details are set out in A nnex II hereto, which may be amended in the 
manner provided for in Article 8 below, ta king account of the need to give Members 
sufficient time to make any necessary revisi ons of their national database systems.  
3. Each Member shall put in place procedures wh ich will enable any seafarer to whom it has 
issued a seafarers' identity document to examine a nd check the validity of all the data held or 
stored in the electronic database which relate to that individual and to provide for correction if 
necessary, at no cost to the seafarer concerned.  
4. Each Member shall designate a permanent focal  point for responding to  inquiries, from the 
immigration or other competen t authorities of all Members of the Organization, concerning 
 
IT 12   IT the authenticity and validity of the seafarers' identity document issued by its authority. Details 
of the permanent focal point sh all be communicated to the In ternational Labour Office, and 
the Office shall maintain a list which sha ll be communicated to all Members of the 
Organization.  
5. The details referred to in paragraph 2 above sh all at all times be immediately accessible to 
the immigration or other competent authorities in member States of the Organization, either 
electronically or through the focal poin t referred to in paragraph 4 above.  
6. For the purposes of this Convention, appropriat e restrictions shall be established to ensure 
that no data - in particular, photographs - are exchanged, unle ss a mechanism is in place to 
ensure that applicable data protection and privacy standards are adhered to.  
7. Members shall ensure that the personal data on  the electronic database shall not be used for 
any purpose other than verification of the seafarers' identity document.  
Article 5  
QUALITY CONTROL AND EVALUATIONS  
1. Minimum requirements concerning processes an d procedures for the issue of seafarers' 
identity documents, including quality-control pr ocedures, are set out in Annex III to this 
Convention. These minimum requirements establis h mandatory results that must be achieved 
by each Member in the administration of its sy stem for issuance of seafarers' identity 
documents.  
2. Processes and procedures shall be in plac e to ensure the necessary security for:  
(a) the production and delivery of blank seafarers' identity documents;  
(b) the custody, handling and accountability for blank and completed seafarers' identity 
documents;  
(c) the processing of applications, the completion of the blank seafarers' identity documents 
into personalized seafarers' identity docum ents by the authority and unit responsible for 
issuing them and the delivery of the seafarers' identity documents;  
(d) the operation and maintena nce of the database; and  
(e) the quality control of proce dures and periodic  evaluations.  
3. Subject to paragraph 2 above, Annex III may be amended in the manner provided for in 
Article 8, taking account of the need to give Me mbers sufficient time to make any necessary 
revisions to their proc esses and procedures.  
4. Each Member shall carry out an independent evaluation of the administration of its system 
for issuing seafarers' identity documents, includ ing quality-control procedures, at least every 
five years. Reports on such evaluations, subjec t to the removal of any confidential material, 
shall be provided to the Direct or-General of the In ternational Labour Offi ce with a copy to the 
representative organizations of  shipowners and s eafarers in the Member concerned. This 
reporting requirement shall be w ithout prejudice to the obligati ons of Members under article 
22 of the Constitution of the Inte rnational Labour Organisation.  
 
IT 13   IT 5. The International Labour Office shall make th ese evaluation reports available to Members. 
Any disclosure, other than those authorized by this Convention, shall re quire the consent of 
the reporting Member.  
6. The Governing Body of the International Labour Office, ac ting on the basis of all relevant 
information in accordance with arrangements made by it, shall approve a list of Members 
which fully meet the minimum requirement s referred to in paragraph 1 above.  
7. The list must be available to  Members of the Organization at  all times and be updated as 
appropriate information is received. In partic ular, Members shall be promptly notified where 
the inclusion of any Member on the list is contested on solid gr ounds in the framework of the 
procedures referred to in paragraph 8.  
8. In accordance with procedures established by  the Governing Body, provision shall be made 
for Members which have been or may be excl uded from the list, as well as interested 
governments of ratifying Members and repres entative shipowners' and seafarers' 
organizations, to make their views known to the Governing Body, in accordance with the 
arrangements referred to above and to have any disagreements fairly and impartially settled in 
a timely manner.  
9. The recognition of seafarers' identity documen ts issued by a Member is subject to its 
compliance with the minimum requirements referred to in paragraph 1 above.  
Article 6  
FACILITATION OF SHORE LEA VE AND TRANSIT AND TRANSFER OF SEAFARERS  
1. Any seafarer who holds a valid seafarers' identity document issued in accordance with the 
provisions of this Convention by a Member for which the Convention is in force shall be 
recognized as a seafarer within the meaning of the Convention unless clear grounds exist for 
doubting the authenticity of the s eafarers' identity document.  
2. The verification and any related inquiries and fo rmalities needed to ensure that the seafarer 
for whom entry is requested pursuant to paragraphs  3 to 6 or 7 to 9 below is the holder of a 
seafarers' identity document issued in accord ance with the requirements of this Convention 
shall be at no cost to th e seafarers or shipowners.  
Shore leave  
3. Verification and any related i nquiries and formalities referred to in paragraph 2 above shall 
be carried out in the shortest possible time provided that reasonable advance notice of the 
holder's arrival was received by the competent authorities. The notice of  the holder's arrival 
shall include the details specified  in section 1 of Annex II.  
4. Each Member for which this Convention is in force shall, in the shortest possible time, and 
unless clear grounds exist for doubting the authen ticity of the seafarer s' identity document, 
permit the entry into its territory of a seafarer holding a valid seafarer's identity document, 
when entry is requested for temporary s hore leave while the ship is in port.  
5. Such entry shall be allowed provided that the formalities on arrival of the ship have been 
fulfilled and the competent authorities have no reason to refuse permission to come ashore on 
grounds of public health, public safety, public order or national security.  
 
IT 14   IT 6. For the purpose of shore leave seafarers shall not be required to hold a visa. Any Member 
which is not in a position to fully implement this requirement shall ensure that its laws and 
regulations or practice provide arrangemen ts that are substantially equivalent.  
Transit and transfer  
7. Each Member for which this Convention is in force shall, in the shortest possible time, also 
permit the entry into its territory of seafarer s holding a valid seafarers' identity document 
supplemented by a passport, when entry is requested for the purpose of:  
(a) joining their ship or tr ansferring to another ship;  
(b) passing in transit to join their ship in another country or  for repatriation; or any other 
purpose approved by the authorities  of the Member concerned.  
8. Such entry shall be allowed unless clear gr ounds exist for doubting th e authenticity of the 
seafarers' identity document, provided that the competent authorities have no reason to refuse 
entry on grounds of public health, public sa fety, public order or national security.  
9. Any Member may, before permitting entry into its territory for one of the purposes 
specified in paragraph 7 above, require sa tisfactory evidence, including documentary 
evidence of a seafarer's intention and ability to  carry out that intention. The Member may also 
limit the seafarer's stay to a period consider ed reasonable for the purpose in question.  
Article 7  
CONTINUOUS POSSESSION AND WITHDRAWAL  
1. The seafarers' identity document shall remain in the seafarer's possession at all times, 
except when it is held for safekeeping by the mast er of the ship concerned, with the seafarer's 
written consent.  
2. The seafarers' identity document shall be pr omptly withdrawn by the issuing State if it is 
ascertained that the seafarer no longer meets the conditions for its issue under this 
Convention. Procedures for suspending or withdr awing seafarers' identi ty documents shall be 
drawn up in consultation with th e representative shipowners' a nd seafarers' organizations and 
shall include procedures fo r administrative appeal.  
Article 8  
AMENDMENT OF THE ANNEXES  1. Subject to the relevant  provisions of this Convention, amendments to the Annexes may be 
made by the International Labour Conference,  acting on the advice of a duly constituted 
tripartite maritime body of the International Labour Organizati on. The decision shall require a 
majority of two-thirds of the votes cast by th e delegates present at the Conference, including 
at least half the Members that have ratified this Convention.  
2. Any Member that has ratified this Conventi on may give written no tice to the Director-
General within six months of the date of the adoption of such an amendment that it shall not 
enter into force for that Member , or shall only enter into force at a later date upon subsequent 
written notification.  
Article 9  
 
IT 15   IT TRANSITIONAL PROVISION  
Any Member which is a party to the Seafarers' Identity Documents Convention, 1958, and 
which is taking measures, in accordance with article 19 of the Constitution of the International Labour Organisation, with a view to ratification of this Convention may notify 
the Director-General of its intention to apply the present Convention provisionally. A 
seafarers' identity document issued by such a Memb er shall be treated for the purposes of this 
Convention as a seafarers' identity document i ssued under it provided that the requirements of 
Articles 2 to 5 of this Convention are fulf illed and that the Member concerned accepts 
seafarers' identity documents issued under this Convention.  
FINAL PROVISIONS  
Article 10  
This Convention revises the Seafarers' Identity Documents Convention, 1958.  Article 11  
The formal ratifications of this Convention shal l be communicated to th e Director-General of 
the International Labour Office for registration.  
Article 12  
1. This Convention shall be binding only upon those Members of the International Labour 
Organization whose ratifications have been registered with the Director-General.  
2. It shall come into force six months after the date on which the ratifications of two Members 
have been registered with  the Director-General.  
3. Thereafter, this Convention shall come into fo rce for any Member six months after the date 
on which its ratification has been registered.  
Article 13  
1. A Member which has ratified this Conven tion may denounce it after the expiration of ten 
years from the date on which the Convention fi rst comes into force, by an act communicated 
to the Director-General for registration. Such denunciation shall take e ffect twelve months 
after the date on which it is registered.  
2. Each Member which has ratified this Conve ntion and which does not, within the year 
following the expiration of the period of te n years mentioned in the preceding paragraph, 
exercise the right of denuncia tion provided for in this Artic le, shall be bound for another 
period of ten years and, thereafter, may denoun ce this Convention at the expiration of each 
period of ten years under the terms provided for in this Article.  
Article 14  
1. The Director-General shall notify all Member s of the registration of all ratifications, 
declarations and acts of denunciati on communicated by the Members.  
2. When notifying the Members of the registration of the second ratification of this 
Convention, the Director-General  shall draw the attention of  the Members to the date upon 
which the Convention shall come into force.  
 
IT 16   IT 3. The Director-General shall notify all Members of the registration of any amendments made 
to the Annexes in accordance with Article 8, as  well as of notificati ons relating thereto.  
Article 15  
The Director-General of the International La bour Office shall communicate to the Secretary-
General of the United Nations, for registration in  accordance with article 102 of the Charter of 
the United Nations, full particulars of all ratific ations, declarations a nd acts of denunciation 
registered by the Director-General in a ccordance with the provisions of the preceding 
Articles.  
Article 16  
At such times as it may consider necessary, the Governing Body of the International Labour 
Office shall present to the General Conference a report on the working of  this Convention and 
shall examine the desirability of placing on the agenda of the Conferen ce the question of its 
revision in whole or in pa rt, taking account also of th e provisions of Article 8.  
Article 17  
1. Should the Conference adopt a new Convention revising this Convention in whole or in 
part, then, unless the new Conve ntion otherwise provides:  
(a) the ratification by a Member of the new revising Convention shall ipso jure involve the 
immediate denunciation of this Convention, notwithstanding the provisions of Article 13, if 
and when the new revising Convention shall have come into force;  
(b) as from the date when the new revising Convention comes into force, this Convention 
shall cease to be open to ratification by the Members.  
2. This Convention shall in any case remain in force in its actual form  and content for those 
Members which have ratified it but have  not ratified the revising Convention.  
Article 18  
The English and French versions of the text of this Convention are equally authoritative.  
ANNEX  
Annex I  
Model for seafarers' identity document  
The seafarers' identity document, whose form and content are set out below, shall consist of 
good-quality materials which, as fa r as practicable, having regard  to considerations such as 
cost, are not easily accessible to  the general public. The document shall have no more space 
than is necessary to contain the information provided for by the Convention.  
It shall contain the name of the issu ing State and the following statement:  
"This document is a seafarers' identity document for the purpose of the Seafarers' Identity 
Documents Convention (Revised), 2003, of th e International Labour Organization. This 
document is a stand-alone document and not a passport."  
 
IT 17   IT The data page(s) of the document indicated in bold below shall be protected by a laminate or 
overlay, or by applying an imaging technology and substrate material that provide an 
equivalent resistance to substitution of the portrait and other biographical data.  
The materials used, dimensions and placement of data shall conform to the International Civil 
Aviation Organization (ICAO) specifications as contained in Document 9303 Part 3 (2nd 
edition, 2002) or Document 9303 Part 1 (5th edition, 2003).  
Other security features shall include at  least one of the following features:  
Watermarks, ultraviolet security features, us e of special inks, special colour designs, 
perforated images, holograms, laser engravi ng, micro-printing, and heat-sealed lamination.  
Data to be entered on the data page(s) of the seaf arers' identity document shall be restricted to:  
I. Issuing authority:  
II. Telephone number(s), email and web site of the authority:  
III. Date and place of issue:  ------ Digital or original photogr aph of seafar er ---------  
(a) Full name of seafarer:  
(b) Sex:  (c) Date and place of birth:  
(d) Nationality:  
(e) Any special physical charac teristics of seafarer that may assist identification:  
(f) Signature:  
(g) Date of expiry:  
(h) Type or designation of document:  (i) Unique document number:  
(j) Personal identificatio n number (optional):  
(k) Biometric template based on a fingerprint pr inted as numbers in a bar code conforming to 
a standard to be developed:  
(l) A machine-readable zone conforming to IC AO specifications in Do cument 9303 specified 
above.  
IV. Official seal or stamp of the issuing authority.  
Explanation of data  
The captions on fields on the data page(s) above may be translated into the language(s) of the 
issuing State. If the na tional language is other th an English, French or Spanish, the captions 
shall also be entered in one of these languages.  
 
IT 18   IT The Roman alphabet should be used fo r all entries in this document.  
The information listed above shall ha ve the following characteristics:  
I. Issuing authority: ISO code for the issuing State and the name  and full address of the office 
issuing the seafarers' identity document as well as the name and position of the person 
authorizing the issue.  
II. The telephone number, email and web site sh all correspond to the links to the focal point 
referred to in the Convention.  
III. Date and place of issue: the date shall be wr itten in two-digit Arabic  numerals in the form 
day/month/year - e.g. 31/12/03; the place shall be  written in the same way as on the national 
passport.  
-------- Size of the portr ait photograph: as in ICAO Docume nt 9303 specified above -------  
(a) Full name of seafarer: where applicable, fam ily name shall be written first, followed by the 
seafarer's other names;  
(b) Sex: specify "M" for male or "F" for female;  
(c) Date and place of birth: the date shall be wr itten in two-digit Arabic numerals in the form 
day/month/year; the place shall be written in the same way as on the national passport;  
(d) Statement of nationality: specify nationality;  
(e) Special physical characteristics: any eviden t characteristics assisting identification;  
(f) Signature of seafarer;  
(g) Date of expiry: in tw o-digit Arabic numerals in the form day/month/year;  
(h) Type or designation of docum ent: character code for document type, written in capitals in 
the Roman alphabet (S);  
(i) Unique document number: country code (s ee I above) followed by an alphanumeric book 
inventory number of no more  than nine characters;  
(j) Personal identification number: optional pers onal identification number of the seafarer; 
identification number of no more than 14 alphanumeric characters;  
(k) Biometric template: precise sp ecification to be developed;  
(l) Machine-readable zone: according to ICAO Document 9303 specified above. <  
Annex II  Electronic database  
The details to be provided for each record in th e electronic database to be maintained by each 
Member in accordance with Article 4, paragraphs  1, 2, 6 and 7 of this Convention shall be 
restricted to:  
Section 1  
 
IT 19   IT 1. Issuing authority named on the identity document.  
2. Full name of seafarer as writ ten on the identity document.  
3. Unique document number of the identity document.  4. Date of expiry or suspension or w ithdrawal of the identity document.  
Section 2  
5. Biometric template appearing on the identity document.  6. Photograph.  
7. Details of all inquiries made concerni ng the seafarers' identity document.  
Annex III  
Requirements and recommended procedures and practices concerning the issuance of 
seafarers' identity documents  
This Annex sets out minimum requirements re lating to procedures to be adopted by each 
Member in accordance with Article  5 of this Convention, with respect to the issuance of 
seafarers' identity documents (referred to below as "SIDs"), including quality-control 
procedures.  
Part A lists the mandatory results that must be achieved, as a minimum, by each Member, in 
implementing a system of issuance of SIDs.  
Part B recommends procedures a nd practices for achieving those re sults. Part B is to be given 
full consideration by Members, but is not mandatory.  
Part A.Mandatory results  
1. Production and delivery of blank SIDs  
Processes and procedures are in place to ensure  the necessary security for the production and 
delivery of blank SIDs, including the following:  
(a) all blank SIDs are of uniform quality and m eet the specifications in  content and form as 
contained in Annex I;  
(b) the materials used for production  are protected and controlled;  
(c) blank SIDs are protected, controlled, iden tified and tracked during the production and 
delivery processes;  
(d) producers have the means of properly mee ting their obligations in relation to the 
production and delivery of blank SIDs;  
(e) the transport of the blank SIDs from the pr oducer to the issuing authority is secure.  
2. Custody, handling and accountability for blank and completed SIDs  Processes and procedures are in place to ensu re the necessary security for the custody, 
handling and accountability for blank and co mpleted SIDs, including the following:  
 
IT 20   IT (a) the custody and handling of blank and completed SIDs is controlled by the issuing 
authority;  
(b) blank, completed and voided SIDs, including  those used as specimens, are protected, 
controlled, identified and tracked;  
(c) personnel involved with the process meet standards of  reliability, trustworthiness and 
loyalty required by their positions and have appropriate training;  
(d) the division of responsibil ities among authorized official s is designed to prevent the 
issuance of unauthorized SIDs.  
3. Processing of applications; suspension or withdrawal of SIDs; appeal procedures  
Processes and procedures are in place to ensure  the necessary security for the processing of 
applications, the completion of the blank SIDs into personalized SIDs by the authority and 
unit responsible for issuing them, and th e delivery of the SIDs, including:  
(a) processes for verification and approval ensu ring that SIDs, when first applied for and 
when renewed, are issued only on the basis of:  
(i) applications completed with al l information required by Annex I,  
(ii) proof of identity of the applicant in accordance with the law and practice of the issuing 
State,  
(iii) proof of nationality or permanent residence,  
(iv) proof that the applicant is a seaf arer within the meaning of Article 1,  
(v) assurance that applicants, especially those with more than one nationality or having the 
status of permanent residents, are no t issued with more than one SID,  
(vi) verification that the applican t does not constitute a risk to security, with proper respect for 
the fundamental rights and freedoms set out in international instruments.  
(b) the processes ensure that:  
(i) the particulars of each item contained in Annex II are entered in the database 
simultaneously with i ssuance of the SID,  
(ii) the data, photograph, signature and biomet ric gathered from the applicant correspond to 
the applicant, and  
(iii) the data, photograph, signature and biometri c gathered from the a pplicant are linked to 
the application throughout the processing, issuance and delivery of the SID.  
(c) prompt action is taken to update the data base when an issued SID is suspended or 
withdrawn;  
(d) an extension and/or renewal system has b een established to provide for circumstances 
where a seafarer is in need of extension or renewal of his or her SID and in circumstances 
where the SID is lost;  
 
IT 21   IT (e) the circumstances in which SIDs may be suspended or withdrawn are established in 
consultation with shipowners' and seafarers' organizations;  
(f) effective and transparent appe al procedures are in place.  
4. Operation, security and ma intenance of the database  
Processes and procedures are in  place to ensure the necessary  security for the operation and 
maintenance of the database, including the following:  
(a) the database is secure from ta mpering and from unauthorized access;  
(b) data are current, protected against loss of in formation and available for query at all times 
through the focal point;  
(c) databases are not appended, copied, linked or written to other databases; information from 
the database is not used for purposes other th an authenticating the s eafarers' identity;  
(d) the individual's rights are respected, including:  
(i) the right to privacy  in the collection, storage, handl ing and communication of personal 
data; and  
(ii) the right of access to data concerning him or her and to have any inaccuracies corrected in 
a timely manner.  
5. Quality control of procedures and periodic evaluations  
(a) Processes and procedures are in place to en sure the necessary security through the quality 
control of procedures and periodic evaluations , including the monitoring of processes, to 
ensure that required performan ce standards are met, for:  
(i) production and delivery of blank SIDs,  
(ii) custody, handling and accountability fo r blank, voided and personalized SIDs,  
(iii) processing of applications, completion of  blank SIDs into personalized SIDs by the 
authority and unit responsible for issuance and delivery,  
(iv) operation, securi ty and maintenance of the database.  
(b) Periodic reviews are carried ou t to ensure the reliability of the issuance system and of the 
procedures and their conformity with th e requirements of this Convention.  
(c) Procedures are in place to protect the confidentiality of information contained in reports on 
periodic evaluations provided  by other ratifying Members.  
Part B. Recommended pro cedures and practices  
1. Production and delivery of blank SIDs  
1.1. In the interest of security and uniformity of SIDs, the competent authority should select 
an effective source for the pr oduction of blank SIDs to be issued by the Member.  
1.2. If the blanks are to be produced on the pr emises of the authority responsible for the 
issuance of SIDs ("the issuing auth ority"), section 2.2 below applies.  
 
IT 22   IT 1.3. If an outside enterprise is select ed, the competent authority should:  
1.3.1. check that the enterprise is of undisputed integrity, financial stability and reliability;  
1.3.2. require the enterprise to designate all the employees who will be engaged in the 
production of blank SIDs;  
1.3.3. require the enterprise to furnish the authorit y with proof that demonstrates that there are 
adequate systems in place to ensure the reliability, trustworth iness and loyalty  of designated 
employees and to satisfy the authority that it  provides each such employee with adequate 
means of subsistence and adequate job security;  
1.3.4. conclude a written agreement with the en terprise which, without prejudice to the 
authority's own responsibility for SIDs, should, in  particular, establish the specifications and 
directions referred to un der section 1.5 below and require the enterprise:  
1.3.4.1. to ensure that only the designated em ployees, who must have assumed strict 
obligations of confidential ity, are engaged in the produc tion of the blank SIDs;  
1.3.4.2. to take all necessary security measures fo r the transport of the blank SIDs from its 
premises to the premises of the issuing authorit y. Issuing agents cannot be absolved from the 
liability on the grounds that they ar e not negligent in  this regard;  
1.3.4.3. to accompany each consignment with a pr ecise statement of its contents; this 
statement should, in particular, specify the refe rence numbers of the SIDs in each package.  
1.3.5. ensure that the agreement includes a provis ion to allow for comple tion if the original 
contractor is unabl e to continue;  
1.3.6. satisfy itself, before signing the agreement, that the enterp rise has the means of properly 
performing all the above obligations.  
1.4. If the blank SIDs are to be supplied by an authority or enterprise  outside the Member's 
territory, the competent authority of the Member  may mandate an approp riate authority in the 
foreign country to ensure that the requirem ents recommended in this section are met.  
1.5. The competent authority  should inter alia:  
1.5.1. establish detailed specificatio ns for all materials to be used in the production of the 
blank SIDs; these materials should conform to th e general specifications set out in Annex I to 
this Convention;  
1.5.2. establish precise specifications  relating to the form and content of the blank SIDs as set 
out in Annex I;  
1.5.3. ensure that the specifications  enable uniformity in the prin ting of blank SIDs if different 
printers are subsequently used;  
1.5.4. provide clear directions for the generation  of a unique document number to be printed 
on each blank SID in a sequential manner in accordance with Annex I; and  
1.5.5. establish precise specifica tions governing the custody of  all materials during the 
production process.  
2. Custody, handling and accountability for blank and completed SIDs  
 
IT 23   IT 2.1. All operations relating to the issuance proc ess (including the custody of blank, voided 
and completed SIDs, the implements and materials for completing them, the processing of 
applications, the issuance of SIDs, the maintena nce and the security of databases) should be 
carried out under the direct cont rol of the issuing authority.  
2.2. The issuing authority should prepare an apprai sal of all officials in volved in the issuance 
process establishing, in the case of each of them, a record of reliability, trustworthiness and 
loyalty.  
2.3. The issuing authority should ensure that no o fficials involved in th e issuance process are 
members of the same immediate family.  
2.4. The individual responsibilities of the officials involved in th e issuance process should be 
adequately defined by the issuing authority.  
2.5. No single official should be responsible for carrying out all the opera tions required in the 
processing of an application for a SID and the preparation of the corresponding SID. The 
official who assigns applications  to an official responsible for issuing SIDs should not be 
involved in the issuance process.  There should be a rotation in the officials a ssigned to the 
different duties related to th e processing of applications and the issuance of SIDs.  
2.6. The issuing authority should draw up internal rules ensuring:  
2.6.1. that the blank SIDs are kept secured and rele ased only to the extent necessary to meet 
expected day-to-day oper ations and only to the officials re sponsible for completing them into 
personalized SIDs or to any sp ecially authorized official, a nd that surplus blank SIDs are 
returned at the end of each day; measures to  secure SIDs should be understood as including 
the use of devices for the prevention of una uthorized access and dete ction of intruders;  
2.6.2. that any blank SIDs used as specimens are defaced and marked as such;  
2.6.3. that each day a record, to be stored in a safe place, is maintained  of the whereabouts of 
each blank SID and of each personalized SID that  has not yet been issued, also identifying 
those that are secured and those that are in the possession of a specified o fficial or officials; 
the record should be maintained by an offici al who is not involved in the handling of the 
blank SIDs or SIDs that ha ve not yet been issued;  
2.6.4. that no person should have access to the blank SIDs and to the implements and 
materials for completing them other than the officials responsible for completing the blank 
SIDs or any specially authorized official;  
2.6.5. that each personalized SID is  kept secured and released only to the official responsible 
for issuing the SID or to any specially authorized official;  
2.6.5.1. the specially authorized o fficials should be limited to:  
(a) persons acting under the written authorization of the executive head of the au thority or of 
any person officially represen ting the executive head, and  
(b) the controller referred to in section 5 below and persons appointed to carry out an audit or 
other control;  
2.6.6. that officials are strictly prohibited from any involvement in the issuance process for a 
SID applied for by a member of their family or a close friend;  
 
IT 24   IT 2.6.7. that any theft or attempted th eft of SIDs or of implements or materials for personalizing 
them should be promptly reported to th e police authorities for investigation.  
2.7. Errors in the issuance pro cess should invalidate the SID concerned, which may not be 
corrected and issued.  
3. Processing of applications; suspension or withdrawal of SIDs; appeal procedures  
3.1. The issuing authority should en sure that all officials with  responsibility concerning the 
review of applications for SIDs have received relevant training in fraud detection and in the 
use of computer technology.  
3.2. The issuing authority should draw up rules en suring that SIDs are issued only on the basis 
of: an application completed and signed by the s eafarer concerned; proof of identity; proof of 
nationality or permanent resi dence; and proof that the applicant is a seafarer.  
3.3. The application should contain all the information specified as mandatory in Annex I to 
this Convention. The application form should re quire applicants to note that they will be 
liable to prosecution and penal sanctions if they  make any statement that they know to be 
false.  
3.4. When a SID is first applied for, and whenev er subsequently considered necessary on the 
occasion of a renewal:  
3.4.1. the application, completed except for th e signature, should be presented by the 
applicant in person, to an official designated by the issuing authority;  
3.4.2. a digital or original photograph and the biom etric of the applicant should be taken under 
the control of the designated official;  
3.4.3. the application should be signed in the presence of the designated official;  
3.4.4. the application should then be transmitted by the designated official directly to the 
issuing authority for processing.  
3.5. Adequate measures should be adopted by the i ssuing authority to ensu re the security and 
the confidentiality of the digital or or iginal photograph and the biometric.  
3.6. The proof of identity provided by the applic ant should be in accordance with the laws and 
practice of the issuing State. It may consist of  a recent photograph of the applicant, certified 
as being a true likeness of him or her by the shipowner or shipma ster or other employer of the 
applicant or the director  of the applicant's training establishment.  
3.7. The proof of nationality or permanent reside nce will normally consist of the applicant's 
passport or certificate of admi ssion as a permanent resident.  
3.8. Applicants should be asked to declare all other nationalities that  they may possess and 
affirm that they have not been issued with and have not applied fo r a SID from any other 
Member.  
3.9. The applicant should not be issued with a SID for so long as he or she possesses another 
SID.  
 
IT 25   IT 3.9.1. An early renewal system should apply in ci rcumstances where a se afarer is aware in 
advance that the period of  service is such that he or she w ill be unable to make his or her 
application at the date of expiry or renewal;  
3.9.2. An extension system should apply in circ umstances where an extension of a SID is 
required due to an unforeseen extens ion of the period of service;  
3.9.3. A replacement system should apply in circumstances where a SID is lost. A suitable 
temporary document can be issued.  
3.10. The proof that the applicant is a seafarer , within the meaning of  Article 1 of this 
Convention should at least consist of:  
3.10.1. a previous SID, or a seafarers' discharge book; or  
3.10.2. a certificate of competency, qualifica tion or other releva nt training; or  
3.10.3. equally cogent evidence.  
3.11. Supplementary proof should be sought where deemed appropriate.  3.12. All applications shoul d be subject to at least the foll owing verifications by a competent 
official of the issuing authority of SIDs:  
3.12.1. verification that the application is comp lete and shows no inconsistency raising doubts 
as to the truth of the statements made;  
3.12.2. verification that the details given an d the signature corre spond to those on the 
applicant's passport or other reliable document;  
3.12.3. verification, with the passport authority or other competent authority, of the 
genuineness of the passport or other document produced; where there is  reason to doubt the 
genuineness of the passport, the original should be  sent to the authority concerned; otherwise, 
a copy of the relevant pages may be sent;  
3.12.4. comparison of the photograph provided, where appropriate, with the digital 
photograph referred to in section 3.4.2 above;  
3.12.5. verification of the apparent genuineness of the certification referred to in section 3.6 
above;  
3.12.6. verification that the proof referred to in s ection 3.10 substantiates th at the applicant is 
indeed a seafarer;  
3.12.7. verification, in the database referred to in Article 4 of th e Convention, to ensure that a 
person corresponding to the applican t has not already been  issued with a SID;  if the applicant 
has or may have more than one nationality or any permanent residence outside the country of 
nationality, the necessary inquiries should also be  made with the competent authorities of the 
other country or countries concerned;  
3.12.8. verification, in any relevant national or international data base that may be accessible 
to the issuing authority, to ensure that a person corresponding to the applicant does not 
constitute a possible security risk.  
 
IT 26   IT 3.13. The official referred to in section 3.12 ab ove should prepare brief notes for the record 
indicating the results of each of the above verifi cations, and drawing atten tion to the facts that 
justify the conclusion that th e applicant is a seafarer.  
3.14. Once fully checked, the application, accomp anied by the supporting documents and the 
notes for the record, should be forwarded to th e official responsible for completion of the SID 
to be issued to the applicant.  
3.15. The completed SID, accompanied by the related file in the issuing authority, should then 
be forwarded to a senior official of that authority for approval.  
3.16. The senior official should give  such approval only if  satisfied, after revi ew of at least the 
notes for the record, that the procedures have been properly followed and that the issuance of 
the SID to the applicant is justified.  
3.17. This approval should be given in writing and be accompanied by explanations 
concerning any features of the applicati on that need special consideration.  
3.18. The SID (together with the passport or si milar document provided) should be handed to 
the applicant directly against receipt, or sent to the applicant or, if the latter has so requested, 
to his or her shipmaster or employer in both cases by reliable postal communication requiring 
advice of receipt.  
3.19. When the SID is issued to the applicant, the pa rticulars specified in Annex II to the 
Convention should be entered in the database referred to in Article 4 of the Convention.  
3.20. The rules of the issuing authority should  specify a maximum period for receipt after 
dispatch. If advice of re ceipt is not received with in that period and afte r due notification of the 
seafarer, an appropriate annota tion should be made in the database and the SID should be 
officially reported as lost and the seafarer informed.  
3.21. All annotations to be made, such as, in pa rticular, the brief notes  for the record (see 
section 3.13 above) and the explanations referred to in section 3.17, should be kept in a safe 
place during the period of validity of the SID and for three years afterwards. Those 
annotations and explanations required by se ction 3.17 should be reco rded in a separate 
internal database, and rendered accessible: (a ) to persons responsible for monitoring 
operations; (b) to officials involve d in the review of applications  for SIDs; and (c) for training 
purposes.  
3.22. When information is received suggesting that a SID was wrongly issued or that the 
conditions for its issue are no longer applicable, the matter should be promptly notified to the 
issuing authority with a view  to its rapid withdrawal.  
3.23. When a SID is suspended or withdrawn th e issuing authority should immediately update 
its database to indicate that this  SID is not currently recognized.  
3.24. If an application for a SID is refused or a decision is taken to suspend or withdraw a 
SID, the applicant should be officially inform ed of his or her right of appeal and fully 
informed of the reas ons for the decision.  
3.25. The procedures for appeal should be as rapi d as possible and consistent with the need 
for fair and complete consideration.  
4. Operation, security and ma intenance of the database  
 
IT 27   IT 4.1. The issuing authority should make the nece ssary arrangements and rules to implement 
Article 4 of this Convention, ensuring in particular:  
4.1.1. the availability of a focal point or electronic access over 24 hours a day, seven days a 
week, as required under paragraphs 4, 5 a nd 6 of Article 4 of the Convention;  
4.1.2. the security of the database;  
4.1.3. the respect for individual rights in the st orage, handling and communication of data;  
4.1.4. the respect for the seafarer's right to verify the accuracy of data relating to him or her 
and to have corrected, in a timely manner, any inaccuracies found.  
4.2. The issuing authority should draw up adequa te procedures for pr otecting the database, 
including:  
4.2.1. a requirement for the regular cr eation of back-up copies of the database, to be stored on 
media held in a safe location away from the premises of the issuing authority;  
4.2.2. the restriction to specially authorized offi cials of permission to access or make changes 
to an entry in the database once the entry ha s been confirmed by the official making it.  
5. Quality control of procedures and periodic evaluations  
5.1. The issuing authority should appoint a senior official of recognized integrity, loyalty and 
reliability, who is not involved in the custody or handling of SIDs, to  act as controller:  
5.1.1. to monitor on a continuous basis the implem entation of these minimum requirements;  
5.1.2. to draw immediate attention to any shortcomings in the implementation;  
5.1.3. to provide the executive head and the c oncerned officials with advice on improvements 
to the procedures for the issuance of SIDs; and  
5.1.4. to submit a quality-control re port to management on the a bove. The controller should, if 
possible, be familiar with all the operations to be monitored.  
5.2. The controller should report directly to the executive head  of the issuing authority.  
5.3. All officials of the issuing authority, incl uding the executive head, should be placed under 
a duty to provide the controller with all docum entation or information that the controller 
considers relevant to the perfor mance of his or her tasks.  
5.4. The issuing authority should make appropriate  arrangements to ensure that officials can 
speak freely to the controller w ithout fear of victimization.  
5.5. The terms of reference of the controller should  require that particular  attention be given to 
the following tasks:  
5.5.1. verifying that the resources, premises, equipment and staff are sufficient for the 
efficient performance of the functio ns of the issuing authority;  
5.5.2. ensuring that the arrangements for the safe custody of the blank and completed SIDs are 
adequate;  
 
IT 28   IT 5.5.3. ensuring that adequate rules, arrangements or procedures are in place in accordance 
with sections 2.6, 3.2, 4 and 5.4 above.  
5.5.4. ensuring that those rules a nd procedures, as well as arra ngements, are well known and 
understood by the officials concerned;  
5.5.5. detailed monitoring on a random basis of each  action carried out, including the related 
annotations and other records, in processing  particular cases, from the receipt of the 
application for a SID to the end of the procedure for its issuance;  
5.5.6. verification of the efficacy of the security measures used for the custody of blank SIDs, 
implements and materials;  
5.5.7. verification, if necessary with the aid of a tr usted expert, of the secu rity and veracity of 
the information stored electronically and that the requirement for 24 hours a day, seven days a 
week access is maintained;  
5.5.8. investigating any reliable report of a possi ble wrongful issuance of a SID or of a 
possible falsification or fraudul ent obtention of a SID, in orde r to identify any internal 
malpractice or weakness in systems that coul d have resulted in or assisted the wrongful 
issuance or falsification or fraud;  
5.5.9. investigating complaints alleging inadequate access to the details in  the database given 
the requirements of paragraphs 2, 3 and 5 of Ar ticle 4 of the Conventi on, or inaccuracies in 
those details;  
5.5.10. ensuring that reports identifying improvement s to the issuance pro cedures and areas of 
weakness have been acte d upon in a timely and effective manner by the executive head of the 
issuing authority;  
5.5.11. maintaining records of quality-control checks that have been carried out;  
5.5.12. ensuring that management re views of quality-control checks have been performed and 
that records of such re views are maintained.  
5.6. The executive head of the issuing authorit y should ensure a periodic evaluation of the 
reliability of the issuance system and procedures, and of their conformity with the 
requirements of this Convention. Such evaluatio n should take into account the following:  
5.6.1. findings of any audits of the issuance system and procedures;  
5.6.2. reports and findings of investigations and of other indicatio ns relevant to the 
effectiveness of corrective acti on taken as a result of reported  weaknesses or breaches of 
security;  
5.6.3. records of SIDs issued, lost, voided or spoiled;  
5.6.4. records relating to the f unctioning of quality control;  
5.6.5. records of problems with respec t to the reliability or securi ty of the electronic database, 
including inquiries made  to the database;  
5.6.6. effects of changes to the issuance system and procedures resul ting from technological 
improvements or innovations in the SID issuance procedures;  
 
IT 29   IT 5.6.7. conclusions of management reviews;  
5.6.8. audit of procedures to ensure  that they are applied in a manner consistent with respect 
for fundamental principles and rights at wo rk embodied in relevant ILO instruments.  
5.7. Procedures and processes shou ld be put in place to preven t unauthorized disclosure of 
reports provided by other Members.  
5.8. All audit procedures and processes should ensure that the production techniques and 
security practices, including the stock contro l procedures, are sufficient to meet the 
requirements of this Annex.