Proposal for a Council Decision authorising Member States to ratify in the interests of the Community the Seafarers' Identity Documents Convention of the International Labour Organization (Convention 185)
Date: 2004-07-30
Institutions: European Commission
Subjects: EU visa policy, International Labour Organisation, admission of aliens, crew, identity document, international convention, maritime safety, ratification of an agreement

COMMISSION OF THE EUROPEAN COMMUNITIES 

Brussels, 30.07.2004 
COM(2004) 530 final 

2004/0180 (CNS) 

Proposal for a 

COUNCIL DECISION 

authorising Member States to ratify in the interests of the Community the Seafarers' 
Identity Documents Convention of the International Labour Organization 
(Convention 185) 

(presented by the Commission) 

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EXPLANATORY MEMORANDUM 

Objective 

1. 

2. 

3. 

4. 

Convention 185 of the International Labour Organization (hereinafter called the ILO) 
on seafarers' identity documents (revised) (hereinafter called “the Convention”) was 
adopted on 19 June 2003 by the General Conference of the ILO convened in Geneva 
by the Governing Body of the International Labour Office at its 91st session. 

The ultimate aim of the Convention is to improve the system of identifying seafarers 
as a necessary means of ensuring a balance between security in the shipping sector 
and the promotion of decent living and working conditions for seafarers. 

In order to attain these objectives, the Convention lays down  certain  rules on visas 
for seafarers taking shore leave; it also refers to the entry of seafarers into Member 
States’ territory, notably in the event of transit, transfer or repatriation. However, in 
accordance  with  Title  IV  of  the  Treaty  establishing  the  European  Community 
(hereinafter  called  “the  Treaty”),  competence  over  visas 
is  a  Community 
competence, which has been exercised. 

In this context and in order to ensure compliance with the sharing of competences as 
laid down by the Treaty, the Commission proposes in the present document that the 
Council should authorise those Member States which are bound by Community rules 
in the area of visas to ratify the Convention in the interests of the Community.  

ILO Convention 185 on seafarers' identity documents  

5. 

6. 

7. 

8. 

9. 

The Convention is in keeping with the core mandate of the ILO, which is to promote 
decent conditions of work for seafarers, and takes account of the fact that, given the 
global nature of the shipping industry, seafarers need special protection. 

The Convention seeks to make seafarers’ identity documents more secure as a means 
of  ensuring  an  important  balance  between  strengthening  the  security  of  maritime 
transport and simplifying the conditions under which seafarers take shore leave in a 
country other than that of which they are a national. 

Against this background, the Convention sets up a more secure system of identifying 
seafarers  by  including  biometric  factors,  and  as  a  result  the  measure  of  flexibility 
introduced by the Convention is not achieved at the expense of security. 

The  Convention  recognises  the  principles  embodied  in  the  Seafarers'  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. 

The  point  of  departure  of  this  instrument  is  that  seafarers  work  and  live  on  ships 
involved in international trade and that access to shore facilities and shore leave are 
vital  elements  of  seafarers'  general  well-being  and  therefore  help  to  promote  safer 
shipping. 

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10. 

11. 

12. 

13. 

14. 

1  

2 

3 

In this context, the Convention lays down certain rules on visas for seafarers taking 
shore  leave.  Point  6  of  Article  6  of  the  Convention,  as  revised,  thus  provides  that 
“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 arrangements that  are substantially 
equivalent”.  

Point  7  of  Article  6  of  the  Convention  covers  the  situations  of  transit,  transfer  and 
repatriation of seafarers, providing that “Each Member for which this Convention is 
in force shall, in the shortest possible time, also permit the entry into its territory of 
seafarers  holding  a  valid  seafarers'  identity  document  supplemented  by  a  passport, 
when entry is requested for the purpose of: 

(a) joining their ship or transferring 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”.  

Title IV of the Treaty, “Visas, asylum, immigration and other policies related to free 
movement of persons”, introduces general Community competence over all elements 
of policy  regarding  visas, for both short and long stays (Article 62, point 2(b), and 
Article 63, points 3 and 4, of the Treaty respectively). In particular, Article 62, point 
2(b)(i), provides that measures concerning the list of third countries whose nationals 
must be in possession of visas when crossing the external borders and those whose 
nationals are exempt from that requirement are within the field of competence of the 
European Community. 

The  Community  has  already  exercised  its  competence  in  this  area  by  adopting 
Council Regulation (EC) No 539/2001 of 15 March 20011 listing the third countries 
whose  nationals  must  be  in  possession  of  visas  when  crossing  the  external  borders 
and those whose nationals are exempt from that requirement. 

The Treaty of Amsterdam integrated, as soon as it entered into force, the Schengen 
acquis  into  the  framework  of  the  European  Union2.  The  Schengen  acquis  includes 
provisions on short-stay visa policy the legal basis of which is Article 62, point 2(b), 
of the Treaty3.  

OJ L 81, 21.3.2001, amended by Council Regulations (EC) No 2414/2001 of 7 December 2001 and No 
453/2003 of 6 March 2003. 
Protocol  integrating  the  Schengen  acquis  into  the  framework  of  the  European  Union,  annexed  to  the 
Treaty  on  European  Union  and  to  the  Treaty  establishing  the  European  Community,  OJ  C  340, 
10.11.1997. 
Council Decision 1999/435/EC of 20 May 1999 concerning the definition of the Schengen acquis for 
the  purpose  of  determining,  in  conformity  with  the  relevant  provisions  of  the  Treaty  establishing  the 
European Community and the Treaty on European Union, the legal basis for each of the provisions or 
decisions which constitute the acquis, OJ L 176, 10.7.1999, p. 1, and Council Decision 1999/436/EC of 
20  May  1999  determining,  in  conformity  with  the  relevant  provisions  of  the  Treaty  establishing  the 
European Community and the Treaty on European Union, the legal basis for each of the provisions or 
decisions which constitute the Schengen acquis, OJ L 176, 10.7.1999, p. 17. In accordance with Article 
1(2)  of  Council  Decision  1999/435,  the  instruments  constituting  the  Schengen  acquis  have  been 
published (OJ L 239, 22.9.2000). 

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15. 

16. 

More particularly, points 6.5.2 et 6.5.4 of Part II of the Common Manual on external 
borders4  apply  respectively  to  the  conditions  under  which  seafarers  may  go  ashore 
and the circumstances in which they may enter the territory of the Member States in 
situations of transit, transfer and repatriation.  

In  fact,  in  accordance  with  the  AETR  case  law  of  the  Court  of  Justice  on  external 
competence, Member States are no longer free to ratify on their own initiative ILO 
Convention  185  on  seafarers'  identity  documents  as  its  provisions  concerning  the 
exemption of seafarers from the visa requirement for purposes of shore leave and the 
reference  to  the  conditions  governing  the  entry  of  seafarers  into  the  territory  of 
Member States for purposes of transit, transfer or repatriation affect the exercise of 
the Community’s competence in this area. 

Proposal of the Commission  

17. 

18. 

19. 

20. 

21. 

22. 

4 

In the light of the above considerations, application of the Community rules on visas 
should be preserved and a clear signal should be given to the rest of the world about 
the importance the Community attaches to the Convention. 

An  approach  combining  these  two  factors  would  be  fully  in  keeping  with  the 
Convention’s  objective,  which  is,  while  providing  guarantees  as  to  the  identity  of 
seafarers,  to  facilitate  their  entry  into  the  territory  of  Member  States  bound  by  the 
Community  rules  on  visas,  and  it  would  enable  those  Member  States  to  attain  the 
Convention’s aims. 

It  follows  from  the  ILO’s  operating  rules  that  the  process  of  signature  before 
ratification  which  exists  in  other  forums  is  replaced  here  by  a  voting  procedure 
(which  took  place  at  the  International  Conference  in  June)  which  is  equivalent  to 
signature, but the Convention has not yet entered into force. The Commission did not 
take  part  in  the  negotiations,  although  it  was  present  as  an  observer.  States  and 
employers’ and workers’ delegates took part in the negotiations and the vote on the 
adoption of the Convention. Only States may accede to the Convention. 

The  Commission  has  taken  note  of  the  favourable  vote  of  those  Member  States 
which took part in the negotiations on the Convention on the ground of its usefulness 
in promoting satisfactory working conditions for seafarers, as well as of the need for 
it to enter into force at the earliest opportunity.  

In  view  of  the  fact  that  competence  over  visas  is  a  Community  competence,  the 
Commission  proposes  in  the  present  document  that  the  Council  should  authorise 
those Member States which are bound by Community rules in this area to ratify the 
Convention in the interests of the Community.  

This departure from the normal manner of exercising Community competence under 
Article 300  of  the  Treaty  establishing  the  European  Community  can  be  justified 
exceptionally  by  the  importance  of  the  Convention  to  seafarers  and  by  the  need  to 

Decision SCH/Com-ex(99)13 of 28 April 1999 on the definitive versions of the Common Manual and 
the  Common  Consular  Instructions  for  the  diplomatic  missions  and  consular  posts  (OJ  L  239, 
22.9.2000, p. 317). A revised version of the Manual was published – minus certain confidential annexes 
- in OJ C 313, 16.12.2002, p. 97. 

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23. 

24. 

25. 

26. 

ensure  that  it  enters  into  force  as  quickly  as  possible.  This  Decision  must 
nevertheless remain exceptional and must in no way form a precedent for the future.  

The  present  Decision  will  therefore  enable  Member  States  to  take  without  further 
delay  all  the  steps  necessary  for  ratification.  What  is  more,  common  ratification 
arrangements  may  be  envisaged  to  show  the  rest  of  the  world  the  importance  the 
Community attaches to the Convention.  

In accordance with Article 4 of the Protocol on the position of Denmark annexed to 
the  Treaty  on  European  Union  and  to  the  Treaty  establishing  the  European 
Community,  that  Member  State  applies  measures  determining  the  third  countries 
whose nationals must be in possession of a visa when crossing the external borders 
and  measures  relating  to  a  uniform  format  for  visas.  This  Decision  is  accordingly 
also addressed to Denmark.  

Pursuant  to  Article  1  of  the  Protocol  on  the  position  of  the  United  Kingdom  and 
Ireland annexed to the Treaty on European Union and to the Treaty establishing the 
European Community, and without prejudice to Article 4 of that Protocol, the present 
Decision applies neither to Ireland nor to the United Kingdom. 

The  present  Decision  is  to  be  considered  a  development  of  the  Schengen  acquis  as 
defined in Annex A to the agreement signed on 18 May 1999 between the Council, 
Norway and Iceland in order to associate those two States with the implementation, 
application and development of the Schengen acquis5.  

5 

OJ L 176, 10.7.1999, p. 35. 

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2004/0180 (CNS) 

Proposal for a 

COUNCIL DECISION 

authorising Member States to ratify in the interests of the Community the Seafarers' 
Identity Documents Convention of the International Labour Organization 
(Convention 185) 

THE COUNCIL OF THE EUROPEAN UNION,  

Having  regard  to  the  Treaty  establishing  the  European  Community,  and  in  particular 
Article 62(2)(b)(i)  and  the  first  sentence  of  the  first  subparagraph  of  Article  300(2)  and  the 
first subparagraph of Article 300(3) thereof, 

Having regard to the proposal from the Commission6, 

Having regard to the opinion of the European Parliament7, 

Whereas: 

(1) 

(2) 

(3) 

(4) 

(5) 

(6) 

The  European  Community  is  working  towards  the  establishment  of  an  area  of 
freedom, security and justice based inter alia on a common visa policy. 

Convention  185  of  the  International  Labour  Organization  (hereinafter  called  “the 
ILO”) on seafarers' identity documents (revised) was adopted on 19 June 2003 by the 
General  Conference  of  the  ILO  convened  in  Geneva  by  the  Governing  Body  of  the 
International Labour Office. 

The above-mentioned Convention makes a valuable contribution to improving security 
in  the  shipping  sector  at  international  level  and  to  promoting  decent  living  and 
working conditions for seafarers, and it is therefore desirable that its provisions should 
be applied at the earliest opportunity. 

Some articles of the Convention fall within the Community’s competence in the area 
of visas. 

The Community cannot ratify the Convention, as only Member States can be parties 
thereto. 

The Council should therefore authorise those Member States which are bound by the 
Community  rules  on  visas  based  on  Article  62(2)(b)(i)  of  the  Treaty  to  ratify  the 

6 
7 

OJ C […], […], p […]. 
OJ C […], […], p […]. 

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Convention in the interests of the Community, under the conditions laid down in this 
Decision. 

(7) 

(8) 

In  accordance  with  Article  1  of  the  Protocol  on  the  position  of  the  United  Kingdom 
and Ireland annexed to the Treaty on European Union and to the Treaty establishing 
the  European  Community,  Ireland  and  the  United  Kingdom  are  not  parties  to  the 
adoption  of  this  Decision.  Consequently,  and  without  prejudice  to  Article  4  of  the 
Protocol, this Decision applies neither to Ireland nor to the United Kingdom. 

In accordance  with  Article 4 of the  Protocol on the position of Denmark annexed to 
the  Treaty  on  European  Union  and  to  the  Treaty  establishing  the  European 
Community, Denmark is an addressee of this Decision, 

HAS ADOPTED THIS DECISION: 

Article 1 

The  Member  States  are  authorised  to  ratify  the  Seafarers'  Identity  Documents  Convention, 
adopted on 19 June 2003. 

The text of the Convention is attached to this Decision. 

Article 2 

1. 
The  Member  States  shall  take  the  necessary  steps  to  deposit  simultaneously  their 
instruments  of  ratification  of  the  Convention  with  the  Director-General  of  the  International 
Labour Office before 1 December 2005. 

2. 
The Member States shall coordinate with the Commission within the Council before 1 
June 2005 in order to set the date and the precise arrangements for the simultaneous deposit 
foreseen in paragraph 1. 

Article 3 

This Decision is addressed to the Member States in accordance with the Treaty establishing 
the European Community. 

Done at Brussels,  

For the Council 
The President 

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ANNEX 

C185 Seafarers' Identity Documents Convention (Revised), 2003  

Convention  revising  the  Seafarers'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 Convention was adopted after 1985 and is considered up 
to date.  

The General Conference of the International Labour Organization,  

Having been convened at Geneva by the Governing Body of the International 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 and the safety of ships, to the national interest 
of States and to individuals, and  

Mindful also of the core mandate of the Organization, 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 Seafarers' 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  Facilitation  of  International  Maritime  Traffic,  1965,  as 
amended, of the International Maritime Organization, 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 human rights, refugee and humanitarian law, and  

Being  aware  that  seafarers  work  and  live  on  ships  involved  in  international  trade  and  that 
access  to  shore  facilities  and  shore  leave  are  vital  elements  of  seafarers'  general  well-being 
and, therefore, to the achievement of safer 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 Convention for the Safety of Life at Sea, 1974, as 
amended,  concerning  special  measures  to  enhance  maritime  safety  and  security,  that  were 
adopted by the International Maritime Organization Diplomatic Conference on 12 December 
2002, and  

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Having decided upon the adoption of certain proposals with regard to the improved security 
of seafarers' identification, which is the seventh item on the agenda of the session, and  

Having  decided  that  these  proposals  shall  take  the  form  of  an  international  Convention 
revising the Seafarers' Identity 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 Seafarers' Identity Documents Convention (Revised), 
2003.  

Article 1  

SCOPE  

1. For the purposes of this Convention, the term 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 whether any categories of persons are to be regarded as seafarers 
for the purpose of this Convention, the question 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  organizations  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  Convention,  the  issuance  of  seafarers'  identity 
documents  may  be  subject  to  the  same  conditions  as  those  prescribed  by  national  laws  and 
regulations for the issuance 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  that  seafarers'  identity  documents  are  issued  without  undue 
delay.  

5. Seafarers shall have the right to an administrative 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  

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CONTENT AND FORM  

1. The seafarers' identity document covered by this Convention shall 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 specifications set out in the model, which shall be based 
on the criteria  set out below. Provided that  any  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  technological  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 designed 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 falsification, as far as possible, and enable easy 
detection of alterations; and  

(b)  be  generally  accessible  to  governments  at  the  lowest  cost  consistent  with  reliably 
achieving the purpose set out in (a) above.  

3.  Members  shall  take  into  account  any  available  guidelines  developed  by  the  International 
Labour Organization on standards of the technology to be used which will facilitate the use of 
a common international standard.  

4. The seafarers' identity document shall be no larger than a normal passport. 5. The seafarers' 
identity document shall contain the name of the issuing authority, indications enabling rapid 
contact  with  that  authority,  the  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 the 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 seafarer'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 characteristics that may assist identification;  

(f) digital or original photograph; and  

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(g) signature.  

8. Notwithstanding paragraph 7 above, a template or other representation of a biometric of the 
holder  which  meets  the  specification  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 captured without any invasion of privacy of the persons concerned, 
discomfort to them, risk to their health or offence against their dignity;  

(b)  the  biometric  shall  itself  be  visible  on  the  document  and  it  shall  not  be  possible  to 
reconstitute it from the template or other representation;  

(c) the equipment needed for the provision and verification of the biometric 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  document  shall  be  visible. 
Seafarers  shall  have  convenient  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'  identity  document  shall  take  into  account  the 
relevant international standards 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 from interference or unauthorized access.  

2. The information contained in the 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  Annex  II  hereto,  which  may  be  amended  in  the 
manner  provided  for  in  Article  8  below,  taking  account  of  the  need  to  give  Members 
sufficient time to make any necessary revisions of their national database systems.  

3. Each Member shall put in place procedures which will enable any seafarer to whom it has 
issued a seafarers' identity document to examine and 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  competent  authorities  of  all  Members  of  the  Organization,  concerning 

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the authenticity and validity of the seafarers' identity document issued by its authority. Details 
of the permanent focal point shall be communicated to the International Labour Office, and 
the  Office  shall  maintain  a  list  which  shall  be  communicated  to  all  Members  of  the 
Organization.  

5. The details referred to in paragraph 2 above shall 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 point referred to in paragraph 4 above.  

6. For the purposes of this Convention, appropriate restrictions shall be established to ensure 
that  no data - in  particular, photographs - are exchanged, unless 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  and  procedures  for  the  issue  of  seafarers' 
identity  documents,  including  quality-control  procedures,  are  set  out  in  Annex  III  to  this 
Convention. These minimum requirements establish mandatory results that must be achieved 
by  each  Member  in  the  administration  of  its  system  for  issuance  of  seafarers'  identity 
documents.  

2. Processes and procedures shall be in place 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  documents  by  the  authority  and  unit  responsible  for 
issuing them and the delivery of the seafarers' identity documents;  

(d) the operation and maintenance of the database; and  

(e) the quality control of procedures 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 Members sufficient time to make any necessary 
revisions to their processes and procedures.  

4. Each Member shall carry out an independent evaluation of the administration of its system 
for issuing seafarers' identity documents, including quality-control procedures, at least every 
five years. Reports on such evaluations, subject to the removal of any confidential material, 
shall be provided to the Director-General of the International Labour Office with a copy to the 
representative  organizations  of  shipowners  and  seafarers  in  the  Member  concerned.  This 
reporting requirement shall be without prejudice to the obligations of Members under article 
22 of the Constitution of the International Labour Organisation.  

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5. The International Labour Office shall make these evaluation reports available to Members. 
Any disclosure, other than those authorized by this Convention, shall require the consent of 
the reporting Member.  

6. The Governing Body of the International Labour Office, acting 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 requirements 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 particular, Members shall be promptly notified where 
the inclusion of any Member on the list is contested on solid grounds 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  excluded  from  the  list,  as  well  as  interested 
governments  of 
representative  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.  

ratifying  Members  and 

9.  The  recognition  of  seafarers'  identity  documents  issued  by  a  Member  is  subject  to  its 
compliance with the minimum requirements referred to in paragraph 1 above.  

Article 6  

FACILITATION OF SHORE LEAVE 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 seafarers' identity document.  

2. The verification and any related inquiries and formalities 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  accordance  with  the  requirements  of  this  Convention 
shall be at no cost to the seafarers or shipowners.  

Shore leave  

3. Verification and any related inquiries 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  authenticity  of  the  seafarers'  identity  document, 
permit  the  entry  into  its  territory  of  a  seafarer  holding  a  valid  seafarer's  identity  document, 
when entry is requested for temporary shore 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.  

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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 arrangements 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  seafarers  holding  a  valid  seafarers'  identity  document 
supplemented by a passport, when entry is requested for the purpose of:  

(a) joining their ship or transferring 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 grounds exist for doubting the authenticity of the 
seafarers' identity document, provided that the competent authorities have no reason to refuse 
entry on grounds of public health, public safety, 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  satisfactory  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 considered 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 master of the ship concerned, with the seafarer's 
written consent.  

2. The seafarers' identity document shall be promptly 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 withdrawing seafarers' identity documents shall be 
drawn up in consultation with the representative shipowners' and seafarers' organizations and 
shall include procedures for 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 Organization. The decision shall require a 
majority of two-thirds of the votes cast by the delegates present at the Conference, including 
at least half the Members that have ratified this Convention.  

2.  Any  Member  that  has  ratified  this  Convention  may  give  written  notice  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  

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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 Member shall be treated for the purposes of this 
Convention as a seafarers' identity document issued under it provided that the requirements of 
Articles  2  to  5  of  this  Convention  are  fulfilled  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 shall be communicated to the 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 force for any Member six months after the date 
on which its ratification has been registered.  

Article 13  

1. A Member which has ratified this Convention may denounce it after the expiration of ten 
years from the date on which the Convention first comes into force, by an act communicated 
to  the  Director-General  for  registration.  Such  denunciation  shall  take  effect  twelve  months 
after the date on which it is registered.  

2.  Each  Member  which  has  ratified  this  Convention  and  which  does  not,  within  the  year 
following  the  expiration  of  the  period  of  ten  years  mentioned  in  the  preceding  paragraph, 
exercise  the  right  of  denunciation  provided  for  in  this  Article,  shall  be  bound  for  another 
period  of  ten  years  and,  thereafter,  may  denounce  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  Members  of  the  registration  of  all  ratifications, 
declarations and acts of denunciation 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.  

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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 notifications relating thereto.  

Article 15  

The Director-General of the International Labour 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 ratifications, declarations and acts of denunciation 
registered  by  the  Director-General  in  accordance  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 Conference the question of its 
revision in whole or in part, taking account also of the 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 Convention 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  far  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 issuing State and the following statement:  

"This  document  is  a  seafarers'  identity  document  for  the  purpose  of  the  Seafarers'  Identity 
Documents  Convention  (Revised),  2003,  of  the  International  Labour  Organization.  This 
document is a stand-alone document and not a passport."  

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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,  use  of  special  inks,  special  colour  designs, 
perforated images, holograms, laser engraving, micro-printing, and heat-sealed lamination.  

Data to be entered on the data page(s) of the seafarers' 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 photograph of seafarer ---------  

(a) Full name of seafarer:  

(b) Sex:  

(c) Date and place of birth:  

(d) Nationality:  

(e) Any special physical characteristics of seafarer that may assist identification:  

(f) Signature:  

(g) Date of expiry:  

(h) Type or designation of document:  

(i) Unique document number:  

(j) Personal identification number (optional):  

(k) Biometric template based on a fingerprint printed as numbers in a bar code conforming to 
a standard to be developed:  

(l) A machine-readable zone conforming to ICAO specifications in Document 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 national language is other than English, French or Spanish, the captions 
shall also be entered in one of these languages.  

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The Roman alphabet should be used for all entries in this document.  

The information listed above shall have 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 shall correspond to the links to the focal point 
referred to in the Convention.  

III. Date and place of issue: the date shall be written 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 portrait photograph: as in ICAO Document 9303 specified above -------  

(a) Full name of seafarer: where applicable, family 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 written 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 evident characteristics assisting identification;  

(f) Signature of seafarer;  

(g) Date of expiry: in two-digit Arabic numerals in the form day/month/year;  

(h) Type or designation of document: character code for document type, written in capitals in 
the Roman alphabet (S);  

(i) Unique document number: country code (see I above) followed by an alphanumeric book 
inventory number of no more than nine characters;  

(j)  Personal  identification  number:  optional  personal  identification  number  of  the  seafarer; 
identification number of no more than 14 alphanumeric characters;  

(k) Biometric template: precise specification 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 the 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  

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1. Issuing authority named on the identity document.  

2. Full name of seafarer as written on the identity document.  

3. Unique document number of the identity document.  

4. Date of expiry or suspension or withdrawal of the identity document.  

Section 2  

5. Biometric template appearing on the identity document.  

6. Photograph.  

7. Details of all inquiries made concerning 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  relating  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 and practices for achieving those results. 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 meet 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,  identified  and  tracked  during  the  production  and 
delivery processes;  

(d)  producers  have  the  means  of  properly  meeting  their  obligations  in  relation  to  the 
production and delivery of blank SIDs;  

(e) the transport of the blank SIDs from the producer to the issuing authority is secure.  

2. Custody, handling and accountability for blank and completed SIDs  

Processes  and  procedures  are  in  place  to  ensure  the  necessary  security  for  the  custody, 
handling and accountability for blank and completed SIDs, including the following:  

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(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  responsibilities  among  authorized  officials  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 the delivery of the SIDs, including:  

(a)  processes  for  verification  and  approval  ensuring  that  SIDs,  when  first  applied  for  and 
when renewed, are issued only on the basis of:  

(i) applications completed with all 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 seafarer 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 not issued with more than one SID,  

(vi) verification that the applicant 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 issuance of the SID,  

(ii) the  data, photograph,  signature and  biometric gathered  from  the applicant correspond to 
the applicant, and  

(iii)  the  data,  photograph,  signature  and  biometric  gathered  from  the  applicant  are  linked  to 
the application throughout the processing, issuance and delivery of the SID.  

(c)  prompt  action  is  taken  to  update  the  database  when  an  issued  SID  is  suspended  or 
withdrawn;  

(d)  an  extension  and/or  renewal  system  has  been  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;  

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(e)  the  circumstances  in  which  SIDs  may  be  suspended  or  withdrawn  are  established  in 
consultation with shipowners' and seafarers' organizations;  

(f) effective and transparent appeal procedures are in place.  

4. Operation, security and maintenance 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 tampering and from unauthorized access;  

(b) data are current, protected against loss of information 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 than authenticating the seafarers' identity;  

(d) the individual's rights are respected, including:  

(i)  the  right  to  privacy  in  the  collection,  storage,  handling  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 ensure the necessary security through the quality 
control  of  procedures  and  periodic  evaluations,  including  the  monitoring  of  processes,  to 
ensure that required performance standards are met, for:  

(i) production and delivery of blank SIDs,  

(ii) custody, handling and accountability for 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, security and maintenance of the database.  

(b) Periodic reviews are carried out to ensure the reliability of the issuance system and of the 
procedures and their conformity with the 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 procedures 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 production of blank SIDs to be issued by the Member.  

1.2.  If  the  blanks  are  to  be  produced  on  the  premises  of  the  authority  responsible  for  the 
issuance of SIDs ("the issuing authority"), section 2.2 below applies.  

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1.3. If an outside enterprise is selected, 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 authority with proof that demonstrates that there are 
adequate systems in place to ensure the reliability, trustworthiness 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  enterprise  which,  without  prejudice  to  the 
authority's own responsibility for SIDs, should, in particular, establish the specifications and 
directions referred to under section 1.5 below and require the enterprise:  

1.3.4.1.  to  ensure  that  only  the  designated  employees,  who  must  have  assumed  strict 
obligations of confidentiality, are engaged in the production of the blank SIDs;  

1.3.4.2.  to  take  all  necessary  security  measures  for  the  transport  of  the  blank  SIDs  from  its 
premises to the premises of the issuing authority. Issuing agents cannot be absolved from the 
liability on the grounds that they are not negligent in this regard;  

1.3.4.3.  to  accompany  each  consignment  with  a  precise  statement  of  its  contents;  this 
statement should, in particular, specify the reference numbers of the SIDs in each package.  

1.3.5. ensure that the agreement includes a provision to allow for completion if the original 
contractor is unable to continue;  

1.3.6. satisfy itself, before signing the agreement, that the enterprise 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 appropriate authority in the 
foreign country to ensure that the requirements recommended in this section are met.  

1.5. The competent authority should inter alia:  

1.5.1.  establish  detailed  specifications  for  all  materials  to  be  used  in  the  production  of  the 
blank SIDs; these materials should conform to the 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 printing 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  specifications  governing  the  custody  of  all  materials  during  the 
production process.  

2. Custody, handling and accountability for blank and completed SIDs  

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2.1.  All  operations  relating  to  the  issuance  process  (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 maintenance and the security of databases) should be 
carried out under the direct control of the issuing authority.  

2.2. The issuing authority should prepare an appraisal of all officials involved 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 officials involved in the issuance process are 
members of the same immediate family.  

2.4. The individual responsibilities of the officials involved in the issuance process should be 
adequately defined by the issuing authority.  

2.5. No single official should be responsible for carrying out all the operations 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  assigned  to  the 
different duties related to the 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 released only to the extent necessary to meet 
expected day-to-day operations and only to the officials responsible for completing them into 
personalized  SIDs  or  to  any  specially  authorized  official,  and  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 unauthorized access and detection 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 official or officials; 
the  record  should  be  maintained  by  an  official  who  is  not  involved  in  the  handling  of  the 
blank SIDs or SIDs that have 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 officials should be limited to:  

(a) persons acting under the written authorization of the executive head of the authority or of 
any person officially representing 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;  

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2.6.7. that any theft or attempted theft of SIDs or of implements or materials for personalizing 
them should be promptly reported to the police authorities for investigation.  

2.7.  Errors  in  the  issuance  process  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  ensure  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 ensuring that SIDs are issued only on the basis 
of: an application completed and signed by the seafarer concerned; proof of identity; proof of 
nationality or permanent residence; 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  require  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 whenever subsequently considered necessary on the 
occasion of a renewal:  

3.4.1.  the  application,  completed  except  for  the  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 biometric 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 issuing authority to ensure the security and 
the confidentiality of the digital or original photograph and the biometric.  

3.6. The proof of identity provided by the applicant 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 shipmaster or other employer of the 
applicant or the director of the applicant's training establishment.  

3.7. The proof of nationality or permanent residence will normally consist of the applicant's 
passport or certificate of admission 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  for  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.  

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3.9.1.  An  early  renewal  system  should  apply  in  circumstances  where  a  seafarer  is  aware  in 
advance  that  the  period  of  service  is  such  that  he  or  she  will  be  unable  to  make  his  or  her 
application at the date of expiry or renewal;  

3.9.2.  An  extension  system  should  apply  in  circumstances  where  an  extension  of  a  SID  is 
required due to an unforeseen extension 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, qualification or other relevant training; or  

3.10.3. equally cogent evidence.  

3.11. Supplementary proof should be sought where deemed appropriate.  

3.12. All applications should be subject to at least the following verifications by a competent 
official of the issuing authority of SIDs:  

3.12.1. verification that the application is complete and shows no inconsistency raising doubts 
as to the truth of the statements made;  

3.12.2.  verification  that  the  details  given  and  the  signature  correspond  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 section 3.10 substantiates that the applicant is 
indeed a seafarer;  

3.12.7. verification, in the database referred to in Article 4 of the Convention, to ensure that a 
person corresponding to the applicant 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 database that may be accessible 
to  the  issuing  authority,  to  ensure  that  a  person  corresponding  to  the  applicant  does  not 
constitute a possible security risk.  

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3.13. The official referred to in section 3.12 above should prepare brief notes for the record 
indicating the results of each of the above verifications, and drawing attention to the facts that 
justify the conclusion that the applicant is a seafarer.  

3.14. Once fully checked, the application, accompanied by the supporting documents and the 
notes for the record, should be forwarded to the 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 review 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 application that need special consideration.  

3.18. The SID (together with the passport or similar 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  particulars  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 receipt is not received within that period and after due notification of the 
seafarer,  an  appropriate  annotation  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  particular,  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  section  3.17  should  be  recorded  in  a  separate 
internal  database,  and  rendered  accessible:  (a)  to  persons  responsible  for  monitoring 
operations; (b) to officials involved 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 the 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  informed  of  his  or  her  right  of  appeal  and  fully 
informed of the reasons for the decision.  

3.25. The procedures for appeal should be as rapid as possible and consistent with the need 
for fair and complete consideration.  

4. Operation, security and maintenance of the database  

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4.1.  The  issuing  authority  should  make  the  necessary  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 and 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 storage, 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  adequate  procedures  for  protecting  the  database, 
including:  

4.2.1. a requirement for the regular creation 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 officials of permission to access or make changes 
to an entry in the database once the entry has 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 implementation 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 concerned officials with advice on improvements 
to the procedures for the issuance of SIDs; and  

5.1.4. to submit a quality-control report to management on the above. 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, including the executive head, should be placed under 
a  duty  to  provide  the  controller  with  all  documentation  or  information  that  the  controller 
considers relevant to the performance of his or her tasks.  

5.4. The issuing authority should make appropriate arrangements to ensure that officials can 
speak freely to the controller without 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 functions of the issuing authority;  

5.5.2. ensuring that the arrangements for the safe custody of the blank and completed SIDs are 
adequate;  

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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 and procedures, as well as arrangements, 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 trusted expert, of the security 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  possible  wrongful  issuance  of  a  SID  or  of  a 
possible  falsification  or  fraudulent  obtention  of  a  SID,  in  order  to  identify  any  internal 
malpractice  or  weakness  in  systems  that  could  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 Article 4 of the Convention, or inaccuracies in 
those details;  

5.5.10. ensuring that reports identifying improvements to the issuance procedures and areas of 
weakness have been acted 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 reviews of quality-control checks have been performed and 
that records of such reviews are maintained.  

5.6.  The  executive  head  of  the  issuing  authority  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 evaluation 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  indications  relevant  to  the 
effectiveness  of  corrective  action  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 functioning of quality control;  

5.6.5. records of problems with respect to the reliability or security of the electronic database, 
including inquiries made to the database;  

5.6.6. effects of changes to the issuance system and procedures resulting from technological 
improvements or innovations in the SID issuance procedures;  

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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 work embodied in relevant ILO instruments.  

5.7.  Procedures  and  processes  should  be  put  in  place  to  prevent  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  control  procedures,  are  sufficient  to  meet  the 
requirements of this Annex. 

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