ISPS Logbook

Introduction

The ISPS Logbook is a professional record used to document security-related activities, inspections, drills, incidents and measures carried out on board a ship under the International Ship and Port Facility Security Code, commonly known as the ISPS Code. It provides an essential means of maintaining traceability and demonstrating that the security procedures established for the ship are effectively implemented.

The ISPS Code forms part of SOLAS Chapter XI-2 and is based on a risk and threat assessment approach. It establishes a framework for preventing unauthorized access, protecting ships and port facilities, managing security threats and implementing appropriate measures according to the applicable security level.

The ISPS Logbook provides a structured chronological record of relevant security activities carried out by the crew, the Ship Security Officer and the Master.

This type of record is primarily intended for ships subject to international maritime security requirements, including passenger ships, cargo ships and certain specialized vessels engaged on international voyages.

Purpose of an ISPS Logbook

The primary purpose of an ISPS Logbook is to provide documentary traceability of security activities carried out on board.

It may be used to record:

• ship access-control activities;

• inspections of restricted areas;

• security drills and exercises;

• changes in security level;

• security threats and incidents;

• security breaches or deficiencies;

• security-related communications;

• security equipment checks;

• testing of the Ship Security Alert System;

• internal audits and reviews;

• corrective actions;

• amendments or reviews of security arrangements.

The logbook therefore provides an operational record of the ship's security activities.

ISPS Logbook and Ship Security Plan

The ISPS Logbook must be distinguished from the Ship Security Plan, or SSP.

The Ship Security Plan establishes the security measures and procedures applicable to the ship. It identifies responsibilities, access-control arrangements, restricted areas, procedures applicable to different security levels, monitoring measures and responses to security threats.

The ISPS Logbook provides evidence that relevant security activities have actually been carried out.

This distinction is particularly important during inspections. The logbook does not replace the SSP and should not reproduce confidential security information. Its purpose is to record activities and events in a controlled and appropriate manner without compromising the confidentiality of the ship's security arrangements.

The Three Security Levels

The ISPS security framework is based on three security levels.

Security Level 1 represents the normal operating level and the minimum security measures maintained at all times.

Security Level 2 applies when there is an increased risk of a security incident. Additional or intensified security measures may then be implemented.

Security Level 3 applies in exceptional circumstances when a security incident is probable or imminent. Specific measures are implemented in accordance with the instructions of the competent authorities and the ship's security arrangements.

Changes in security level and the resulting actions may be recorded in the ISPS Logbook, providing a clear operational history of security measures.

Access Control and Restricted Areas

Control of access to the ship is one of the fundamental elements of maritime security.

Depending on the Ship Security Plan, security personnel may control:

• identification of persons;

• visitors;

• contractors;

• crew members;

• vehicles;

• baggage and personal effects;

• deliveries and ship's stores;

• access to restricted areas.

The ISPS Logbook may be used to record relevant controls and exceptional events without disclosing sensitive information that must remain protected.

Restricted areas may include, depending on the ship and its security plan, the bridge, engine-room spaces, technical areas, radio installations, security equipment areas and certain cargo-related areas.

Security Drills and Training

ISPS drills and exercises are an important part of the ship's security preparedness.

They allow the crew to verify that personnel understand their responsibilities and can implement the appropriate procedures in the event of a security threat or incident.

An ISPS Logbook may record:

• the date of the drill;

• the type of exercise;

• the personnel or teams involved;

• the main actions carried out;

• difficulties encountered;

• observations;

• corrective measures to be implemented.

These records can be particularly useful during internal audits, company reviews and compliance verification.

Security Threats, Incidents and Breaches

The logbook also provides traceability when a security threat, incident or breach occurs.

An entry may relate, for example, to an attempted unauthorized access, an irregularity during an access check, an unidentified person in a restricted area, a failure to follow an access-control procedure or a security threat reported to the ship.

Entries should remain factual, precise and chronological. They should make it possible to identify:

• what happened;

• when it happened;

• where it happened;

• what action was taken;

• who was informed;

• what corrective measures were initiated.

Accurate records are particularly important when security documentation is reviewed during an audit or inspection.

Ship Security Officer and Company Security Officer

The Ship Security Officer, or SSO, has a central role in the implementation of the ship's security arrangements.

The SSO is involved in monitoring the implementation of the Ship Security Plan, carrying out security inspections, reporting deficiencies and non-conformities, coordinating drills and promoting security awareness among the crew.

The Company Security Officer, or CSO, is responsible for security matters at company level. Responsibilities include supporting the implementation and maintenance of the security system, coordinating audits and maintaining effective communication with SSOs and relevant port facility security personnel.

The ISPS Logbook supports the documentary coordination of these security responsibilities.

Port Facilities and Declaration of Security

Ship security is closely connected with port facility security.

When a ship enters a port, security procedures may involve the Port Facility Security Officer, or PFSO, together with the exchange of information concerning security levels, access control and specific security measures.

In certain circumstances, a Declaration of Security may be established to define the respective security responsibilities of the ship and the port facility.

The ISPS Logbook can provide documentary traceability of the relevant security activities and communications.

Audits, Inspections and Port State Control

Security documentation may be reviewed during different types of verification, including flag State inspections, recognized organization audits and Port State Control inspections.

The ISPS Logbook can demonstrate that required security activities have been carried out systematically and documented appropriately.

Well-maintained records should generally provide:

• consistent dates;

• chronological entries;

• signatures or identification where required;

• factual information;

• clear corrections where necessary;

• traceability of corrective actions;

• consistency with the applicable security procedures.

The logbook should not disclose confidential information from the Ship Security Plan that is subject to restricted access.

Paper and Electronic Record Keeping

An ISPS Logbook may be maintained in paper form or within an electronic documentation system where the applicable requirements are met.

For electronic records, data integrity is particularly important. Records must be protected against unauthorized deletion, destruction or amendment and against unauthorized access or disclosure.

Regardless of format, the value of the logbook depends on the reliability, accuracy and traceability of its entries.

Relationship with Professional Maritime Documentation

The ISPS Logbook forms part of a wider set of professional documents used on board merchant ships.

It may be used alongside navigation, safety and regulatory publications and documentation associated with organizations and hydrographic authorities such as Shom, Admiralty, NGA and other maritime administrations and organizations.

It does not replace nautical charts, nautical publications, technical records or the Ship Security Plan. Its specific purpose is to provide documentary traceability of security-related activities.

Who Uses an ISPS Logbook?

An ISPS Logbook is primarily relevant to:

• Masters and ship commanders;

• Ship Security Officers;

• Company Security Officers;

• merchant navy officers;

• shipping companies;

• fleet managers;

• QHSE and maritime security personnel;

• regulatory compliance officers;

• ships subject to the ISPS Code;

• organizations involved in security audits and verification.

It can also be useful as a documentary and training support for personnel assigned responsibilities in maritime security.

Conclusion

The ISPS Logbook is an important professional document for maintaining traceability of security activities on board a ship. It records drills, inspections, security-level changes, threats, incidents, security checks and corrective actions carried out under the ISPS framework.

Its main purpose is to provide a reliable and structured chronological record while preserving the confidentiality of information contained in the Ship Security Plan. When properly maintained, it helps demonstrate the ship's operational compliance and supports security audits, inspections and verification activities.

FAQ – ISPS Logbook

What is an ISPS Logbook?

An ISPS Logbook is a professional record used to document security activities, events, drills, inspections and measures carried out on board a ship under the ISPS framework.

What is the difference between an ISPS Logbook and a Ship Security Plan?

The Ship Security Plan defines the ship's security procedures and measures. The ISPS Logbook records relevant activities and events that demonstrate their implementation.

What can be recorded in an ISPS Logbook?

Records may include drills, training, security threats, incidents, security breaches, changes in security level, security communications, audits, inspections and security equipment tests.

Who is responsible for maintaining the ISPS Logbook?

The Ship Security Officer has a central role in implementing and monitoring security activities. Overall responsibility on board remains organized in accordance with the ship's security system and the Master's authority.

Can an ISPS Logbook be electronic?

Yes. Security records may be maintained electronically when the applicable requirements are met, particularly those relating to data integrity, protection against unauthorized modification and confidentiality.

Can the ISPS Logbook be checked during inspections?

Security records may be reviewed during audits, inspections and compliance verification. Certain information contained in the Ship Security Plan remains confidential and is subject to specific access restrictions.

Does the ISPS Logbook apply only to merchant ships?

The ISPS Code primarily applies to ships and port facilities within its international scope of application. The exact requirements depend on the type of ship, voyage and applicable regulations.

Why are security levels important in the ISPS Logbook?

Changes in security level and the corresponding measures may be recorded to provide traceability of the decisions and actions taken on board.

Does the ISPS Logbook replace other ship records?

No. It complements other ship records and professional documentation. Its specific purpose is maritime security.

Why is confidentiality important for ISPS documentation?

Security information may reveal the ship's protective measures, sensitive areas or responses to threats. Access must therefore be controlled to prevent the security arrangements themselves from being compromised.