Logbook – Record Books

Introduction

The logbook and record books are essential elements of the professional documentation used on board merchant ships. They provide a structured, chronological and traceable record of events relating to navigation, ship operations, machinery, cargo, safety and pollution prevention.

A maritime logbook should not be regarded simply as a notebook. It is a reference document in which masters, officers and crew record information required for monitoring the operation of the vessel. Depending on its purpose, a record book may meet international, national, flag State, company or Port State Control requirements.

The Logbook - Record Books category therefore covers the various documents used on commercial vessels, including navigation logbooks, bridge logbooks, operational records, Oil Record Books, Cargo Record Books, Garbage Record Books and records relating to fuel, pollution prevention, cargo operations and other technical activities.

These documents are particularly relevant to masters, deck officers, marine engineers, safety officers, cargo personnel, shipowners, ship managers and shipping companies operating vessels subject to international conventions such as SOLAS and MARPOL.

What is a maritime logbook?

A ship's logbook is a chronological record of significant events occurring during the operation of the vessel. It provides a permanent record of navigation, watchkeeping activities and events that may be relevant to the safety of the ship.

Recorded information may include:

• departure and arrival times;

• changes of course;

• ship's positions;

• weather and sea conditions;

• watchkeeping changes;

• specific operations;

• incidents and unusual events;

• port manoeuvres and approaches;

• pilot embarkation and disembarkation;

• safety drills;

• equipment failures or malfunctions;

• emergency situations;

• events relating to ship security.

The logbook is therefore an operational memory of the vessel. It may also be used to reconstruct the circumstances of an event or establish the chronology of an operation.

Navigation logbook and bridge logbook

The navigation logbook is particularly important on ships engaged on international voyages. International guidance on recording navigational events provides for the preservation of information allowing the progress of a voyage to be reconstructed.

During a voyage, records may include the course steered, positions, distances sailed, weather conditions, changes to the voyage plan and events affecting navigational safety.

In professional operations, the bridge logbook therefore works alongside the main navigation systems, including ECDIS, radar, AIS, GNSS, compass, echo sounder and communication systems.

It also complements the nautical charts and publications used to plan and monitor the voyage. Hydrographic documents from Shom, Admiralty or NGA provide information required for navigation, while the logbook records what actually occurred on board.

MARPOL-related record books

Certain record books are directly associated with international pollution-prevention requirements. They form an important part of the regulatory documentation carried by merchant ships.

Oil Record Book

The Oil Record Book is used to record operations covered by MARPOL Annex I.

It includes a section relating to machinery-space operations and, for applicable oil tankers, a section covering cargo and ballast operations.

Depending on the ship and the applicable requirements, recorded operations may include transfers, processing, discharge-related operations and other activities involving oil or oily mixtures.

The purpose is to maintain an accurate record that allows the operations carried out on board to be traced and checked for compliance.

Cargo Record Book

The Cargo Record Book is used on ships to which the requirements concerning the carriage of noxious liquid substances in bulk apply.

It records cargo-related operations, including, as applicable, loading, unloading, transfer, tank cleaning and handling of residues.

This record is particularly relevant to chemical tankers and other vessels carrying substances covered by MARPOL Annex II.

Garbage Record Book

The Garbage Record Book is used to record operations involving ship-generated garbage.

Records may include garbage delivered to port reception facilities, incinerated or, where permitted, discharged in accordance with the applicable regulations.

The record therefore helps demonstrate proper waste management and provides traceability for waste-handling operations on board.

Requirements concerning Garbage Record Books have evolved to cover a wider range of ships. It is therefore important to use a format corresponding to the requirements applicable to the vessel and its flag State.

Other shipboard record books and documents

Shipboard documentation is not limited to records directly associated with MARPOL. Depending on the vessel, its trade and its flag State, other records may be required.

These may include:

• navigation records;

• engine-room operational records;

• fuel changeover records;

• Ballast Water Record Books;

• records relating to ozone-depleting substances;

• dangerous goods documentation;

• safety drill records;

• maritime security records;

• inspection and control records;

• records relating to specific operations.

Some documents may form part of the vessel's official documentation, while others must be maintained separately depending on the applicable requirements.

Why is accurate record keeping important?

The quality of a ship's logbook depends on the accuracy, chronology and consistency of the information recorded.

An entry should make it possible to understand what happened, when it happened and, where necessary, what action was taken.

In professional shipping, logbooks and record books may be examined during:

• Port State Control inspections;

• classification surveys;

• flag State inspections;

• accident or incident investigations;

• environmental inspections;

• company audits;

• documentary compliance checks;

• investigations involving pollution or cargo operations.

The logbook therefore has an operational, documentary and, in certain circumstances, evidential function.

Paper logbooks and electronic record books

Shipboard record keeping is progressively moving towards electronic systems. Certain regulatory record books may be maintained electronically when the applicable conditions are met and the system has been accepted in accordance with the requirements of the relevant administration.

The fundamental principle remains unchanged: information must be reliable, chronological, identifiable and retained in a form that allows it to be inspected.

Electronic record books must also preserve data integrity and provide a means of identifying the persons responsible for entries.

Digitalisation therefore does not eliminate the need for rigorous record keeping. It mainly changes the medium and the way information is managed.

Use in the merchant navy

Logbooks and record books are used on a wide range of commercial vessels, including container ships, bulk carriers, tankers, chemical tankers, LNG carriers, ro-ro ships, passenger ships, offshore vessels and other commercially operated ships.

Requirements vary according to the vessel's activity.

A container ship will record navigation events, port operations and cargo-related activities. An oil tanker has particularly important requirements concerning oil and cargo operations. A chemical tanker must comply with additional requirements relating to noxious liquid substances. Passenger ships also have specific safety and operational requirements relating to the people carried on board.

In all cases, the logbook forms part of a broader documentary system that includes company procedures, certificates, manuals, emergency plans and regulatory publications.

Relationship with nautical publications

Logbooks and record books should be considered as part of the wider documentation system used by merchant shipping professionals.

Charts and nautical publications issued by Shom, Admiralty and NGA provide hydrographic and navigational information required to plan and conduct voyages.

IMO publications complement this documentation in areas such as safety, pollution prevention, navigation and ship operations.

The logbook then provides a record of the operations and events actually observed during the voyage.

This complementarity is fundamental: nautical publications describe the environment and applicable requirements, while logbooks and record books document the vessel's actual activities.

Who uses logbooks and record books?

These documents are primarily intended for:

• masters and ship commanders;

• deck officers;

• marine engineers;

• safety officers;

• compliance officers;

• cargo personnel;

• shipowners and ship managers;

• shipping companies;

• maritime schools and training centres;

• inspectors and auditors;

• maritime control professionals.

They are also valuable training tools for future deck and engineering officers, helping them understand the documentary requirements associated with operating a merchant vessel.

Conclusion

Shipboard logbooks and record books are fundamental documents for maintaining traceability throughout the operation of a vessel. They record navigation events, document technical and cargo operations and provide evidence of compliance with specific regulatory requirements.

From the navigation logbook to the Oil Record Book, Cargo Record Book and Garbage Record Book, each document has a specific purpose. Correct use contributes to maritime safety, environmental protection, operational monitoring and regulatory compliance.

For merchant navy professionals, accurate record keeping is therefore an integral part of everyday ship management and of the documentary system required by international conventions, flag States and shipping companies.

FAQ

What is the purpose of a maritime logbook?

A maritime logbook provides a chronological record of important events relating to navigation, ship operations, safety and vessel performance.

What is the difference between a logbook and a regulatory record book?

A logbook mainly records the vessel's activities and events. A regulatory record book focuses on a specific category of operations and follows requirements established by an international convention, administration or flag State.

What is an Oil Record Book?

The Oil Record Book is used to record certain operations involving oil and oily mixtures in accordance with MARPOL Annex I.

What is a Cargo Record Book used for?

The Cargo Record Book records relevant operations involving noxious liquid substances carried in bulk when MARPOL Annex II requirements apply.

What is the purpose of a Garbage Record Book?

It documents ship-generated garbage operations, including delivery to port reception facilities, incineration and permitted discharges.

Can maritime record books be electronic?

Yes. Certain regulatory record books may be maintained electronically when the system complies with the applicable requirements and has been accepted by the relevant administration.

Who uses shipboard logbooks and record books?

They are mainly used by the master, deck officers, marine engineers and personnel responsible for the relevant operations.

Are logbooks checked during inspections?

Yes. Shipboard records may be examined during flag State inspections, Port State Control, audits, surveys and investigations following incidents.

How are logbooks related to navigation?

The logbook records navigational events, while nautical charts and publications from Shom, Admiralty or NGA provide the information required to plan and conduct navigation.