Records and logbooks can be maintained in either paper or (where regulations allow) digital format. In every case, digital records are preferred, and the Company will inform the ship which method is to be used for specific records.

All records must be suitably archived and available for inspection as required.

The ship is required to maintain an official logbook. Generally a flag specific template is required and will be provided to the vessel. In other cases, the Company and Master must check that the records kept are in line with the requirements of the Flag State.

For Dominica, the specific requirements relating to official logbooks are found in Circular CD-MSC 21-03. The requirements as at January 2024 are summarised below:

REQUIREMENTS:
1 General
1. An Official Log Book is required on board Dominica vessels of 100 gross tons and over,
under the provisions of Commonwealth of Dominica International Regulations 2002,
Regulation 63 (2) (e).

2. Official Log Book must be opened and closed by the master, and be retained by the
authorized representative of the owner for a minimum period of five years. 

2 Entries
1. Every Master of a vessel shall make or cause that person in charge for keeping the
Official Log Book follows the instructions contained in the form, in order to perform
necessary entries.

2. Every Master of a vessel shall make or cause that the following entries, but not limited
to, are made in the Official Log Book:

.1 every offense and any penalty or fine imposed;
.2 every death occurring on board and every burial at sea, with all information
required by Section 186 of the International Maritime Act, 2000;
.3 every marriage taking place on board, with the names, citizenship and
residences of the parties, and every birth occurring on board, with the sex of
the infant and names of parents;
.4 the name of every seaman or apprentice who ceases to be otherwise than by
death, with the place, time, manner and cause thereof;
.5 wages due any seaman or apprentice who dies during the voyage, and the
gross amount of all deductions made therefrom;
.6 a statement of any collisions or allisions immediately after the occurrence or
as soon thereafter as practicable;
.7 before departing from any port, load line and draft information;
.8 time of muster of crew at their boat and fire stations, followed by drills,
respectively, at least once a week, either in port or at sea, or reason why not
held;
.9 the closing and opening of watertight doors and of all inspections and drills
as required by Regulations of the International Convention for the Safety of
Life at Sea (SOLAS) in force, as amended;
.10 drill of ship’s crew in the use of the line-throwing gun at least once every
three (3) months; but the actual firing of the gun shall not be required;
.11 search for stowaways and contraband, which search shall be conducted prior
to the vessel’s departure from each port;
.12 upon each change of Master, the information required under Regulation 59
of the International Maritime Regulations 2002. 

3 Format
This Circular provides a standard approved format, which can be printed, bound and used
without individual submission to the Maritime Administrator for approval.

4 Records
1. Owners shall maintain copies of their Official Log Books for five (5) years.
2. Dominica Maritime Administrator does not collect and store the Official Log Books. 

This is the working logbook and provides a daily record of the ship’s operation.

The information provided should include such things as:

Navigational particulars, e.g: port arrival /departure times, regular positions of the vessels, course alterations, weather & sea conditions, safety checks etc.

In-Port details, e.g: Cargo operations start/finishing times, delays, tonnages loaded; bunkering operations, safety checks, etc.

Any other notable event affecting the operation, the ship and its crew. It is important that the Logbook is accurately kept. It is an important official record of events.

Deck Logbooks must be retained for a minimum of five years.

This is the engine room working logbook and provides a daily record of the ship’s engineering operations. 

Entries should include information about the settings, parameters and monitoring results of the engines and other machinery onboard, details of watchkeeping and safety arrangements, tests and checks carried out, as well as any notable events such as failures or breakdowns and how they were dealth with.

Deck Logbooks must be retained for a minimum of five years.

An Oil Record Book is a statutory log required to be maintained onboard by MARPOL and is subject to inspection by port authorities. Errors, omissions or other incorrect entries can lead to severe penalties.

Every entry must be signed by the Officer in Charge of it, and every completed page must be signed by the Master.

The Oil Record Book is subject to review and audit by the Company.

Oil Record Books must be retained for at least three years after the last entry is made in it.

An Garbage Record Book is a statutory log required to be maintained onboard by MARPOL and is subject to inspection by port authorities. Errors, omissions or other incorrect entries can lead to severe penalties.

Every entry must be signed by the Officer in Charge of the operation, and every completed page must be signed by the Master.

The Garbage Record Book is subject to review and audit by the Company.

Garbage Record Books must be retained for at least two years after the last entry is made in it.