KARACHI: International Maritime Organisation audit discovered lack of proper management in respect of Book Keeping by state administration of country/Ministry of Maritime Affairs (MOMA) and recommended that state of art and sophisticated archiving system may be developed and implemented to record all documents, covering flag, coastal and port State activities.

During audit it was found that MMD, in order to meet requirements of upcoming IMSA audit had scanned and prepared around 50 percent of record that it has in respect of all types of certificates that it issues to PNSC ships, fishing boats, coastal vessels and examination certificates.

During visit to PQA it was found that although there was documented procedure in place to regulate which records were to be maintained, however, controls needed for identification, storage, protection, retrieval retention time and disposition of records, as well as implementation of this procedure could not be verified.

Audit team recommended that document management procedures need to be revised in light of quality management system (QMS). Required Human Resources experts in IT field need to be recruited for record-keeping. Staff responsible for management of record needs to be trained on QMS. There is dire need to shift from traditional to digital record keeping.

According to IMO III-Code, record, as appropriate, should be established and maintained to provide evidence of conformity to requirements and of effective operation of State. Records should remain legible, readily identifiable and retrievable.

Documented procedure should be established to define controls needed for identification, storage, protection, retrieval, retention time and disposition of records.

Published in The Daily National Courier, February, 29 2024

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