Perform Port State Control Inspection using eAuditor

Port State Control (PSC) is a regulatory inspection process carried out by a port state’s maritime authorities to verify that foreign ships visiting their ports comply with international safety, security, and environmental standards. The goal is to ensure ships meet conventions like SOLAS, MARPOL, and ISPS, preventing substandard vessels from operating and protecting marine safety and the environment.

A Port State Control (PSC) Inspection verifies that foreign ships comply with international maritime safety, security, environmental, and labor standards while visiting a port. Using eAuditor for PSC inspections digitizes and structures this process, ensuring accuracy, completeness, and efficient follow-up.

1. Preparation Before the Inspection

• Customize the Audit Checklist:

  Start by tailoring eAuditor’s PSC inspection template to include key regulatory frameworks applicable to the ship and port, such as:

  • SOLAS (Safety of Life at Sea)
  • MARPOL (Marine Pollution)
  • ISPS Code (International Ship and Port Facility Security)
  • MLC (Maritime Labour Convention)
    Include detailed checkpoints related to ship certificates, structural integrity, machinery, crew documentation, safety appliances, pollution control, and security.

• Collect Ship Documentation:

  Before boarding, gather essential documents including:

  • Ship’s registration and classification certificates
  • Safety certificates (Safety Construction, Safety Equipment, Safety Radio)
  • Load line and tonnage certificates
  • Pollution prevention certificates (MARPOL Annexes)
  • Crew certificates and seafarers’ work/rest logs
  • Previous PSC inspection reports

• Set Up Inspection Team and Roles:

  Assign roles for inspectors such as document verifier, equipment inspector, and crew interviewer. eAuditor allows multiple users to collaborate on the same audit, ensuring efficient data capture.

2. Document Verification Phase

• Check Validity and Authenticity:
  Using eAuditor’s checklist, verify each certificate’s authenticity, ensuring valid issue and expiry dates. Note discrepancies or expired certificates.
• Verify Logbooks and Records:
  Examine the ship’s logs, including navigation, engine, and oil record books, to confirm compliance with operational requirements.
• Crew Documentation:
  Confirm crew members have valid licenses, medical certificates, and training records. Check for compliance with rest hour regulations.

Example: Capture photos of certificates and upload them directly into the eAuditor report for evidence and future reference.

3. Physical Ship Inspection

• Structural and Equipment Checks:
  Inspect the ship’s hull condition for corrosion, cracks, or damage. Review the machinery spaces for cleanliness and proper maintenance.
• Safety and Lifesaving Appliances:
  Check lifeboats, life rafts, life jackets, fire extinguishers, and fire detection/suppression systems. Test alarms and emergency lighting.
• Fire Safety:
  Verify that fire doors, firefighting equipment accessibility, and emergency exits are unobstructed and functional.
• Pollution Control:
  Assess waste management systems, oily water separators, garbage disposal procedures, and ballast water management.
• Navigation and Communication Equipment:
  Confirm proper operation of radar, GPS, radio, and emergency communication devices.

Example: Use eAuditor’s photo capture feature to document equipment conditions or deficiencies with time-stamped images and detailed annotations.

4. Crew and Operational Assessment

• Crew Competency and Working Conditions:
  Interview crew members to verify awareness of safety procedures and emergency drills. Check work/rest hour records for compliance with MLC requirements.
• Security Protocol Compliance (ISPS Code):
  Inspect access control systems, security patrols, and shipboard security procedures. Review logs of security incidents and drills.

Example: Use eAuditor to record interview notes, rate crew knowledge, and flag any security lapses.

5. Deficiency Identification and Documentation

• Recording Deficiencies:
  Note all non-compliance issues in eAuditor with descriptions, photos, and severity ratings. Include exact location and equipment details to avoid ambiguity.
• Risk Assessment:
  Classify deficiencies as minor, major, or critical based on potential safety or environmental impact. Prioritize actions accordingly.
• Corrective Action Recommendations:
  Provide clear, actionable instructions to the ship’s master or operator on how to rectify deficiencies.

Example: Assign corrective actions in eAuditor directly to responsible persons, setting deadlines and tracking progress within the platform.

6. Reporting and Follow-Up

• Generate Inspection Report:
  Use eAuditor to compile a comprehensive report combining checklist results, photos, notes, and signatures. The report is exportable in PDF or other formats for official submission.
• Communication with Stakeholders:
  Share the report with port authorities, ship owners, and classification societies for transparency and accountability.
• Monitor Corrective Actions:
  Track implementation and verification of corrective measures using eAuditor’s task management tools. Schedule re-inspections if necessary.
• Record Keeping:
  Maintain audit records securely within eAuditor’s cloud storage for future reference, compliance verification, and trend analysis.

7. Additional Best Practices

• Use Offline Mode:
  eAuditor supports offline audits, enabling inspectors to perform checks even without internet connectivity, syncing data when back online.
• Standardize Processes:
  Use eAuditor’s templating and workflow features to standardize PSC inspections across different ports and teams.
• Continuous Training:
  Ensure inspectors are trained on using eAuditor efficiently and are kept updated on maritime regulations.
• Data Analytics:
  Utilize eAuditor’s analytics to identify common issues, improve processes, and focus preventive efforts.

Summary

Performing a Port State Control Inspection using eAuditor transforms a complex, documentation-heavy process into a streamlined, efficient, and auditable digital workflow. By systematically verifying documentation, physically inspecting ship conditions, assessing crew compliance, and managing corrective actions with detailed records and photo evidence, eAuditor enhances maritime safety, security, and environmental protection while facilitating compliance with international standards.