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Annex 8
INFORMATION SYSTEM ON INSPECTIONS

1) To assist Authorities in their selection of flag ships to be inspected in their ports, it is necessary to have at the disposal of Authorities up to date information of inspection of an individual foreign flag ship in one of the other regional ports, within the preceding six months.

2 For that purpose the authorities undertake to provide an Information Centre, preferably by means of computerized data transmission, with information on ships inspected in the regional ports, basing themselves on the information set out in annex 6 to the Memorandum. The insertion of information into the inspection files should preferable be realized by means of direct, computerized input on daily basis.

3 For the purpose of exchanging rapid information, the information system shall embrace a Communication facility which allow for a direct, computerized exchange of messages between individual Authorities, including the notifications as referred to in Section 3.8 of the Memorandum and the exchange of information on operational violations as referred to in Section 5 of the Memorandum.

4 The information as in paragraphs 2 and 3 above shall be handled in a standardized form and in accordance with standardisation as set out in guide for users of the information system provided by the information Centre.

5 The Information Centre will organise the processing of information as in paragraph 2 above, so as to ensure that inspection data are easily accessible, both for purposes of consultation and updating, in accordance with procedures as set out in the guide for users of information system provided by the Information Centre.

6 The telex or facsimile facilities shall continue to be an alternative system of exchanging information to which a standardized form applies as set out in the Appendix to this Annex.

7 Information for administrative purpose, such as statistical information, will be provided by the Secretariat under the guidance of the Committee. This will be based on data provided by the Information Centre.

8 The information system indicated in the foregoing paragraphs will be implemented as long as the Memorandum takes effect. Studies to monitor and, where necessary, to improve the qualify of thee system will be carried out on a continuous basis.

9 Whenever deficiencies are found which lead to the detention of a ship, the Port State authority will send a copy of the report, as referred to in Annex 7 to the Memorandum, to the Flag Administration concerned.

10. With the consent of the Authorities and in consultation with the Secretariat, the Information Centre will, on behalf of the Authorities, submit detention reports to the International Maritime Organization in accordance with regulation I/19 of SOLAS 74, Article 11 of MARPOL 73/78, Article 21 of LOASDLINE 66 and Article X of STCW 78 and to the International Labour Organization in accordance with Article 4 of ILO 147.

Appendix to Annex 8

TELEX OR FACSMILE FORM FOR SHIPS INSPECTED
Report of inspection

1. name of issuing country
2. name of ship
3. flag of ship
4. type of ship
5. call sign
6. IMO number
7. Gross tonnage
8. Year of build
9. Date of inspection (format: dd –mm -yy)
10. Place of inspection
11. Relevant certificates*
a) title of certificate
b) issuing authority
c) date of issue and expiry (format: dd – mm - yy/dd – mm - yy)
d) last intermediate survey (format :dd – mm - yy/authority/place)
12. deficiencies (yes/no)
13. ship delayed/detained (yes/no)
14. nature of deficiencies** (format: def: def :def:)
15. action taken //(format : def : def: def:)

to be repeated for each relevant certificate.
** including reference to the relevant Conventions is shown on the document left on board.

// may alternatively be added to the particulars under 14 (nature deficiencies) if the action taken has a direct relation to the corresponding deficiency., Deficiency and action (s) taken must be separated by a slat (/) (format:15. Def/at:def/at/at/at; 16.See 15).

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