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ISPS

ISPS. 10. Security Administration. Security Administration. Documentation and records Reporting security breaches Monitoring and control Security audits and inspections Reporting nonconformities. I. Documentation and records.

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ISPS

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  1. ISPS 10. Security Administration

  2. Security Administration • Documentation and records • Reporting security breaches • Monitoring and control • Security audits and inspections • Reporting nonconformities

  3. I. Documentation and records • International Ship Security Certificate or Interim International Ship Security Certificate • Continuous Synopsis Record • Declaration of Security • Ship Security plan and associated records

  4. I. Documentation and records The International Ship Security Certificate shall be drawn up in a form corresponding to the model given in the appendix to this code. If the language used is not English, French or Spanish, the text shall include a translation into one of these languages.

  5. How to obtain the ISSC…. SSA : Ship Security Assessment SSP : Ship Security Plan ISSC : International Ship Security Certificate C S O SSP Shall be developed taking into account the guidance given in part B of the Code (A/9.4)

  6. Initial Verification • Before the ship is put in service or • Before the ISS Certificate is issued for the first time. • Include a complete verification of its security system • This verification shall ensure that the security system fully complies • with the SOLAS Chap XI-2, Part A and the approved SSP • The security system must be fit for the service for which the ship is • intended. An International Ship Security Certificate shall be issued after the initial or renewal verification in accordance with the provisions of Section 19.1 After initial verification, no changes shall be made in the security system or the approved SSP without the sanction of the Flag Administration

  7. Intermediate Verification • At least ONE intermediate verification • If one verification  between the 2nd and 3rd anniversary date of the certificate as defined. • Intermediate verification include inspection of the security system to ensure that it remains satisfactory • Intermediate verification shall be endorsed on the certificate • Additional Verifications • As determined by the Administration.

  8. I. Documentation and records • Who Can Do It ? • The ISSC shall be issued or endorsed by: • The Flag Administration or • By a recognised security organisation (RSO’s) acting • on behalf of the Administration • Another Contracting Government (at request of Flag • Administration) • - Copy of Certificate and copy of verification report to transmit ASAP to the requesting Administration. Page 24 para 19.1.1.3&4 ISPS Code 2003 Edition

  9. Renewal Verification • Renewal verification at intervals specified by the Administration, but not exceeding five years, except where Section 19.3 is applicable. • Verification shall ensure that the security system fully complies with ISPS Code (Chap X1-2, Part A) and the approved SSP • Security system shall be in satisfactory condition and fit for the service

  10. I. Documentation and records Interim ISSCs may be issued for: • A ship without a Certificate, on delivery or prior to its entry or re-entry into service • Transfer of a ship from the flag of a Contracting Government to the flag of another Contracting Government • Transfer of a ship to the flag of a Contracting Government from a State which is not a Contracting Government; or • A Company assuming the responsibility for the operation of a ship not previously operated by that Company. Page 27, para 19.4, ISPS Code 2003 Edition

  11. Interim CertificationAn Interim ISSC shall only be issued when the Administration or RSO acting on its behalf has verified that: • The SSA required by the ISPS Code has been completed • A copy of the SSP is provided on board, has been submitted for review and approval and is being implemented on the ship • The ship is provided with a SSA system • The CSO has carried out his duties under the ISPS Code • Arrangements have been made for carrying out the required verifications • The Master, SSO and crew are familiar with their security duties, the provisions of the SSP and that this has been provided in the working language of the ship or a language understood by them • The SSO meets the requirements of the ISPS Code. Page 28 Para 19.4.2 ISPS Code 2003 Edition

  12. Interim ISSC • The Interim ISSC may be issued by the Administration or an RSO • An Interim ISSC shall be valid for 6 months. Page 28 para 19.4.3 & 4 ISPS Code 2003 Edition

  13. ISSC Validity Periods Years: 1 2 3 4 5 Validity of an ISSC Initial Renewal Intermediate 6 months 6 months 3 months

  14. INVALDATION of ISPS Certificate • If the relevant verifications are not completed within the periods specified under Section 19.1.1 • If the Certificate is not endorsed in accordance with Section 19.1.1.3 and 19.3.7.1, if applicable • When a Company assumes the responsibility for the operation of a ship not previously operated by that Company; and • Upon transfer of the ship to the flag of another State. Page 24 para 19.1.1.2 ISPS Code 2003 Edition

  15. I. Documentation and records • International Ship Security Certificate or Interim International Ship Security Certificate • Continuous Synopsis Record • Declaration of Security • Ship Security plan and associated records

  16. Continuous Synopsis Record • CSR = history of the ship • Issued by : Flag Administration • Content : see form • Stay always with the ship and shall be available for inspection at all times • In case of changes : CSO or Master to amend CSR, advising Flag State ; Administration to issue amended record max 3 mths after date of change • In case of transfer to another flag state, flag state to send copy of previous CSR to new flag administration, CSR to be amended.

  17. I. Documentation and records • International Ship Security Certificate or Interim International Ship Security Certificate • Continuous Synopsis Record • Declaration of Security • Ship Security plan and associated records

  18. I. Documentation and records • International Ship Security Certificate or Interim International Ship Security Certificate • Continuous Synopsis Record • Declaration of Security • Ship Security plan and associated records

  19. Aim • The main purpose of a DoS is to ensure agreement is reached between the ship and the port facility or with other ships with which it interfaces, to confirm the security measures each will undertake in accordance with the provisions of their respective approved security plans. • ISPS Code Part B, par. 5.4, page 55

  20. Consulting Process • The request for a DoS requires consultation between the Port Facility Security Officer (PFSO) and the Ship Security Officer (SSO) • The agreed DoS should be signed and dated by both the port facility and the ship, to indicate compliance with the code.

  21. Declaration of Security • A DOS is a document that should be completed when : • The Administration of the port facility deems it necessary Or • A ship deems it necessary.

  22. Reasons to complete a DOS • Contracting Governments shall determine when a Declaration of Security is required by assessing the risk the ship/port interface or ship-to-ship activity poses to persons, property or the environment. • A ship can request completion of a Declaration of Security when: • The ship is operating at a higher security level than the port facility or another ship it is interfacing with;

  23. there is an agreement on a Declaration of Security between Contracting Governments covering certain international voyages or specific ships on those voyages; • there has been a security threat or a security incident involving the ship or involving the port facility, as applicable; • the ship is at a port which is not required to have and implement an approved port facility security plan; or • the ship is conducting ship-to-ship activities with another ship not required to have and implement an approved ship security plan

  24. Important Points to Note • A DoS can be requested at Marsec 2 or 3 • Where there is considered to be a higher risk for reasons specific to that vessel, it’s cargo, passengers or the circumstances at the port facility or any combination of the above • A change in the security level may require a new or revised DoS • The DoS should be completed in English, French or Spanish, or in a language common to both port facility and ship(s).

  25. Form of a DoS • Name of the ship • Port of Registry • IMO Number • Name of the Port Facility • Date the DoS is valid from/to • Security level for the ship • Security level for the port facility.

  26. Signatories • PFSO & SSO initial the columns on the DoS • PFSO & the Master or SSO sign the DoS • The name and appointment/title of the persons who signed is added • Contact details of the PFSO, Master and SSO are added (indicating telephone numbers or radio channels or frequencies to be used).

  27. I. Documentation and records • International Ship Security Certificate or Interim International Ship Security Certificate • Continuous Synopsis Record • Declaration of Security • Ship Security plan and associated records

  28. Records of actions defined in SSP: Activities for records shall be kept on board : • Training, drills and exercises • Security threats and security incidents • Breaches of security • Changes in security level • Communications relating to the direct security of the ship such as specific threats to the ship or to port facilities the ship is in or has been to • Internal audits and review of security activities

  29. Records of actions defined in SSP: Activities for records shall be kept on board : • Periodic review of the Ship Security Assessment • Periodic review of the Ship Security Plan • Implementation of any amendments to the plan • Maintenance, calibration and testing of security equipment, if any, including testing of theship security alert system • Measures taken whilst visiting a port facility located in the territory of a State which is not a Contracting Government e.g. DOS.

  30. Security Administration • Documentation and records • Reporting security breaches • Monitoring and control • Security audits and inspections • Reporting nonconformities

  31. II. Reporting security breaches • When a security incident occurred, the SSO shall report the incident to : • the Flag Administration • the Contracting Government of the Port Facility where the ship is calling at (through PFSO or similar) and • the CSO • The Master & SSO shall use the “security incident report” form • These records must be kept on board for the minimum period specified by the Administration

  32. “Security Incident Report” form 1/2

  33. “Security Incident Report” form 2/2

  34. Security Administration • Documentation and records • Reporting security breaches • Monitoring and control • Security audits and inspections • Reporting nonconformities

  35. Assessment of Continuing Effectiveness of the SSP • The SSP establishes HOW the CSO and the SSO intend to audit the continued effectiveness of the SSP and the procedure to be followed to REVIEW, UPDATE or AMEND the SSP. • The assessment of the continuing effectiveness of the SSP includes : • The security inspection • The review of the SSP • The internal audit

  36. Assessment of Continuing Effectiveness of the SSP • When ship is fitted with the security or monitoring equipment, the SSO shall inspect them once every month and RECORD the results. • Inspection methods shall follow the makers’ instructions (A/12.2.1) • The Security Inspection

  37. Assessment of Continuing Effectiveness of the SSP • The master and SSO shall review the SSP at least once a year • Normally this review should be made at the same time when SMS is reviewed • The result shall be reported to the CSO (A/9.4.11, B/9.2.6, B/9.53) • The Review of SSP

  38. Assessment of Continuing Effectiveness of the SSP • The CSO has responsibility to conduct an internal audit of the ship at least once a year • Normally this audit should be made at the same time when SMS audit is conducted • Personnel to conduct the internal audit should not be the crew of the ship • A copy of record of internal audit should be placed on board the ship (A/9.4.8, B/9.2.6, B/9.53) • The Internal Audit

  39. Security Administration • Documentation and records • Reporting security breaches • Monitoring and control • Security audits and inspections • Reporting nonconformities

  40. V. Reporting nonconformities • The audit, inspection, and periodic review process required by the ISPS Code naturally calls for a means of identifying, communicating and rectifying non-conformities • Both the SSOand the CSO play key roles in this effort to keep the SSPin an optimum condition

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