SAFETY MANAGEMENT SYSTEM

IRANIAN OFFSHORE ENGINEERING

AND CONSTRUCTION COMPANY

Issued: 26/03/02 Revised: Version:1 Page: 1 / 7

SAFETY 5.0 SAFETY 6.0 SMS DOC. No.

MANUAL OFFICERS & SORB 5.0- SAFETY-6.0-1 / 7

6.0 Safety Officials and The Safety Officer’s Record Book

6.1 Ship’s Safety Officer

6.1.1 General Duties of the Ship’s Safety Officer
6.1.2 Induction
6.1.3 Accident and Dangerous Occurrence (Near Miss) Investigation and Reporting
6.1.4 Interviews

6.2 The Safety Officer’s Record Book (SORB)

 SAFETY MANAGEMENT SYSTEM
IRANIAN OFFSHORE ENGINEERING
AND CONSTRUCTION COMPANY

Issued: 26/03/02 Revised: Version:1 Page: 2 / 7

SAFETY 5.0 SAFETY 6.0 SMS DOC. No.

MANUAL OFFICERS & SORB 5.0- SAFETY-6.0-2 / 7

6.0 Safety Officials and The Safety Officer’s Record Book

6.1 Ship’s Safety Officer

The ship’s Safety Officer is required to use his best endeavors to ensure compliance with
the provisions of the CSWPMS and with the Company’s occupational health and safety
policy. The Safety Officer must investigate all accidents to persons on board ship or
during access, as well as every dangerous occurrence (near miss) and any potential
hazards to occupational health and safety.

6.1.1 General Duties of the Ship’s Safety Officer

The Safety Officer is responsible to improve the standard of safety consciousness

among the personnel through:

a) Safety meetings

b) Safety briefings

c) Safety familiarization and orientation

d) Any required on-board training

The Safety Officer is required to investigate and repot the followings:

a) Non-compliance, hazardous occurrences, near misses

b) Safety and occupational health matters

c) All accidents and environmental pollution

d) Any investigation or inspection required by the safety committee

e) All complaints by crew members about safety and occupational health

The Safety Officer must investigate all potential hazards to occupational health
and safety, and make recommendations to the Master to prevent the recurrence of
an accident or to remove the hazard, provided that the duty to investigate shall not
extend to accidents arising from a casualty to the ship.
 SAFETY MANAGEMENT SYSTEM
IRANIAN OFFSHORE ENGINEERING
AND CONSTRUCTION COMPANY

Issued: 26/03/02 Revised: Version:1 Page: 3 / 7

SAFETY 5.0 SAFETY 6.0 SMS DOC. No.

MANUAL OFFICERS & SORB 5.0- SAFETY-6.0-3 / 7

He has to liaise about safety, occupational health and pollution prevention with
the followings:

a) Master/head of departments

b) Company safety representative

The Safety Officer shall carry out occupational health and safety inspections of
each accessible part of the ship at least once every three months, or more
frequently if there have been substantial changes in the conditions of work. For
guidance on this duty see CSWPMS.

He has to make representations, and where appropriate recommendations, to the

Master, and through him to the DPA, about:

a) Any deficiency in the ship in respect if any legislation requirement relating to

occupational health, safety and pollution prevention

b) Any relevant maritime notices

c) Any provision of the Code of Safe Working Practices for Merchant Seamen

d) Safety Management System

He has to ensure that the provision of following are complied with:

a) Company safety and occupational health Policy

b) Code of Safe Working Practices for Merchant Seamen (CSWPMS)

c) Statutory safety rules, regulations and guidance

d) Company safety instructions

e) Permit to work procedures

He has to maintain a Record Book (SORB) describing:

a) All the circumstances and details of all accidents and dangerous occurrences

b) Containing all statement made in relative matters

c) Safety Meetings proceedings

d) Representation and recommendations to prevent future similar accidents

e) Detail of inspection and investigation

 SAFETY MANAGEMENT SYSTEM
IRANIAN OFFSHORE ENGINEERING
AND CONSTRUCTION COMPANY

Issued: 26/03/02 Revised: Version:1 Page: 4 / 7

SAFETY 5.0 SAFETY 6.0 SMS DOC. No.

MANUAL OFFICERS & SORB 5.0- SAFETY-6.0-4 / 7

f) Safety and health complaints

g) Conclusion and outcome (corrective actions) of each thereof

The Safety Officer is required to make the SORB available on request to any
safety representative ashore i.e. Flag State Surveyor, Port State Surveyor, Class
Surveyors, the Safety Committee, and to the Master.

The Safety Officer is also required to stop any work which he reasonably believes
may cause a serious accident and immediately inform the Master or his deputy.
Only these personnel can decide when the work process can be safely resumed.

Finally, he has a duty to carry out any occupational health or safety investigations
or inspections required by the Safety Committee.

However the Safety officer is not required to take any of the actions described at a
time when emergency action to safeguard life or the ship is being taken.

He has to make the records available on request of:

a) DPA

b) Company safety representative

c) The Master

d) The Safety Committee

He has to organize and hold the on board Safety Meeting.

 SAFETY MANAGEMENT SYSTEM
IRANIAN OFFSHORE ENGINEERING
AND CONSTRUCTION COMPANY

Issued: 26/03/02 Revised: Version:1 Page: 5 / 7

SAFETY 5.0 SAFETY 6.0 SMS DOC. No.

MANUAL OFFICERS & SORB 5.0- SAFETY-6.0-5 / 7

6.1.2 Induction

It is essential that every person joining a ship understand fully the safety
requirements on board. The Safety Officer must satisfy himself that each new
entrant is informed as soon as possible after boarding either by his supervisor or
the safety officer personally, that the importance of observing all safety regulations
is paramount.

The induction must include an introduction to the various parts of the ship pointing
out any particular hazards and the location and use of life saving appliances, fire
fighting appliances, and other emergency equipment.

Experienced personnel joining a ship for the first time should be reminded of the
need to maintain a high level of safety consciousness and the importance of setting
a good example to the less experience crew members.

Abandon ship and fire drills to be held within 24 hours of leaving port if more
than 25% of the crew have changed.

6.1.3 Accident and Dangerous Occurrence (Near Miss) Investigation and

Reporting

The investigation of accidents and near misses plays a very important part in
occupational health and safety. It is by the identification of the causes of accidents
that allows the introduction of amended/new systems and procedures to prevent
recurrence.

The Master is responsible for the reporting of accidents/near misses. It is the

Safety Officer’s duty to investigate every accident/near miss that occurs on board
the vessel and report his findings to the Master.

Should an accident occur priority must be given to the safety of the injured and of
those assisting them, and to the immediate safety of the area. When sufficient help
is available, however, the Safety Officer should, if possible, avoid involvement
with the rescue operation and concentrate on establishing the immediate facts
concerning the incident.

1) Record the names - and addresses in the case of non-crew personnel - of all
those present in the vicinity of the accident. Most are unlikely to be witnesses
to the actual accident but this can be ascertained later.

2) Note and mark the position of the injured, and the use and condition of any
protective clothing or equipment or of any tools etc likely to have been in use.
 SAFETY MANAGEMENT SYSTEM
IRANIAN OFFSHORE ENGINEERING
AND CONSTRUCTION COMPANY

Issued: 26/03/02 Revised: Version:1 Page: 6 / 7

SAFETY 5.0 SAFETY 6.0 SMS DOC. No.

MANUAL OFFICERS & SORB 5.0- SAFETY-6.0-6 / 7

3) Possession should be taken of any portable items which might have some
relevance to the investigation.

4) Sketches and photographs made/taken.

5) When the injured have been removed, the Safety Officer should carry out a
more detailed examination of the scene of the accident, watching out for any
changes which might have occurred since the accident and any remaining
hazards. For further details on investigating accidents/near misses, please refer
to the CSWPMS.

6.1.4 Interviews

Interviews of witnesses should take place as soon as possible after the accident
while memories are still fresh. Do not overlook those who were not actually
witnesses hut who may nevertheless have valuable contributions to make, e.g. a
crewman who was present when an order was given. If it is not possible for some
reason to interview a particular person, he should be asked to send to the Safety
Officer his own account of the incident.

The interview should be carried out in an informal atmosphere designed to put the
witness at his ease. Start by explaining the purpose of the interview and obtain
some details of the witness’s background; try to keep any personal bias out of the
interview. Ask the witness to relate the event in his own way with as few
interruptions as possible; and then test the accuracy of what you have been told.
There may, for example, be discrepancies between the account of one witness and
those of other witnesses, between different parts of a statement, or with your own
observations, which you may want to query.

Avoid leading questions implying an answer and simple questions requiring only a
yes/no answer as this prevents the witness thinking about what he is saying. Finally,
go over the statement with the witness to ensure that it has been accurately recorded.

The statement for signature by the witness should be prepared as quickly as

possible but, if the witness changes his mind about signing a statement, it should
be annotated by the Safety Officer that it had been prepared on the basis of an
interview with the witness who had subsequently refused to sign it or comment
further. Where the witness asks for extensive alterations to the original statement a
fresh statement may have to be prepared, but the original must be retained in the
Safety Officer’s Record Book.
 SAFETY MANAGEMENT SYSTEM
IRANIAN OFFSHORE ENGINEERING
AND CONSTRUCTION COMPANY

Issued: 26/03/02 Revised: Version:1 Page: 7 / 7

SAFETY 5.0 SAFETY 6.0 SMS DOC. No.

MANUAL OFFICERS & SORB 5.0- SAFETY-6.0-7 / 7

6.2 The Safety Officer’s Record Book (SORB)

Each section of the SORB is prefaced by guidance notes. The Safety Officer on board
every Company vessel shall maintain this Record Book in full compliance with the
advice given in the Code of Safe Working Practices for Merchant Seamen (CSWPMS).

This Record Book must be made available to the Master, Company Representative and
Flag or Port State officials for inspection at any reasonable time. Great care must be
taken to ensure that this book is up-to-date and as accurate as is reasonably practicable.

Every Safety Officer is reminded that this Record Book may contain the only factual
record showing that he has used his best endeavors in promoting personal safety on board
the Company vessels. Failure to record the relevant information as required could result
in the vessel’s Safety Officer being prosecuted by port or Flag State authorities with little
evidence to support his case. In many cases it is a defense to show that "best endeavors"
have been exercised with respect to the Rules and this Record Book can be used as
evidence of this.

In order to assist management with monitoring the operation of occupational health and
safety on board Company managed vessels, duplicate copies of all entries in this Record
Book must be forwarded to the (DPA) as soon as practicable. The Record Book is divided
into seven sections as follows:

■ Section 1 Record of Safety Officials, Committee Meeting Minutes and Replies.

■ Section 2 Record of Health and Safety Inspections

■ Section 3 Safety Officer’s Logbook

■ Section 4 Accident and Dangerous Occurrence (Near Miss) Investigations and Reports,
Witness Statements.

■ Section 5 Permit-to-Work System

■ Section 6 Certificates of Competence to Operate Watertight Doors, Cargo Access

Doors and Ship’s Lifting Appliances.

■ Section 7 Record of attendance at drills and training.