Guidance for Shipowners, Managers, Masters, Bahamas Recognised Organisations and Bahamas Approved Inspectors Note: This Bulletin is to be read in conjunction with Regulations 17 & 36 of MARPOL 73/78, Annex I, as amended (formerly Regulation 20) Introduction 1.1. This bulletin provides guidance on making Oil Record Book entries and related procedural matters, and to confirm BMA requirements in respect of the Oil Record Book (ORB) Part I and associated entries. There are principles within this document which may also be applicable to Oil Record Book Part II. The bulletin is not all-inclusive and may be updated in response to future developments as necessary. 2. Property 2.1. The Oil Record Book may not be removed from any Bahamian vessel except as detailed below for change of ship managers. It is to be kept on board at all times, readily available for inspection or copying in accordance with regulation 17.5 & 17.7 (for ORB Part I) and 36.7 & 36.8 (for ORB Part II) of MARPOL Annex I, as amended. 2.2. Attention is drawn to IMO Circular MSC-MEPC.4/Circ.1, whereby only in exceptional circumstances, such as when a port or coastal State Authority can articulate a legal basis and reasons why it is necessary, and when the Master and all the parties concerned agree, should the original records/documents be removed and replaced by certified copies and a receipt should be left on board stating the reason for the removal. 2.3. Completed Oil Record Books shall be retained on board for a period of not less than three years. 2.4. When the management of a ship changes, Oil Record Books may be removed from the ship to a place of safekeeping by the former managers. Each book is to be kept for a period of not less than three years from the date of last entry and must remain available for inspection by a competent authority, if required. 2.5. In case of Oil Record Book removal by a former manager, a certified copy of the last Oil Record Book in use must be left on board for the benefit of the new managers, with entries covering a period of not less than six months. The copy need not be in colour and may take the form of loose leaves. However such leaves must be suitably bound to form an accurate representation of the completed parts of the book in its original format. Certifying of the copy may take the form of a declaration on Company1 headed paper, signed and stamped by the ship’s Master. 2.6. The new managers shall open a new Oil Record Book from the date of new management. 3. Transfer operation 3.1. A transfer of any liquid which is required to be recorded in the Oil Record Book includes draining by gravity, movement by pump or manual method, or any other means which effects the movement of that liquid from one location to another. 4. Person carrying out the operation 4.1. Operations which have the possibility to result in a discharge overboard or tank overflow of oil or oily mixtures shall be carried out by a responsible officer only. 4.2. Other operations which cannot result in a discharge overboard or tank overflow may be carried out by a junior crew member acting under the direct supervision of a responsible officer. An example of this is the draining of a leakage tank to a sludge tank with verified available capacity. Pumping operations should be carried out only by a responsible officer, especially where error in valve operation is possible. ISBN: BMORB2
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