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CHAPTER 6

DOCUMENTATION

CONTENTS

Para
Documentation ................................................................................................................. 0601.
Combined Technical Office ............................................................................................. 0602.
Ship Equipment Files/KARDEX ..................................................................................... 0603.
Machinery Log Books ..................................................................................................... 0604.
Electronic Logs ................................................................................................................ 0605.
Propulsion, Auxiliary and Domestic Machinery and System Readings and
Records ............................................................................................................................ 0606.
Retention of Records ....................................................................................................... 0607.
Night Rounds Report ....................................................................................................... 0608.
MEO’s Night Order Book ................................................................................................ 0609.
Marine Engineering Department Routine Defect Reporting Log .................................... 0610.
Alterations to Entries in Registers or Logs ...................................................................... 0611.
Calculation of Fuel Expenditure, Records and Returns ................................................... 0612.
Inspection of Documents ................................................................................................. 0613.
Ship’s Administration Check (Engineering) - SAC(E) ................................................... 0614.
Marine Engineering Department Standing Orders (MEDSOs) ....................................... 0616.
Marine Engineer Officer of the Day/Duty ME Senior Rate Handover Pack ................... 0617.

ANNEX

Annex A: MEDSOs Format

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CHAPTER 6

DOCUMENTATION

0601. Documentation
To assist the Fleet in achieving the aims set out in Para 0501, ships and submarines are
provided with Maintenance Management Systems by the Warship Support Agency or CLS
Contractor. The instructions below, relating to a range of support documentation, are to
supplement the MMS in the efficient running of the Marine Engineering Department in
achieving this aim.

0602. Combined Technical Office

A Combined Technical Office (CTO) is to be established from which the organisation
of the department and the regulation of ratings is to be conducted. The organisation of the office
should include:

a. Correspondence log and pack system.

b. Office filing system.

c. Ship Equipment Files and their location.

d. Register of:

(1) Books, drawings etc.

(2) A & As.

(3) Instructions - DCIs, RNTMs, S2022as etc.

(4) Miscellaneous publications.

e. A method of amending handbooks technical publications, documents etc.

f. A method of distributing correspondence and circulating the MEO’s Night Order

Book.

g. A ‘Bring Up System’ for reports and returns and books for signature.

h. Signal logs including OPDEFs, STOROBs and MATDEMs.

i. General reading files for RNTMs, S2022as etc.

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0603. Ship Equipment Files/KARDEX

The MEO is to ensure that a record of important facts about the ship and her equipment
is maintained and information of lasting relevance or interest about equipment and system
performance and upkeep is to be entered in the surface ship Ship Equipment Files (SEF) or
submarine KARDEX. Apart from the obvious items in the detailed instructions for the SEF
(see BR 1313 - Maintenance Management in Ships) or KARDEX (see SMP23(1) -Technical
Instructions for Submarines VOL 1 Chap 4), the selection of what to record is at the discretion
of the MEO. The guiding principle is that equipment running histories, inspections, trials,
defects or other significant events should be recorded which will be of value to the MEO’s relief
or influence future decisions on the maintenance, upkeep or replacement of equipment and
systems. The accuracy of the surface ship Master Record Centre (MRC) prints is also to be
maintained.

0604. Machinery Log Books

Individual equipment Log Books (eg GTCUs, diesels) are to be maintained in
accordance with the requirements of the sponsoring IPT and inspected by the MEO at the
periodicities indicated below.

0605. Electronic Logs

To maximise the use of installed IT systems logs, log books, registers and equipment
files may be compiled onboard in electronic format provided that:

a. Periodic inspections in accordance with Para 0613 are completed and a robust
auditable trail of these inspections maintained.

b. Although the documents need not be presented to the MEO in hard copy during
periodic inspection, a Record of Signature of Inspections is to be maintained in hard
copy.

c. The MEO is to ensure that a retrievable copy of all electronic documentation is

maintained and appropriate data back up systems are established.

0606. Propulsion, Auxiliary and Domestic Machinery and System Readings and
Records
A record of all propulsion, auxiliary and domestic machinery and system parameters
and status is to be maintained at the propulsion system control position or in fully automated
ships at a data collection point in accordance with the requirements of the Platform Integrated
Project Team at build and amended through life as applicable, as advised by FWO engineering
staff and tailored by ships staff as required. Strict adherence to this requirement and the in depth
interrogation of recorded data by watchkeepers is fundamental to maintaining engineering
standards in the safety, operation, performance and availability of systems and equipment.
Similarly, records and trend analysis provided by this data are essential in achieving and
upholding maintenance philosophies. The records are to be maintained in either manuscript
registers and machinery running logs or by using available computer aided machinery
surveillance systems; this will be dependent and determined by platform fit (PMS, MIMIC,
MCAS, DECCA ISIS).

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The record of working main engines is to be maintained in accordance with Para 0112. For
submarines the Machinery Running Logs are landed in accordance with the instructions in
SMP23(1) - Technical Instructions for Submarines, Volume 1, Chapter 11.

0607. Retention of Records

The Machinery and System parameters and status recorded in accordance with the
requirements of the paragraphs above, whether in manuscript or electronic format, are to be
retained for a minimum of three months; additionally electronic records are to be backed up in
accordance with control system operating guidelines. In the event of collision, grounding or
any other incident that may require evidence of the operation of machinery, the records logs and
registers are to be retained until the conclusion of any investigation or proceedings.

0608. Night Rounds Report

The Night Rounds procedure is an important and independent check of the state of the
department that is carried out daily at sea and in harbour at the end of the working day. The
product of Night Rounds is the Night Rounds Report (NRR), this contains an overview of the
day’s activity and a succinct prJcis of daily equipment, system and logistic status. Relevant
information in manuscript registers, logs and abstracts or that provided by computer aided
surveillance systems, is to be extracted each day to compile the NRR. At sea the NRR is to be
presented formally to the MEO, or his delegated representative, this should normally occur
before the MEO writes his Night Orders. In harbour the NRR is to be presented formally to the
MEO if onboard, if not onboard the MEO is to make alternative arrangements for the oversight
of the report. FWOs are to provide guidance to ships on the format and content of the NRR for
each ship class and this format is to be reflected in Marine Engineering Department Standing
Orders (Level 2). MEOs are permitted to enhance the NRR locally to include additional
information as required. NRRs are to be included in the Ship’s Administration Check
(Engineering) process.

0609. MEO’s Night Order Book

Operational instructions to the ME Department are to be promulgated in writing using
the MEO’s Night Order Book. Instructions and timings of evolutions should be unambiguously
stated and the Order Book should be distributed to key Officers and Ratings who should sign
to indicate that they have read and understood the orders contained therein. The MEO should
write Night Orders to initiate preparations for sea, daily at sea and on any other occasion at his
discretion.

0610. Marine Engineering Department Routine Defect Reporting Log

The MEO is to maintain a single Marine Engineering Department Routine Defect
Reporting Log. It will be kept in the SCC or MCR under the control of the Marine Engineer
Officer of the Watch or Marine Engineer Officer of the Shift at sea and the Duty Marine
Engineering Senior Rating in harbour. It is to be readily available to members of the Ship’s
Company to report defects on equipment, fixtures and fittings maintained by the Marine
Engineering Department. The format of the log is to be as laid out below. Safety items are to
be given prompt attention and rectified at the earliest opportunity in order to protect personnel,
equipment and systems. Other defects are to remain extant within this log until rectified or,
where applicable, treated as long term defects and transferred to the maintenance management
system for further action. The log is to be sighted daily by the MEO’s nominated
representative, and weekly by the MEO.

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Marine Engineering Department Routine Defect Log

Signature of
Defect Rectified/
Name/Rate of Section WO2MEA
Date/ Equipment Safety Item Action Taken
Person Location Leader Daily
Time & Defect Yes or No ie S2022/S340/
Reporting (Defect Signature
EAS No
sighted)

0611. Alterations to Entries in Registers or Logs

Alteration to any Register or Log is to be initialled by the person making the alteration,
and is not to make the original entry illegible.

0612. Calculation of Fuel Expenditure, Records and Returns

Fuel expenditure is to be calculated and recorded daily (0001 to 2359). Fuel
expenditure is to be reported in accordance with Fleet Engineering Orders (Surface Ships)
Chapter 2.

0613. Inspection of Documents

The installation and implementation of robust engineering administrative procedures
and records is essential in the upholding of engineering standards and the continued availability
and reliability of equipment and systems. To assist in ensuring that correct administrative
procedures are being followed, Books and Forms are to be inspected by the MEO and Captain.
The documents and frequencies of inspection are to be promulgated in Marine Engineering
Department Standing Orders. As a minimum, the following surface ship Marine Engineering
Department and whole-ship documents require inspection and signature by either the MEO or
a member of the ME Management Team, as indicated, at the frequencies stated:

a. Daily

Night Rounds Report (at Sea) MEO

ME Defect Log Management Team

b. Monthly

Harbour Watch Training Log MEO

Switchboard Register (HV ships MEO
only)
Master and Departmental Noise MEO
Log
GOX Plant Log MEO
GTCU/Main Engine Log Books Management Team

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b. Monthly (continued)

Main Switchboard Log Management Team

Diesel Engine Log Books Management Team
Logistics Log Management Team
Condition Monitoring Records Management Team
Machinery and Switchboard Management Team
Drills Log
Diving Equipment PSL Management Team
(Including ELSA, EDBA and
EEBD)
Tag out Log Management Team
Ballast Water Log Management Team
(if separate from the Logistics
Log ie LPH)
Hydraulic Sampling Logs Management Team

c. Three Monthly

Junior Rates Training Log MEO

Junior Rates Task and Sketch MEO
Books
MEA Training Log MEO
MEA Task and Sketch Books MEO
Departmental Training Log MEO
Emergency Fire Pump Running Management Team
Logs
Lifting Equipment Register/ Management Team
LESMS Database
Flexible Hose Register Management Team
Pressure Vessel Register Management Team
H2S Monitoring Log Management Team
Refrigerant Gas Control Log Management Team
Cathodic Protection Log Management Team
EAS/RCMS/UMMS Management Team
PMS Signal Register Management Team
Emergency Generator, Motor Management Team
Boat and Fire Pump Running
Logs
Performance Servicing Logs for Management Team
Upperdeck Parts of Ship inc
CBM
Private and Portable Equipment Management Team
Logs

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d. Six Monthly (rolling programme)

GT Module Log Books MEO

Anchors, Cables and Associated MEO
Equipment Log
BR 1754 MEO
Ship Husbandry Log MEO
Paint and PAWIF Log DMEO
Performance Servicing Logs for Management Team
all ME Sections
Hull and Structure Logs Management Team
MIMIC and Condition Management Team
Monitoring Logs
Chilled Water Test Log Management Team
Shaft Bracket Weardown Management Team
Readings
RATS and ASE Tool Muster Management Team
Lists
Departmental and Section Management Team
COSHH Logs

Notes:

1. All logs indicated as "Management Team" are to be inspected by a member

of the Senior Management team (in FF/DDs MEO, DMEO and WO2) in rotation,
at the periodicity stated. They are not to be delegated to any individual member
of the Management Team for their sole inspection. In Capital ships the auditors
may include Section Officers.

2. All documents and logs are to include a signature and comment page to
record inspection dates, shortfalls and actions taken.

3. The periodicities stated are the minimum required. However MEOs should
use their discretion if they need to be seen more frequently or if they wish to
expand on the list.

4. Where logs are held in electronic format a single departmental signing form
is to be held, in hard copy format, showing dates of inspection with comments and
action undertaken.

5. The minimum documents to be inspected by MEOs of submarines are

detailed in SMP23(1) - Technical Instructions for Submarines Vol 1 Chap 1.

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0614. Ship’s Administration Check (Engineering) - SAC(E)

FWOs are to conduct an engineering administration check (iaw FEOs) to ensure that
engineering records (eg maintenance summaries, rounds reports, logs, test forms/data and
correspondence) are being maintained in accordance with current instructions and to further
support engineering personnel in ensuring that:

a. An effective safety management regime is being operated which meets current

legislation and the principles of ALARP.

b. High engineering standards are maintained to support the delivery of OC in a safe

and cost effective manner.

c. Accurate records of material state are maintained to support the reconciliation and
cost effectiveness of upkeep packages.

d. Trial reports are accurately compiled and information forwarded to appropriate

authorities within acceptable timescales.

e. A comprehensive training organisation is in place, understood and utilised.

f. Administrative practice is efficient, accurate and up to date.

g. There is a clear understanding of engineering administrative processes, procedures

and documentation.

0615. The SAC(E) is to be conducted as part of the SARC 2 process for both Upkeep and new
build ships and repeated annually as arranged by FWO, while taking full consideration of
Operational Sea Training reports, deployment cycles and additional requests of MEOs. SAC(E)
documentation is held and updated by the lead FWO and is to include SAC(HV) where
appropraite.

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0616. Marine Engineering Department Standing Orders (MEDSOs)

a. MEDSOs are the local application of Marine Engineering guidelines and

regulations to a particular ship and consist of information which will be identical to
other ships of the class (Level 2) combined with the MEOs local rules (Level 1). MEOs
may amend Level 1 articles by announcement in a MEDTEM but must gain approval
from the appropriate FWO SMEO prior to Level 2 article amendments and subsequent
announcement by MEDTEM. MEDSO lead FWOs are as listed below:

(1) PORFLOT. CVS, T42, Hunt Class, River Class, Castle Class, P2000.

(2) DEVFLOT. LPD, LPH, T23, T22, Hydrographic vessels.

(3) FASFLOT. Sandown Class.

Note. The structure and content of Submarine MEDSOs are detailed in Class
Standing Orders. Although FWOs have the lead for the administration of
MEDSOs at the waterfront, CSO(E)SS/(SM) have, as the personnel duty holder,
the final authority over the content of MEDSOs.

b. The MEO in every ship is to publish a set of orders for the ME Department. MM/
PP/Hydrographic Squadron Engineering Department Orders are to be published by
MM/PP/Hydrographic squadron commanders for their squadrons and countersigned
by the appropriate FWO SMEO. As laid out, and in addition to the guiding principles
in FEOs, the following points are to be observed:

(1) MEDSOs are complimentary to, and do not supersede, unless specifically
stated, directions contained in QRRN (BR 2), FEOs, BR 3000, BR 2000 Series and
dedicated equipment and system BRs, extant DCI, RNTMs etc.

(2) Orders are to follow the standard format at Annex A. If a particular section
is not relevant to the class of ship then that section is to be left blank (spare) and
not deleted. If further sections or chapters are required they are to be added with
the agreement of the lead FWO.

(3) Orders are to be concise and unambiguous. They are to concentrate on ship
and class specific items and are not to duplicate orders or instructions issued in
equipment handbooks or elsewhere. Departmental orders should state which other
orders are to be read by officers and ratings on joining.

(4) Orders are to reflect and amplify the Command’s Health, Safety and
Environmental policies, as laid down in FLAGO Chapter 26, with a clear
commitment to implement and regulate the policies as they affect engineering
departments.

(5) Responsibility for ensuring consistency of orders, incorporating best practice

and approval of amendments rests with the lead FWO SMEO, as above.

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(6) All members of the ME Department are to read MEDSOs within two weeks
of joining and sign the relevant copy.

(7) All members of the ME Department are to be fully familiar with the contents
of MEDSOs.

c. MEOs are to review MEDSOs annually and Level 1 amendments are to be

forwarded to Fleet Publications Northwood in accordance with FLAGO 0714 and to
the appropriate FWO for consideration of class wide implementation. Proposed Level
2 amendments are to be forwarded to the appropriate FWO for approval and class wide
promulgation. Lead FWOs are to hold copies of each ship’s MEDSOs.

Note. The previously incorporated Safety and Precautions against Accidents chapter
of MEDSOs has been removed as all articles are covered in parent documentation.
(See Chapter 7.)

0617. Marine Engineer Officer of the Day/Duty ME Senior Rate Handover Pack
In order to assist in maintaining the safe custody of the department, its equipment,
systems and personnel, the MEO is to ensure that a comprehensive handover pack is provided
for the use of the MEOOD or DMESR in the execution of his duty. A framework of detailed
content of the handover pack is to be included in MEDSOs (Level 2), in accordance with Para
0616, and is to cover such items as general guidance, system and equipment status, contact
information, out of hours work, etc.

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