What are the best practices and tips for GMDSS radio log keeping and reporting?

1 Log format and content

Your GMDSS radio log should be in a format that is easy to read, understand, and verify. You can use a paper log book, an electronic log, or a combination of both, provided the minimum requirements and standards set by the IMO and the ITU are followed. Your log should include the name and call sign of your vessel, date and time (in UTC) of each entry, type and frequency of the radio equipment used, details of the communication (such as station contacted, message content, signal strength, and acknowledgment), distress/urgency/safety calls or messages (position, nature of situation, assistance required, action taken), tests/checks/maintenance performed on radio equipment (date, time, results, corrective actions), defects/failures/malfunctions of radio equipment (date, time, cause, effect, remedy), and signature of person responsible for log entry.

2 Log maintenance and storage

Your GMDSS radio log should be maintained regularly and stored securely. You should update your log as soon as possible after each communication or event, and check it for accuracy and completeness. You should also review your log periodically to identify any trends or issues that may affect your radio performance or compliance. You should keep your log in a safe and accessible place on board your vessel, and protect it from water, fire, or theft. You should also make copies or backups of your log, especially if you use an electronic log, and keep them in a separate location. You should retain your log for at least one year after the end of each voyage, or longer if required by your flag state or port state authorities.

3 Log inspection and audit

Your GMDSS radio log may be inspected or audited by various parties, such as your flag state, port state, classification society, insurance company, or maritime administration. You should cooperate with any inspection or audit request, and provide your log and any supporting documents or records. You should also be prepared to explain or justify any entries or discrepancies in your log, and to demonstrate your compliance with the GMDSS radio requirements. You should also follow any recommendations or corrective actions that may result from the inspection or audit, and document them in your log.

4 Reporting procedures and obligations

Your GMDSS radio log is not only a record of your communication activities, but also a source of information for reporting any incidents or malfunctions that may affect your communication capabilities. You have a duty to report any distress, urgency, or safety calls or messages that you send or receive, as well as any false or hoax distress calls or messages, defects, failures, or malfunctions of your radio equipment, and interference or jamming of your radio frequencies. You should report these situations as soon as possible using the appropriate radio channels and methods, such as DSC, voice, fax, email, or satellite. Additionally, you should adhere to the reporting formats and protocols established by the IMO and the ITU and provide necessary information and evidence. Lastly, be sure to update your log with details of your reporting actions and outcomes.

5 Tips and best practices

To ensure you are meeting legal obligations and keeping a good GMDSS radio log, as well as reporting any incidents or malfunctions effectively, it is important to follow certain tips and best practices. This includes using a standardized log format and template that meets IMO and ITU requirements, as well as clear and concise language and abbreviations that are consistent with the international maritime vocabulary and codes. Additionally, use a reliable time source to record the date and time of each entry, such as a GPS or radio-controlled clock. For paper log books, use a legible and durable writing instrument like a pen or pencil, avoiding erasers or correction fluid. For electronic logs, use a secure and reliable device or software to create and store data, while backing up regularly. Assign a designated person or team to be responsible for the log keeping and reporting tasks, and train them on the procedures and standards. Furthermore, review your log entries regularly for accuracy and completeness, correcting any errors or omissions promptly. Keep your log book open for inspection or audit at all times, cooperating with any requests or inquiries. Finally, report any incidents or malfunctions promptly and accurately, following up with any actions or feedback. By doing these things, you can improve your communication performance and reliability while avoiding penalties or liabilities that may arise from poor log keeping or reporting.

6 Here’s what else to consider

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