Ashtari Innovation in Commercial Ship Surveying

Running head: INNOVATION IN COMMERCIAL SHIP SURVEYING 1
Innovation in Commercial Ship Surveying

Ali Ashtari
California State University, Maritime Academy
Image sources in this article: Ali Ashtari

INNOVATION IN COMMERCIAL SHIP SURVEYING 2
Abstract
Ship surveying is a crucial aspect of ensuring the safety of vessels and complying with national
and international regulations. However, the process is often time-consuming and inefficient due
to outdated surveying methods, lack of standardization, limited scope, and limited use of
technology. By implementing technology and innovative techniques, such as an online portal and
AI-driven app, the survey process can be made more efficient, accurate, and secure. A document
retrieval system is important for ship surveying and outlines steps to assess its return on
investment, including identifying costs, estimating savings, and considering risks and long-term
benefits. It also describes the design and implementation of a Rapid Survey Information System
for ship surveying, which involves developing a mobile application, integration with ship
databases, implementing an online portal, and using artificial intelligence and machine learning.
The implementation of such a system can improve the accuracy, efficiency, and reliability of the
survey report generation process.
Keywords: commercial ship survey, merchant ship survey, cruise ship survey, ship safety
inspection, ship survey

Contents
Abstract ................................................................................................................................2
The Technology Gap in Commercial Ship Surveying .........................................................5
Literature Review...............................................................................................................10
Marine Shipping Industry...............................................................................................10
Surveyor .........................................................................................................................10
Commercial Ship Surveying ..........................................................................................11
Types of Ship Surveys....................................................................................................13
Initial Ship Survey ......................................................................................................13
Intermediate Ship Surveys ..........................................................................................14
Annual Ship Survey ....................................................................................................14
Flag State Survey ........................................................................................................15
Class Renewal Survey (CRS) or Special Ship Survey ...............................................15
On/Off-Hire Survey ....................................................................................................17
Hull Inspection Survey ...............................................................................................18
Survey of Bunkers ......................................................................................................19
Dry Dock Survey ........................................................................................................21
Survey Regulations and Clauses ....................................................................................24
Fuel Inspection Clause................................................................................................26
Safety of Surveyors ........................................................................................................30

Ship Survey Technologies ..............................................................................................32
Surveying Process and Completion................................................................................34
Summary ........................................................................................................................37
Technology Innovation Design in Ship Survey Reporting System................................38
Survey Information System (SIS) Design ......................................................................40
Survey Information System (Comparative Analysis) ....................................................42
Rapid Survey Information System Design .....................................................................44
Survey Information System Implementation .................................................................45
Timeline and Implementation Process .......................................................................47
Conclusion .........................................................................................................................49
Recommendations ..............................................................................................................52
References ..........................................................................................................................53
Appendix ............................................................................................................................58
The Technology Gap in Commercial Ship Surveying
Outdated commercial ship surveying methods are ineffective in helping the commercial
shipping industry, port authorities, and ship crew with timely reports and survey reports of the
ship's conditions. The commercial ship purveying is in desperate need of enhancements to
determine the ship’s condition and sailing decisions. In terms of the strategic planning strategy,
any improvements to the commercial ship surveying processes increase efficiency, which boosts
stakeholder confidence in the commercial shipping industry (Robinson & Pearce II, 2014).
Surveys such as on/off Hire Condition Surveys (OHCS) are essential to commercial ship
operations. OHCS assesses the ship’s condition, energy consumption, engine status, navigation,
operation controls, and details that are critical in determining the ship’s readiness before setting
sail (Bhanawat, 2019). However, most of the processes to survey commercial ships are
inefficient since such assessments require technical advancements, which large firms are more
equipped to implement (Dasgupta, 2021).
Surveying is a challenging task that requires specialized skills and knowledge of local,
federal, and international laws relevant to the ship's sailing conditions. Technical expertise in
surveying requires in-depth knowledge of the vessel, its service type, and its cargo. For example,
dry cargo ships are used for transporting non-liquid goods, while general cargo ships carry
various types of goods, and container ships are designed to transport standardized containers.
Marine vessels come in various forms, including roll-on/roll-off ships that transport both
passengers and vehicles, refrigerated cargo ships that maintain specific temperature conditions
for goods, and bulk cargo ships for transporting unpackaged goods such as coal, grains, and
minerals. Liquid cargo ships are categorized into crude oil tankers, chemical tankers, and product
tankers, which carry diverse liquid products. Additionally, gas cargo ships are exclusively built
for the transportation of liquefied gases. To ensure their safe operation, marine surveyors rely on
their expertise to examine these vessels.
Figure 1
Main Engine Room (One of the main areas that a surveyor needs to inspect)
The importance of ship surveys and their impact spans various primary industries,
agencies, and organizations. The maritime sector, which encompasses ship owners, operators,
and managers, is directly impacted by surveys as they are responsible for ensuring their vessels
adhere to international regulations and industry standards. Additionally, classification societies
like the American Bureau of Shipping (ABS), Bureau Veritas, and Det Norske Veritas (DNV)
perform surveys to verify that ships meet safety, environmental, and performance requirements.
These societies are recognized and authorized by flag states to conduct surveys, issue
certificates, and ensure compliance with international conventions and codes.

The ship survey impacts port state control authorities such as the US Coast Guard and
European Maritime Safety Agency (EMSA) since they depend on survey data to enforce
regulatory compliance for ships entering their ports. These authorities conduct inspections and
audits to verify the condition and safety of the vessel and its crew and may detain or prohibit
ships that do not meet regulatory requirements. Lastly, maritime insurers may utilize survey
reports to assess the risks involved in insuring vessels and determine appropriate premiums.
Insurance underwriters may rely on survey data to evaluate the ship's condition, maintenance,
and operational history, as well as the potential risks associated with the intended voyage and
cargo. Therefore, ship surveys play a crucial role in maintaining the safety, security, and
sustainability of the maritime industry.
The impact of ship surveys extends beyond the primary industries and organizations in
the maritime sector and has a major influence on secondary industries and the overall economy.
Shipbuilding and repair companies can benefit from survey findings that identify areas where
vessels require improvement or modification, potentially leading to increased business
opportunities and economic growth. Similarly, environmental organizations can utilize survey
data to advocate for more rigorous regulations and policies to promote improved environmental
sustainability practices in the maritime industry. The tourism sector also benefits from survey
reports, which can highlight areas where vessels require improvement to ensure the safety of
passengers and crew. Finally, government agencies and regulators can utilize ship survey results
to develop new regulations and policies to improve safety, environmental sustainability, and
energy efficiency in the maritime industry. Overall, ship surveys promote safety, sustainability,
and efficiency in the maritime sector, thereby positively impacting various industries and the
economy.
Figure 2
Ship at Anchorage (surveyor needs to be in constant communication with the port control for the
exact location and the time to aboard the ship at the anchorage for surveying)
An update to the infrastructure for surveying commercial ships will ensure that most of
the requirements have been met and that any issues can be resolved before rising to a
catastrophic level. Inspection procedures and processes are crucial components of risk
management, as they prevent the use of substandard ships for the transportation of goods or
passengers. Therefore, any improvements to the ship surveying will increase the surveyor
productivity, improve communication among charterers, owners, and local and federal
authorities, and mitigate risks through timely detection.
Senior management involvement and approval are necessary for improving commercial
ship surveying. Centralized research and development (R&D) in technology management can
offer better control to senior management. In this hierarchy, subdivisions are close to the top
management and make changes easier in the R&D process that ensures expeditious development
and implementation of survey enhancement technology (Pearce & Robinson, 2015).
Additionally, the decision-making process is faster due to the availability of economies of scale;
however, in the decentralized approach, decision-making becomes more time-consuming due to
management structure and cultural system. Therefore, the technology implementation for the
ship surveying processes relies on the centralized R&D process that considers all aspects of the
changes required for successful implementation (Dhami & Grabowski, 2011).
Figure 3
Navigation System at Bridge (surveyor has close communication with the ship management and
needs to inspect the bridge for the system functionality and documentation)
Literature Review
Marine Shipping Industry
With the most recent changes in the marine shipping industry and the introduction of new
and improved ship design and engine efficiency, marine transportation has shifted to a rapid
transit system. "The shipping industry is an essential component of the global economy,
responsible for the transportation of more than 80% of global trade by volume and over 70% by
value. It plays a vital role in facilitating international trade, driving economic growth and
development, and connecting people and businesses across the world" (Chee et al., 2021).
General cargo, bulk carriers, gas carriers, and container ships have undergone
modifications that enable the movement of goods in a timely manner. Such improvements
require a robust reporting system and efficient surveying mechanism to meet the demands of the
marine transportation sector. However, such demands require a robust surveying system to
determine the feasibility of the ship for sailing and meet the requirements for the transportation
of goods and passenger ships. Such surveying mechanisms need to incorporate methods of
assessing ship engine performance, maintenance, and safety to inform stakeholders of such
operations (Dasgupta, 2021).
Surveyor
The role of ship surveyors is crucial in maintaining the safety and compliance of the
vessel. They are responsible for performing audits, inspections, and surveys of ships and
ensuring that vessels comply with international standards and regulations (Menon, 2022). Being
detail-oriented, having strong critical thinking abilities, patience, physical stamina, time-
management skills, visualization skills, and good problem-solving skills are all essential traits for
marine surveyors. A surveyor professional needs to be well informed about the various forms of
surveys and the technical details related to surveying practices. Also, these professionals must
have excellent communication and interpersonal skills to effectively interact with a wide range
of individuals. The International Institute of Marine Surveying provides training programs for
those interested in pursuing a career in this field.
The surveyor is responsible for generating the reports after the inspection. The marine
surveyor report is an important document that often has the final say on whether financial
institutions or insurance companies will finance or underwrite a ship or its carriage and cargo
(Dasgupta, 2021).
The surveyor’s contact with the ship’s officers during the inspection process is critical
and the surveyor needs to make sure that all operations are complete, and nothing has been
forgotten. The surveyor, during the final steps, must recap the recorded data, and all gathered
documents, and collect copies of the ship’s certificate that may be necessary for the checklist of
required documents. The signature of the ship’s Master and Chief-Engineer is necessary to
confirm the authenticity and accuracy of collected data (Karanassos, 2015). The surveyor at this
stage should prepare a comprehensive report that will satisfy the requirements of the survey and
adhere to the owners’ requested report regarding the condition of the ship including the
inspection of the engine, and deck, report of damages, and fuel consumption and condition report
(Dasgupta, 2021).
Commercial Ship Surveying
Commercial ship survey requires modifications to their processes that will include the
real-time state of the ship’s conditions, issues, fuel status, and safety concerns before setting sail.
Every time a ship begins a new charter, it undergoes a survey to establish its condition
(International Maritime Organization, 2022). Similarly, when the charter ends, another survey is
conducted to determine if the ship has suffered any damage during the charter, for which the
charterers are responsible to reimburse the owners. Both surveys also include a fuel survey to
determine the quantity of fuel onboard at the time of on-hire or delivery and off-hire or
redelivery, which helps establish if the owners owe money to the charterers or vice versa
(Karanassos, 2015, p. 65). The owners and charterers share the costs and time of conducting
these surveys (American Bureau of Shipping, 2021).
Figure 4
Cargo Ship (cargo ships safety is one of the main objectives of the surveyor)
Types of Ship Surveys
The process of ship surveying involves a thorough examination of a ship's machinery,
structure, equipment, and safety systems to confirm its seaworthiness and compliance with
relevant regulations and standards. Ships undergo different types of surveys based on their type
and service line including pre-purchase surveys, condition surveys, and class surveys. Marine
surveyors conduct various types of vessel surveys such as initial surveys, periodic surveys, and
special surveys. In the tanker and gas industries, terminal safety inspections are frequently
conducted because of the dangerous nature of the cargoes they transport (Bhanawat, 2019). The
following highlights the most common types of inspections used in the shipping industry.
Initial Ship Survey
The Initial Survey of the ship involves a comprehensive evaluation of technical
documents such as plans, diagrams, specifications, and calculations to ensure compliance with
specific certificate requirements.
The primary goal of an initial ship survey is to carry out a comprehensive inspection of a
new vessel or one that has been out of service for an extended period. Its purpose is to confirm
that the ship complies with the required standards and regulations for seaworthiness.
Workmanship and installation are also reviewed to ensure they meet satisfactory standards. The
survey covers multiple aspects, such as the ship's stability, machinery, equipment, safety
systems, and structure. Finally, the survey verifies that all necessary certificates, record books,
operational manuals, and other documents required by the specific certificate have been properly
obtained and are on board the vessel.
An initial ship survey is conducted by the classification society or the flag state inspectors
to verify the ship's construction, design, and equipment against the applicable standards, ensuring
that the ship is suitable for its intended use. Additionally, the survey may involve verifying the
crew's qualifications and reviewing the ship's documentation. The results of the initial survey
provide a baseline for future surveys and can identify any required modifications or repairs to
maintain the vessel's seaworthiness.
Intermediate Ship Surveys
Intermediate ship surveys are performed between annual surveys, typically after two and
a half years, to ensure that the ship complies with the required regulations and standards for
seaworthiness. These surveys aim to discover any issues that may have arisen since the last
survey and, although not as comprehensive as special surveys (which occur after five years), they
still involve a detailed examination of the vessel's hull, machinery, and equipment to locate any
faults or damages. In addition to these checks, intermediate surveys may include testing and
calibration of firefighting and life-saving equipment.
To ensure compliance with the ballast water management and equipment requirements
outlined, an intermediate survey must be conducted during the certificate's six-month validity
period. The purpose of the intermediate survey is to ensure that the vessel is still in compliance
with applicable regulations and that it is safe to continue operating. Surveyors will thoroughly
examine several specified items during the intermediate survey, including critical systems and
components, as well as the overall condition of the vessel. The outcome of the intermediate
survey informs what repairs or maintenance should be carried out to maintain the ship's safety
and prevent any potential risks.
Annual Ship Survey
An annual ship survey is a form of examination conducted once every year to ensure a
vessel complies with the necessary standards and regulations for seaworthiness. This
comprehensive inspection covers a broad range of elements, including the ship's hull condition
and engine performance. The survey aims to ensure that all the equipment, systems, and
processes related to the certificate are well-maintained and continue to meet the standards
necessary for the ship's intended purpose. The survey is performed by either flag state inspectors
or a classification society and encompasses several aspects of the ship such as its structure,
equipment, machinery, and safety systems. The primary objective of this survey is to detect any
defects that may have occurred since the previous inspection and to rectify them to avoid
potential risks or accidents. This assessment may also include the verification and calibration of
equipment like fire-fighting systems and life-saving equipment. The outcome of the annual
survey ensures that the ship remains secure and fit for operation throughout its operational
lifespan.
Flag State Survey
In the shipping industry, a flag state survey is an examination that is carried out by the
administration of a ship's flag state to ensure that the ship meets both the international
conventions and the regulations of the flag state. The survey encompasses different areas of the
vessel, such as its structure, machinery, equipment, and safety systems. It is conducted at specific
intervals, usually every five years, and may also be necessary after major modifications to the
ship. The flag state survey's findings are crucial in ensuring the ship is still in accordance with
the appropriate regulations and standards for safety and seaworthiness.
Class Renewal Survey (CRS) or Special Ship Survey
To renew the classification of a ship, a special survey is performed to verify whether the
vessel's technical state and structural and component alterations meet the RS rules' criteria. A
special ship survey is an examination carried out on a vessel that has been in service for five
years, or no more than 63 months (about 5 and a half years). Owners may begin the CRS on the
fourth Annual Survey and complete all necessary surveys by the fifth Annual Survey. This type
of survey is more comprehensive and detailed than the annual or intermediate surveys and is
intended to identify any faults or harm to the hull, machinery, and equipment. The inspection
covers different aspects of the ship, including its structure, stability, machinery, equipment, and
safety systems. The Docking Survey, which includes examining the external part of the shell
plating and related equipment, is conducted in drydock (Karanassos, 2015, p. 68). If deemed
appropriate by the Classification Society, an In-water Survey may be performed instead of a
Docking Survey.
Figure 5
Dock
Typically, the special survey is conducted by flag state inspectors or a classification
society and may include non-destructive testing of the ship's structure using methods such as
ultrasonic or x-ray testing. The findings of the special survey are used to determine any
necessary repairs or maintenance required to maintain the ship's seaworthiness and ensure its
safe operation.
On/Off-Hire Survey
On/off-hire survey is a report on the overall ship either during the on-hire when a ship is
to enter a new charter or when the ship owners are transitioning to end a charter (Wijk & May
2016). The off-hire survey will determine whether the ship has sustained any damages during the
charter, which indicates for which charters are liable to reimburse the ship owners. Such
structural surveys require a bunker survey to inspect fuel and diesel oil onboard at the time of
on/off hire or delivery. On-hire and off-hire bunker surveys will also determine the quantities of
fuel remaining onboard at the time of the ship's delivery to charterers and at the time of her
redelivery to her owners (Karanassos, 2015, p. 71). The surveyor will sound all tanks containing
heavy fuel oil and marine diesel oil, including service, and settling tanks, and calculate the fuels
remaining onboard at the time of attendance (Karanassos, 2015, p. 72).
The survey also establishes the money that either the owner or charter needs to tender at
the end of the charter and its cost is equally shared between the parties (Karanassos, 2015, p. 74).
The charterers are fully liable for any loss or damage to the owners caused by the supply of
unsuitable fuel, and the owners are not responsible for any reduction in performance or other
consequences arising as a result thereof. In the case of any dispute, the burden rests with the
owners to prove that unsuitable fuel was the proximate cause of loss or damage, highlighting the
importance of proper sampling procedures that a surveyor must obtain through proper procedures
(BIMCO, 1999). According to Karanassos (2015), On-Off hire surveys reduce legal issues and
build a cooperative condition for ship charters with the owning entity that removes the need to
address any incurred damage during the charter time through expensive and lengthy legal battles.
Hull Inspection Survey
According to regulations, ships must undergo hull inspections to avoid negative
consequences. The surveyor will also examine the hull, port, and starboard, and other areas for
any damage to the shell plating and associated structural members such as frames, etc.
(Karanassos, 2015, p. 66). The surveyor will record the condition of the ship's coatings or
paintwork.
The surveyor will examine the ship's certificates, including Class certificates, and
any damage reports issued by the ship's command to the charterers and the ship’s crew.
Depending on the instructions received from the owners and/or the charterers, the surveyor may
extend their survey to other areas such as the navigating bridge and equipment, lifesaving
appliances and equipment, accommodation and ancillary areas, engine-room, and other
machinery areas such as steering gear (Karanassos, 2015, p. 67).
Figure 6
Hull View (Hull/hatch inspection is one of major tasks for the surveyor)
Classification societies have established procedural requirements that should be followed
to ensure compliance. Emerging Remote Inspection Technologies such as drones, crawlers, and
submersibles are being tested to conduct surveys and inspections, with the aim of replacing
human presence on board ships and in water. However, some have raised concerns about liability
issues associated with the use of these technologies, which may hinder their adoption and growth
in the market, particularly in the European Union. Ship owners require a "safety net" to operate,
and while technological solutions may help, the involvement of multiple actors can make it
challenging to determine liability (Ghosh, 2021). The use of remote inspection technologies
(RITs) for ship hull inspections has been increasing, and ship inspection techniques include
developing a trustworthy environment through Human-Robot Interaction (Pastra et al., 2022).
Survey of Bunkers
Ship bunkers are important in the ship survey since bunkers provide the fuel oil for the
vessel’s main engine for propulsion and diesel oil for ancillary service operations (Dasgupta,
2021). Such operations are essential for the ship’s operation and safety since the auxiliary
generators that support the ship’s energy supply and any damage or operational issues result in
heavy damage (Karanassos, 2015, p. 96). At the end of the charter, another survey will highlight
the ship’s engine performance status and any operational issues and calculate the fuel oil and fuel
oil consumed during the charter.
Figure 7
Bunkering Time (surveyor will aboard and measure all tanks)
When a firm of Marine Surveyors receives an application from a ship's owners or
charterers for a condition survey, their staff must know how to respond promptly and
professionally. There are established procedures for handling survey requests and inquiries that
must be followed to ensure the utmost efficiency and quality of service. If necessary, a senior
member of the office should be consulted to provide guidance and assistance.
One example of a critical marine engineering operation that can lead to environmental
damage is ship bunkering. This process involves the transfer of fuel from a supply vessel to a
receiving vessel and requires careful safety procedures to prevent accidents. Despite these safety
measures, however, even minor mistakes can result in serious harm to both the environment and
human life. Many bunker accidents are caused by various types of human error, which highlights
the importance of implementing effective safety protocols and training programs to minimize
these risks. Therefore, the surveyor must ensure proper functionality of the equipment and tools,
and all tools and gauges must be calibrated every year and devices should function without any
errors. The surveyor needs to be familiar with the forms and must complete the forms very
accurately in the shortest possible time. The timely completion of the forms is essential so that
the company can access the information online at the same time as surveying the ship. The
surveyor also needs to know about tank information, safety rules, calculation techniques, and
pollution laws and must follow the MARPOL regulations.
Dry Dock Survey
The most challenging type of survey is the 5-year dry or dry dock survey, which involves
a comprehensive inspection and testing that must follow the classification society's guidelines. In
this type of survey, the ship is taken out of the water and placed in a dry dock for maintenance or
repairs, and an examination. The survey entails a comprehensive evaluation of the hull,
machinery, and equipment, and any required maintenance and repair work. To ensure that the
ship complies with pertinent laws and norms for seaworthiness, classification society or flag state
inspectors typically conduct the dry dock survey. The hull may be cleaned, painted, and repaired
during the dry dock survey, and the machinery and equipment may also receive an overhaul or
replacement as needed. The dry dock survey is an essential component of a ship's maintenance
schedule and helps to ensure its dependability and security (Karanassos, 2015, p. 79).
Inspecting a ship in drydock is not common, except in cases where the owners claim that
damage occurred during a particular charter party and that it is covered by it. In such cases, the
owners will arrange for the ship to be drydocked and invite the charterers for joint inspections. If
the inspections confirm the alleged damage, repairs will be made, and the drydocking costs will
be apportioned between the owners and charterers based on the surveyor's report. During
drydocking, the ship is placed on blocks to support its weight and enable inspection of its bottom
shell, while staging is set up for the side shell, bow and stern shell, stern frame, and rudder.
Alternatively, an "in-water" survey may be conducted first, and depending on its findings, a
drydock inspection may be required. In such cases where a drydock inspection is required; the
ship's owners will arrange for a suitable time and place for the inspection. In such cases, a
meeting will be held to ensure that all parties involved are aware of the procedures for the divers
inspecting the ship's bottom. Depending on this survey's findings, a drydock inspection may be
necessary.
A dry dock survey usually coincides with the anniversary of class requirements or due
dates (Karanassos, 2015, p. 67). The owners will bear the cost of the drydocking but will invite
the charterers to conduct joint inspections. If the in-drydock inspections show that the alleged
damage occurred during the charter party period, then repairs will be made. In this scenario,
adjusters will be appointed to determine the drydocking costs, which will be shared between the
owners and the charterers based on the surveyors' report findings. When a ship is drydocked, it is
placed on blocks that support its weight and allow for a thorough examination of the bottom shell
(Karanassos, 2015, p. 72). Staging will also be arranged, if necessary, for the accurate inspection
of the side shell, bow and stern shell, and stern frame and rudder.
The dry dock survey is comprehensive and requires the surveyor to have extensive
knowledge of the vessel’s details. The process of drydocking a ship involves flooding the
drydock and then opening its gates to guide the ship into the drydock, positioning it precisely
over the blocks that have been arranged according to the drydocking plan provided by the ship's
owners. Once the dock gates are closed, the water is pumped out, and work can begin. The work
covers various aspects, starting with the visual inspection of the ship's shell plating, including the
bilge keels, from stern to stem, on both port and starboard sides. The surveyors record
mechanical damage such as indents and other distortions, wear due to corrosion, cracks, and
marine growth accumulation. Depending on the damage's nature and extent, the repair work may
require a Class surveyor. Before any work can begin, the shell plating must be cleaned, which
can be done by scraping and wire-brushing, high-pressure water jets, shot blasting with abrasive,
or a combination of high-pressure water jets and shot blasting.
To begin with, after the cleaning process, any damaged shell plating and internals are
replaced with materials that meet the same specifications. Following this, the outer shell plating
is coated with anticorrosive paint, and the submerged parts of the shell plating are coated with
antifouling paint. The number of coats of each type of paint to be applied is determined based on
the owners’ requirements.
Next, measurements are taken to determine the clearance between the stern tube bearings
and the tail shaft, and if the clearance is found to be excessive, the tail shaft may need to be
removed for further inspection. Once the propeller is removed, the tail shaft is cleaned, and a
magnetic particle test is performed to check for cracks. If wear is found to be excessive, the shaft
may be condemned; otherwise, it is polished.
After the removal of the tail shaft, the stern tube is fully exposed, and the stern tube
bearings are measured to establish the clearance between the tail shaft and bearings. The
bearings are made of either lignum vitae or white metal and cooled either by water or lubricating
oil. If the clearances are found to be excessive, new staves of a larger size are used to replace the
existing lignum vitae staves, or the existing white metal is built up to reduce the clearance
between the bearings and the tail shaft.
Lastly, the opportunity is taken to dismantle the stern gland, clean it, and pack it with
new material while the ship is in drydock. The propeller is examined while still attached to the
ship to assess the presence of cavitation effects, corrosion, or damage to the tips. However, as
mentioned earlier in point (2), the propeller must be removed from the tail shaft to enable the
latter's removal. If any cavitation effects are discovered, the affected areas can be repaired by
adding material and grinding it to create an even and smooth surface. If the propeller tips are
damaged, a similar repair approach can be taken, and annealing may be necessary based on the
nature of the repairs.
Survey Regulations and Clauses
The International Maritime Organization (IMO) provides international regulations and
standards for ship surveys, including the International Convention for the Safety of Life at Sea
(SOLAS) and the International Load Line Convention (International Maritime Organization,
2022).
The General Time Charter Party (GENTIME), appendix A, composed by a Baltic and
International Maritime Council’s (BIMCO) subcommittee in the late 1990s, includes Regulation
five which outlines the on-hire and off-hire survey procedures. The on-hire survey should be
conducted without delay to the charterers, while the off-hire survey should be conducted during
the charterers' time. Joint surveys are conducted by mutually acceptable surveyors at agreed ports
or places, covering the vessel's condition, equipment, and fuel quantities (BIMCO, 1999). The
owners must instruct the charterer to cooperate with the surveyors. The survey fees and expenses
are shared equally between the owners and the charterers. The surveyor will inspect various parts
of the ship, including the weather decks, cargo gear, outfit, and equipment on the weather decks,
hatch-coamings, hatch covers, and associated equipment, container fittings and securing gear,
various decks such as tween decks (if present) and lower cargo holds. They will grade the
cleanliness of these parts and spaces after inspection.
According to Regulation six, administration officers, designated surveyors, or accredited
companies may carry out ship inspections and surveys. The Administration is responsible for
ensuring the thoroughness and effectiveness of the inspection, and those performing inspections
must ensure that corrective action is implemented if the ship or equipment is out of compliance
(International Convention for the Safety of Life at Sea, 2023). This Clause of the General Time
Charter Party deals with bunkers, stating that the fuel quantity at delivery and redelivery should
be about the same, with enough fuel for the vessel to reach the nearest port with the required fuel
or better. Charterers and owners can also bunker before delivery and redelivery, respectively,
without hindering the other party's vessel operation. Subclause (d) provides guidelines for the
bunkering operation due to the associated problems (Mandali, 2017).

The surveys that passenger ships must go through to guarantee compliance with safety
rules are described in Regulation seven. The surveys consist of a preliminary examination before
the ship is put into service, a renewal examination every 12 months, and further examinations as
required. The initial survey entails a careful inspection of the ship's internal and external
machinery, equipment, and structure. Additionally, it comprises audits of adherence to safety
standards and guidelines, such as those for fire protection and life-saving equipment. The
renewal survey evaluates the construction, machinery, and equipment of the ship to see whether
they are still functional and up to code (Mandali, 2017). A survey must also be conducted on any
ship upgrades or repairs. To ensure compliance, laws, orders, decrees, and regulations must be in
place.
Fuel Inspection Clause
Fuel inspection needs to adhere to proper sampling procedures in accordance with
(BIMCO) FUELCON Standard Marine Fuels Purchasing Contract. While the fuel purchasing
contract is between the time charterers and the fuel suppliers, the ship's crew, specifically the
chief engineer, must assist the charterers in their interactions with the suppliers to act in the best
interest of the ship's owners and provide necessary information to the surveyor (Brodie, 2016, p.
47). The clause requires the chief engineer to cooperate with the bunkering agents and fuel
suppliers. Sub-clause (e) imposes full liability on the charterers for any damage caused by the
supply of unsuitable fuel and relieves the owners of responsibility for any reduction in
performance or other consequences resulting from it (BIMCO, 1999). However, the owners bear
the burden of proving that unsuitable fuel was the direct cause of the loss or damage,
emphasizing the significance of proper sampling procedures.
Figure 8
Bunker Barge, Fuel Samples (surveyor needs to submit fuel samples to the laboratory)
During a ship survey, the surveyor will inspect various ship components, including the
weather decks, cargo gear, outfit, and equipment on the weather decks, hatch-coamings, hatch
covers, associated equipment, container fittings, and securing gear, poop deck, tween decks, and
lower cargo holds. After the inspection, the surveyor will evaluate the cleanliness of these parts
and spaces. Moreover, the surveyor will examine the hull, port, and starboard for any damage to
the shell plating and structural members such as frames.
The surveyor will also document the condition of the ship's coatings/paintwork. In
addition to these inspections, the surveyor will review the ship's certificates, such as Class
certificates, and any damage reports issued by the ship's command to the charterers. If instructed
by the owners and/or charterers, the surveyor may expand their inspection to other areas, such as
the navigating bridge and equipment, lifesaving appliances and equipment, accommodation and
ancillary areas, and engine room and other machinery areas, such as steering gear (Karanassos,
2015, p. 70).
Figure 9
Scavenge Space in Engine Room (inspection and documentation of the engine room is critical,
and is one of the main objectives of the surveyor to document its current functionality and
condition)
During on-hire and off-hire bunker surveys, the surveyor will determine the quantities of
fuels remaining onboard at the time of the ship's delivery to the charterers and its redelivery to its
owners. The surveyor will sound all tanks containing heavy fuel oil and marine diesel oil,
including service, and settling tanks, to calculate the remaining fuels onboard during attendance.
The charterers are responsible for any loss or damage to the owners caused by the supply
of unsuitable fuel. The owners are not responsible for any reduction in performance or other
consequences arising from it. However, the owners must prove that unsuitable fuel was the
proximate cause of loss or damage, highlighting the importance of proper sampling procedures.
The following guidelines are essential information regarding ship fueling.
1. The vessel must be delivered with the same amount of fuel as stated in the charter
documents, and it must be returned with the same quantity unless otherwise. However, at
redelivery, the amount of fuel must be enough to allow the vessel to safely reach the
nearest port where the required type of fuel is available.
2. If it does not affect the vessel's operation and both parties agree, the charterers may
purchase fuel for the vessel before delivery, and the owners may purchase fuel for the
vessel before redelivery.
3. The charterers will pay for the fuel at delivery at the price specified in charter hiring
documents, which will be added to the first hire installment. The owners will pay for the
fuel at redelivery at the price specified at the time of the contract.
4. The charterers must provide stable and homogeneous fuel of the specifications and
grades, which must comply with ISO standard 8217:1966 or any subsequent amendments
thereof and the relevant provisions of MARPOL. “The International Convention for the
Prevention of Pollution from Ships (MARPOL) is the main international convention
covering prevention of pollution of the marine environment by ships from operational or
accidental causes” (International Maritime Organization, 2023). The chief engineer must
cooperate with the charterers' bunkering agents and fuel suppliers and fulfill their
requirements during bunkering. Representative fuel samples must be taken during
delivery, labeled, sealed, and signed by the suppliers, the chief engineer, and the
charterers or their agents. Two samples will be kept by the suppliers, and one each by the
vessel and the charterers. If there are any claims related to the quality or specifications of
the fuel, the retained samples will be analyzed by an independent laboratory. (e) The
charterers will be responsible for any damage or loss incurred by the owners due to the
supply of unsuitable fuel or fuel that does not meet the specifications and grades
(BIMCO, 1999). The owners will not be responsible for any reduction in the vessel's
speed or performance, increased bunker consumption, or any other consequences
resulting from such fuel supply.
These guidelines assist the surveyor to collect and convey necessary information
regarding the ship’s fuel and the system state and health check. The surveyor report must
compile detailed information about the fuel system and its performance, which is essential in
determining the condition of the critical components of the ship before or after the charter.
Safety of Surveyors
The safety of surveyors while on a ship is crucial to ensure that everyone working on
board is protected against accidents. This requires appropriate equipment and training programs
to minimize the likelihood of accidents, which can occur due to human error or unnoticed wear
and tear of materials. Crew members and other workers must remain vigilant of potential
hazards, and regular training and drills are necessary to remind them of possible dangers
(Czajkowska-Łada, 2020).
Before discussing the safety of surveyors while on a ship, it is crucial to ensure that
everyone working on board is protected against accidents. This requires appropriate equipment
and training programs to minimize the likelihood of accidents, which can occur due to human
error or unnoticed wear and tear of materials. Crew members and other workers must remain
vigilant of potential hazards, and regular training and drills are necessary to remind them of
possible dangers.
One of the most common causes of accidents on a ship is entering enclosed spaces, which
requires consideration of factors such as difficulty entering and exiting, restrictions during work,
and emergency rescue procedures. Regular training and drills are essential to maintain awareness
of potential hazards and ensure that all personnel on board are adequately prepared to respond in
emergency situations. Enclosed spaces are a particular area of concern, as they pose significant
risks to surveyors due to difficulty entering and exiting, restricted work areas, and the need for
planned rescue procedures in case of an emergency (Vidya & Anilkumar, 2019).
Accidents can still occur despite the presence of safety equipment and prevention
procedures. Therefore, all crew members and workers on board must remain vigilant and alert to
all possible dangers, including human error and wear and tear of materials.
To protect the safety of everyone on board a ship, suitable equipment must be present,
and training programs should be in place. By regularly holding drills and providing training to all
personnel, safety risks can be reduced, and the likelihood of accidents can be minimized.
Individuals with adequate experience serving on a ship will have knowledge of the difficulties
and limitations associated with working on board, but this knowledge disappears once they leave
the ship. To address this issue, the Enclosed Space Management System has been developed to
assess the risks involved in entering enclosed spaces on each ship. "Surveyors must prioritize
their personal safety and remain vigilant throughout the survey process, which often involves
hazardous tasks such as climbing ladders, entering confined spaces, and working at heights. In
addition to complying with safety regulations and guidelines, surveyors must be aware of their
surroundings and take appropriate precautions to avoid accidents and injuries" (Birchall &
Ramus, 2007)
Before conducting a survey, the surveyor must meet with the ship's Master and officers to
discuss safety aspects that must be observed during the inspection, including communication
channels and rescue procedures. Hatches or access maintenance holes of spaces requiring
ventilation should be opened well in advance of entry (at least 30/60 minutes before) and forced
ventilation may be applied if necessary. For compartments such as double-bottom tanks, duct
keels, cofferdams, and pipe tunnels, the surveyor must ensure that two maintenance holes per
compartment are opened in advance so that forced ventilation can be successfully applied. If
there is any doubt about the safety of entering certain compartments, the atmosphere inside
should be tested with calibrated equipment and breathing apparatus should be worn if necessary.
Rescue equipment should be strategically placed in a central location on board for quick
deployment in case of emergencies. The items listed below are necessary personal equipment
that is essential for ensuring protection and safety while working in specific industries. These
include boiler suits, safety boots, hard hats, gloves, life jackets with personal locating beacons,
hi-visibility jackets, protective safety spectacles, corded foam earplugs, harness kits for working
on scaffolds, spotlights and/or LED (Light Emitting Diodes) torches, measuring tapes, small
notebooks with pens and highlighters, monocular, digital cameras with Wi-Fi and macro lenses,
and pocketknives.
Ship Survey Technologies
Advancements in ship survey technology involve the development and implementation of
new tools and techniques that enhance the ship surveying process's efficiency and accuracy. The
primary goal is to improve safety, security, and sustainability by identifying potential risks and
shortcomings in vessels more effectively.
Ship survey employs several technologies to improve their efficiency and accuracy.
These technologies include remote sensing, non-destructive testing (NDT), 3D laser scanning,
artificial intelligence (AI), and augmented reality (AR).
Remote sensing technologies like radar and satellite imagery are used to gather
information about the ship's exterior without physically inspecting it. This technique helps to
identify potential areas of concern and reduces the time and cost of the survey. Non-destructive
testing methods such as ultrasonic testing, magnetic particle testing, and radiographic testing can
detect cracks, corrosion, and other defects in the ship's structure without causing damage. 3D
laser scanning technology creates a digital model of the ship's structure, allowing for comparison
with design specifications and analysis (Ma et al., 2021).
Artificial intelligence is used to analyze data gathered during the survey process to
identify trends and patterns that its analysis can help predict future problems and improve
maintenance and repair strategies. Augmented reality technology overlays digital information
onto the ship's physical structure, providing real-time information about the ship's condition.
Modern technologies in ship surveys include using drones and autonomous underwater
vehicles (AUVs) for visual inspections, the development of sensor technology for monitoring
vessel performance and detecting anomalies and using artificial intelligence and machine
learning to analyze data and identify potential risks.
These technologies can transform ship surveys by providing more precise and timely
information, reducing the need for physical inspections, and enhancing the process's overall
efficiency. They can also reduce costs by streamlining the survey process and enabling more
frequent inspections. Overall, technological advancements in ship surveys are critical to ensuring
that vessels meet safety, environmental, and performance requirements and avoiding the use of
substandard ships for transporting goods or passengers.
Surveying Process and Completion
The ship survey procedure involves several steps, including pre-survey preparation,
initial survey, in-service survey, and renewal survey. Pre-survey preparation involves reviewing
the ship's history, maintenance records, and previous survey reports. The surveyor then prepares
a survey plan and checklist based on the type of survey and the ship's characteristics (Zhen et al.,
2019). The initial survey entails examining the ship's structure, machinery, equipment, and safety
systems, checking for compliance with regulations and standards such as SOLAS, the Load Line
Convention, and the International Convention on Standards of Training, Certification and
Watchkeeping for Seafarers (STCW) in the following areas (Alang, 2020, p. 73).
Engine: This refers to the machinery on board a ship that powers its movement.
Deck: The top surface of a ship that provides a working and operational area for the crew.
Bunker: This refers to the process of refueling a ship with fuel oil, typically while it is docked at
a port.
Cargo information: The cargo surveyor is responsible for various tasks related to the shipment of
goods on a ship, such as verifying the quantity and quality of the cargo being loaded or
discharged, taking samples for testing, and inspecting for any damage.
Chart and diagrams: These are important visual aids that help the crew navigate the ship and
understand its layout and operational systems.

Safety: Personal protective equipment (PPE) such as helmets, shoes, goggles, earmuffs, safety
harnesses, lifejackets, and life rafts are mandatory for seafarers to ensure their safety.
Safe work practices include induction training for new employees, training in
communication and teamwork during normal and emergency situations, training in fire
safety and emergency procedures, training in hazard identification and risk control, use of
personal protection equipment (PPE), and first aid.
Inspect Lifeboat: The lifeboat and its equipment, such as food, pyrotechnics, and non-
pyrotechnics, must undergo an examination and renewal. The crew members should be
given precise instructions on how to operate the lifeboat and the function of every piece
of equipment inside it. The written information on the lifeboat should be repainted. The
lifeboat should be lowered and checked for its movement both forward and backward.
Any necessary maintenance and replacement work should be performed based on the
requirement.
Check Inflatable Life Rafts: The inflatable life rafts should be checked to confirm if they have
been serviced at regular intervals. The equipment should be thoroughly inspected, and
replacements should be made as required. Stickers should be replaced as they tend to lose
their sheen over time due to weather exposure.
Verify Handheld Radios, Smoke Signals, and Lifebuoys: The portable handheld radio of the
survival craft should be examined and kept in optimal working condition. The crew
members must be aware of all aspects of the radio, including battery backup, operation,
etc. The GMDSS handbook could be used to find the exact specifications of the handheld
radio. The lifebuoys should be inspected and maintained, as necessary. The ones that are
not meant to be used anymore should be conspicuously marked. The lights and batteries
should be replaced if they have expired. The smoke signals and lifelines should also be
checked. According to the vessel's safety plan, the lifebuoys should be appropriately
placed in various locations, and their locations should be clearly marked for easy
identification.
Inspect Lifejackets: All the lifejackets onboard should be thoroughly examined. Any faulty life
jackets and expired lights should be replaced.
The lifeboat and its equipment, including edibles, pyrotechnics, and non-pyrotechnics, must be
regularly checked, and renewed. Crew members must be trained in how to operate the
lifeboat and understand the function of each installation. The lifeboat's written
information should be repainted, and its movement both forward and backward should be
checked after lowering it. If necessary, the lifeboat should be overhauled and renewed.
The inflatable life rafts should be inspected to ensure they have been serviced regularly. The
equipment should be checked, and any necessary replacements should be made. Stickers
that have lost their sheen over time should also be replaced.
The survival craft's portable handheld radio, smoke signals, and lifebuoys should be thoroughly
examined, and the lights and batteries should be replaced if necessary. Lifebuoys should
be strategically located and marked for clarity, while faulty lifejackets should be
replaced, and the crew should practice wearing and removing them within a specified
time limit.
Fire/smoke detection systems, fire pumps, hoses, extinguishers, nozzles, couplings, and fireman's
outfits should also be tested and checked. Crew members should be familiarized with the
information about fire extinguishers so that they know which one to use for a specific
type of fire. Pilot ladders and associated equipment should also be examined to ensure
compliance with legal requirements.
Thereafter, the surveyor needs to prepare the report based on the requirement. For
instance, In-service surveys are conducted during the ship's operational life to ensure that it
remains seaworthy and compliant with regulations; however, the renewal survey is conducted at
the end of a ship's certificate validity period and involves examining the ship's structure,
machinery, equipment, and safety systems to ensure that it remains seaworthy and compliant
with regulations (Teixeira et al., 2019).
Summary
Upon analyzing the various surveys conducted in the maritime industry, it is apparent that
several vital areas require continuous enhancement. The studies have highlighted the need for
improved safety measures, better environmental sustainability practices, and greater energy
efficiency in shipping operations. Moreover, there is an increasing emphasis on utilizing
digitalization and automation to enhance vessel performance and reduce operational costs.
In review, the above literature review highlights that based on the responsibilities of
marine surveyors, obtaining relevant and vital information is essential for accuracy, timely
processing, submittal to the proper authorities, and security in the ship survey. Commercial ship
surveying companies follow legacy methods for commercial ship survey since it requires
significant enhancements to the technical infrastructure on the ship as well as the port
transportation system (Karanassos, 2015).
Implementation of a system that empowers ship surveyors to access the most up-to-date
information is essential in improving the commercial ship surveying process. Therefore,

designing a system to retrieve documents necessary for surveying a ship and providing a web
and mobile-enabled application is a necessity for the ship surveying process.
Technology Innovation Design in Ship Survey Reporting System
The process of surveying a ship is an essential aspect of ensuring the safety of the vessel
and confirming its compliance with national and international regulations. The literature review
detailed various surveys that require specific information regarding the ship type, service, and
cargo. The ship survey procedure is an intricate and demanding job that includes various tasks
such as planning, preparing, conducting, and following up on the survey. By utilizing technology
and innovative techniques, the process can be made more efficient, reducing the time needed to
complete the survey, while also ensuring that the survey complies with all regulations and is
thorough in its assessment. The survey processing timeline changes based on the type of the ship
and type of inspection required for that survey (Mora and Salgado, 2019, p. 1). Therefore, the
development of an online portal, retrieving complete ship and cargo data, and AI-driven app that
assists the surveyor in their ship inspection is essential to improve the productivity, efficiency,
and security of the surveying process.
Performing a commercial ship survey can be a lengthy and time-consuming process, as it
requires meticulous planning and the provision of detailed ship schematics and operational
manuals to serve as templates for the surveyor. To streamline this process, we need to implement
a system that utilizes a custom app to automatically download all necessary information and
allow for item-by-item checks. Any necessary changes can be made upon completion and the
updated information can be made available to the owner online, saving time and allowing for
immediate problem-solving (Talukder et al., 2019).

Improving the process of surveying in the maritime industry can significantly impact its
security and sustainability, as well as the primary and secondary industries, organizations, and
agencies within the sector. In their 2006 study, Dhillon and Liu highlighted how human error
affects maintenance applications and found that inspections and maintenance operations were
prone to a considerable number of human errors; therefore, improving surveying process with the
infusion of technology helps with the efficiency and accuracy of the ship surveying process. The
issues in ship surveying can be categorized into several areas, including:
1. Obsolete surveying methods: Several surveying techniques used in the maritime industry
are outdated and inefficient, causing survey reports and decisions to be delayed, which
may lead to risks for the vessel, crew, and cargo.
2. Lack of standardization: Ship surveying practices lack standardization, which may cause
inconsistencies and mistakes in the inspection process.
3. Limited scope: Current ship surveying methods usually only concentrate on the structural
aspects of the vessel and might ignore other essential aspects like environmental
compliance or cybersecurity threats.
4. Limited application of technology: Even though technology can improve ship surveying,
it is not widely utilized in the industry. For instance, drones can help in visual
inspections, and artificial intelligence can be used to analyze data and identify potential
risks. Similarly, the implementation of a surveying system that retrieves the relevant
information regarding all sections of the ship is necessary for generating the survey
report.
The ship survey reporting system has undergone modifications due to technological
advancements, which have improved the precision of data gathering while decreasing the amount
of time required to complete the survey. With the aid of mobile devices and software, surveyors
can now collect and analyze data in real-time, resulting in a more streamlined and productive
survey process (Budiarto, 2019). Therefore, developing an online portal with the mobile app can
assist surveyors to systematically generate reports according to the detailed information of the
ship and its schematics.
Survey Information System (SIS) Design
Surveying a ship helps stakeholders gain a better understanding of local situations, such
as assessing the state of the ship, or determining the extent and cause of damage. After
completing the inspection, the surveyor compiles the gathered information into a report, which
can be a challenging process since it depends on the speed and quality of the report depending on
the surveyor's editorial skills (Van Der Kruijs, 2022). However, a digital system that assists the
surveyor retrieve necessary information during the survey and record the condition of the certain
parts of the ship during the surveying process tremendously helps the surveyor in the compilation
and generation of the report.
While reports are now delivered digitally instead of being printed and mailed to
customers, the format of the report has not changed much, which typically includes narrative text
and images and serves as a static document. The surveyor inspection report needs to retrieve the
various data, which is necessary to understand how various ship systems have been designed and
verify their functionality. As part of the report, the surveyor must look at the ship's classification.
Most commercial ships are constructed and examined in accordance with the standards specified
by Classification Societies.
Ship classification aims to confirm the structural durability and soundness of crucial
components of a ship's hull and its attachments, as well as the dependability and effectiveness of
its steering, propulsion, and auxiliary systems that are installed to maintain essential services
onboard. Classification Societies strive to achieve this objective by creating and implementing
their own rules and verifying adherence to national or international regulations on behalf of flag
Administrations (International Association of Classification Societies, 2023). The Document
Retrieval System will help the surveyor obtain and retrieve ship classification information.
To guarantee that maintenance, repair, and regulatory requirements are met, ship
surveying necessitates an effective documentation system that maintains accurate and up-to-date
information. The key components of such a system are as follows:
• Comprehensive survey reports that detail the ship's state, defects found, recommended
repairs, and maintenance requirements.
• Detailed maintenance records that document the date of service, type of work done,
service provider's name, and any replaced parts.
• Certificates and compliance documents, as required by regulatory organizations like the
International Maritime Organization (IMO), must be kept current and readily accessible.
• Standardized checklists should be established to ensure that all essential parts of the ship
are evaluated during routine surveys.
• All documentation should be stored digitally in a searchable and easily accessible format,
with proper security protocols in place to safeguard sensitive data.
• Document control processes should be implemented to ensure that all documentation is
controlled, including version control, change control, and document approval processes.
• Proper training and education should be given to all personnel in charge of maintaining
and updating the ship's documentation system to ensure that they comprehend the
importance of precision and completeness.

An effective documentation system is critical for ensuring the safety, dependability, and
compliance of ships. These elements assist in streamlining the surveying process, generating
reports, and follow up documents, or surveying the vessel after the repairs.
Survey Information System (Comparative Analysis)
To determine the feasibility of the document retrieval system for the ship survey
reporting system, it is crucial to assess its advantages and disadvantages. Some factors to
consider are:
Advantages:
• Quick and easy access to information.
• Enhanced efficiency, reducing time and resources required for document management.
• Improved document organization and categorization for easy retrieval.
• Facilitation of collaboration among team members and organizations through shared
access to documents and version control.
• Provision of security features like password protection and backups to prevent data loss
Disadvantages:
• High upfront costs, including hardware, software, and training expenses.
• Learning curve for surveyors to become proficient in using the system, leading to
decrease in initial productivity.
• Technical issues like system crashes and software bugs, which can result in surveying
downtimes and decreased productivity.
• Need for ongoing maintenance and upgrades, which can be time-consuming and costly.
• Dependence on technology can be vulnerable to technological malfunctions or cyber-
attacks.
It is an essential to evaluate the advantages and disadvantages of a Survey Information
System to make an informed decision based on the ship surveying specific and we should
consider how these factors may affect the productivity, operations, and security (Banks, 2017).
Therefore, we need to assess the return on investment (ROI) for such document retrieval
system used in ship surveying, and follow several steps to help evaluate its potential success:
• Identifying all the costs associated with implementing the document retrieval system,
including hardware, software, training, and ongoing maintenance and upgrades.
• Estimate the time and cost savings that the new system could provide. This could include
a reduction in time spent searching for documents and the increased efficiency of
document management.
• Calculate the expected ROI (dividing the estimated savings by the total costs).
• Determine the potential intangible benefits that the document retrieval system may offer
but cannot be easily quantified, such as increased accuracy and completeness of
documentation that can help with regulatory compliance and prevent costly errors.
• Assess the risks associated with implementing the new system, such as technical issues,
system downtime, and user resistance.
• Consider the potential long-term benefits of the document retrieval system, such as
improved decision-making and reduced risk of litigation.
• Finally, compare the ROI of the new system with the ROI of other potential investments
to determine the most effective use of resources.
By thoroughly analyzing the costs, benefits, risks, and long-term value of a document
retrieval system for ship surveying, we can make an informed decision about whether the
investment is worth it (Pearce, 2015).

Rapid Survey Information System Design
Designing a Document Retrieval System requires assembling a team who has technical
expertise and knowledge of ship surveying procedures, software development team, and project
management to ensure proper design, development, implementation, deployment, maintenance,
and technical support. Such teams must focus on:
• Development of a mobile application: The first step is to create a mobile application that
will contain all the detailed information about the ship. The application should be user-
friendly and easy to navigate. It should be designed to display all necessary information,
such as the ship's technical specifications, machinery, and other relevant data.
• Integrate with ship databases: The application should be connected to online ship
information databases and systems to obtain real-time data about the vessel. This will
ensure that the ship surveyors have access to the most up-to-date information about the
vessel.
• Create an assignment and communication log: The system should include an assignment
and communication log that can be used to track the progress of each surveyor's work.
The log should allow surveyors to assign tasks, communicate with team members, and
document any issues or concerns that arise during the survey.
• Implement an online portal: The system should have one where surveyors can input all
inspection data for the ship vessel. The portal should be secure and easily accessible,
allowing surveyors to upload and download data from any location.
• Use artificial intelligence (AI): Incorporating AI technology can help automate the data
collection process, ensuring that surveyors have access to accurate and up-to-date
information about the vessel. For example, AI algorithms could be used to analyze sensor
data and provide insights into the ship's performance.
• Incorporate machine learning (ML): ML algorithms can be used to improve the accuracy
of the survey by analyzing data from previous surveys and identifying areas that require
closer inspection.
By implementing these features, the system will enable ship surveyors to obtain accurate and
detailed information about the vessel they are surveying, improving the efficiency and
accuracy of the inspection process (Blanchard & Blyler, 2016).
Survey Information System Implementation
Survey performance is reliant on vessel factors, human factors, environmental factors,
and information management. Figure 10 displays detailed information of each factor that
contributes to a survey report. Design, development, and implementation of Survey Information
System provides collaborative environment among these factors to enable more accurate, reliable
production of the survey report (Poggi et al., 2020). SIS implementation also reduces any data
loss due to the centralized component of the surveying methods that standardizes the process
among surveyors. Such systems implementation requires technical data retrieval from ship
classification associations, generating templates for common and special cases of ship surveys as
well as streamlining steps that surveyors need to follow for the vessel condition report
generation.
Figure 10
Factors affecting Survey Performance (Poggi et al., 2020)

Defining requirements for Survey Information System (SIS) is one of the important
processes that determine what information is necessary for its implementation. This includes
understanding the types of surveying the SIS will support and the specific data and information
SIS needs to collect to assist the surveyor to produce survey reports.
Implementation of the minimum via product (MVP) requires planning system
implementation milestones, and release phases without jeopardizing the system trustworthiness.
Defining the requirements of such a system includes understanding the types of documents that
need to be retrieved and indexed for various survey types. This may include communication with
ship classification societies to access their electronic data securely, which is critical for the SIS
implementation.
Implementing the system interaction interface relies on the interaction among the User
Interaction Design (UX) team, ship surveyors, which will be the responsibility of the project
manager to facilitate the interaction among these professionals in a productive and efficient
process.
Implementing the alpha version of the system, testing, moving to the technical and
functional testing will pave the way for the surveyor acceptance testing phase. After testing the
system to ensure it meets the requirements and works as expected, the SIS needs to move to the
production deployment phase.
SIS project also needs a communication team to contact and acquire a customer base for
field testing. The communication team is responsible for training surveyors on how to use the
Surveying Information System tools and what to interact and work with the system during
surveys. This can involve providing them with detailed instructions, manuals, and best practices.
Such interaction needs to include technical support groups to ensure proper support and relaying
any system bugs or information discrepancies to the development team.
Moving to the monitoring and maintenance of SIS system needs to ensure it continues to
meet ship survey requirements and perform maintenance as needed, such as updating the
surveying tools or updating the data management system. This phase will require provisioning a
process for system updates, upgrades, and bug fixing.
Timeline and Implementation Process
The Survey Information System design, development, and implementation will be
through phases. Gathering documents and communication with various sources for the ship
information will be implemented in parallel to the minimum via product (MVP) implementation.
This project manager would also need to be familiar with the local, regional, and international
processes that affect ship surveying. The estimated time for the first phase's implementation is
about six months. The following outlines the expected task completion timelines for releasing the
MVP for the Survey Information System.
Phase 1: June - July 2023

• Recruitment and building Survey Information System core team.
• Appoint a project manager.
• Conduct requirement gathering.
• Initiate the Survey Information System design process.
• Define the core features: Identify the key features necessary for the initial release.
• Prioritize required features: The project manager in collaboration with the stakeholders
prioritizes features based on their importance to the user experience and the product's
success.
Phase 2: July - September 2023
• Develop a prototype: Create a prototype of the product that includes the core features.
This prototype will be used for user testing and feedback.
• Conduct user testing: Gather feedback from users who test the prototype to refine the
product's features and user experience (UX).
• Refine the product: Use feedback from user testing to refine the product's features and
user experience.
• Develop the MVP: Develop the MVP based on the refinement from the user feedback.
This process will focus on implementing the prioritized core features.
• Test the MVP: Conduct thorough testing of the MVP to ensure that it is stable and
functions properly.
Phase 3: October - November 2023

• Launch the MVP: Release the MVP to a small group of surveyors to gather feedback and
identify any issues that need to be addressed.
• Iterate: Based on the feedback from surveyors, make improvements to deliver the product
with an optimized user experience.
• Evaluate the product (its development, implementation, release), and surveyor feedback.
After refining and validating the MVP release, the project manager will need to evaluate.
the product and inform the stakeholders regarding scaling the Survey Information System with
extended features and reaching out to a broader group of surveyors and shipping companies.
Conclusion
Ship surveying is a critical process that involves a thorough inspection of various aspects
of a ship's machinery, structure, equipment, and safety systems to ensure its seaworthiness and
compliance with relevant regulations and standards. There are different types of ship surveys
based on the type of vessel, service line, and certification requirements. The most common types
of surveys in the shipping industry include initial ship surveys, intermediate ship surveys, annual
ship surveys, flag state surveys, and special ship surveys or class renewal surveys. Each survey is
conducted at specific intervals, and the surveyors examine various aspects of the ship's
construction, design, and equipment against applicable standards. The outcome of the surveys
informs what repairs or maintenance should be carried out to maintain the ship's safety and
prevent potential risks. The results also provide a baseline for future surveys and ensure that the
ship remains secure and fit for operation throughout its operational lifespan.
Ship surveying is challenging and a specialized field that relies on the technical expertise
of the surveyor to perform specific tasks to produce an important document that determines the
state of the ship at inspection time detailing its operational status, any sustained damages, and
required upcoming and necessary maintenance.
The process of surveying a ship is essential to ensure the safety of the vessel and confirm
its compliance with national and international regulations. However, current surveying practices
have several issues, including obsolete methods, lack of standardization, limited scope, and
limited use of technology.
The marine shipping industry plays a crucial role in the global economy by transporting
goods across the world. The introduction of new and improved ship designs and engine
efficiency has led to a shift towards a rapid transit system. However, to ensure the safety and
compliance of vessels, the role of ship surveyors is crucial. They perform audits, inspections, and
surveys of ships to ensure that vessels comply with international standards and regulations. The
surveyor generates reports after inspections, which are important documents that often have the
final say on whether financial institutions or insurance companies will finance or underwrite a
ship or its carriage and cargo. Commercial ship surveying requires modifications to their
processes that will include the real-time state of the ship’s conditions, issues, fuel status, and
safety concerns before setting sail. Every time a ship begins a new charter, it undergoes a survey
to establish its condition, and when the charter ends, another survey is conducted to determine if
the ship has suffered any damage during the charter, for which the charterers are responsible to
reimburse the owners.
Outdated commercial ship surveying methods are inefficient and require enhancements to
determine the ship's condition and sailing decisions. Ship surveys play a crucial role in
maintaining the safety, security, and sustainability of the maritime industry, impacting various
primary and secondary industries and the overall economy.

An update to the infrastructure for surveying commercial ships will ensure that most
requirements have been met and that any issues can be resolved before rising to a catastrophic
level. Senior management involvement and approval are necessary for improving commercial
ship surveying, and a centralized research and development (R&D) approach in technology
management can offer better control to senior management. Any improvements to the ship
surveying will increase the surveyor productivity, improve communication among charterers,
owners, and local and federal authorities, and mitigate risks through timely detection. Therefore,
enhancing ship surveying processes is crucial for the efficient and safe operation of the
commercial shipping industry, boosting stakeholder confidence, and promoting sustainability
and economic growth.
To improve the surveying process, it is essential to develop an online portal with a mobile
app that assists surveyors in systematically generating reports based on detailed information of
the ship and its schematics. Additionally, a digital system that assists surveyors in retrieving
necessary information during the survey and records the condition of the different parts of the
ship during the surveying process can tremendously help the surveyor in the compilation and
generation of the report. Furthermore, an effective documentation system that maintains accurate
and up-to-date information, including comprehensive survey reports, detailed maintenance
records, certificates and compliance documents, and standardized checklists, should be
established and stored digitally in a searchable and easily accessible format with proper security
protocols in place to safeguard sensitive data.
These measures will improve the productivity, efficiency, and security of the surveying
process in the maritime industry, impacting its security and sustainability, as well as primary and
secondary industries, organizations, and agencies within the sector.

Recommendations
Based on my experience as a surveyor, literature review, and research findings, a Survey
Information System (SIS) will assist surveyors in their daunting task of gathering data and forms
to ensure accuracy, compliance, and safety. Although the first phase implementation of this
software will not be widely available to all surveyors, I would recommend the implementation of
a universal survey information system, which will be available to all surveyors to gather and
provide necessary information just-in-time to avoid inefficiencies, errors, and communication
challenges with the port, local, federal, and international authorities. Building a wide-spread
system requires resources that are beyond the scope of this project; however, it is essential to
suggest an open interface SIS to surveyors internationally to tap into the data and forms which
are necessary to improve their performance, credibility, and accuracy.

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Appendix
BIMCO, General Time Charter Party (GENTIME)


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Running head: INNOVATION IN COMMERCIAL SHIP SURVEYING 1

Innovation in Commercial Ship Surveying

Image sources in this article: Ali Ashtari

survey report generation process.

inspection, ship survey

The Technology Gap in Commercial Ship Surveying .........................................................5

Marine Shipping Industry...............................................................................................10

Commercial Ship Surveying ..........................................................................................11

Types of Ship Surveys....................................................................................................13

Initial Ship Survey ......................................................................................................13

Intermediate Ship Surveys ..........................................................................................14

Annual Ship Survey ....................................................................................................14

Flag State Survey ........................................................................................................15

Class Renewal Survey (CRS) or Special Ship Survey ...............................................15

On/Off-Hire Survey ....................................................................................................17

Hull Inspection Survey ...............................................................................................18

Survey of Bunkers ......................................................................................................19

Dry Dock Survey ........................................................................................................21

Survey Regulations and Clauses ....................................................................................24

Fuel Inspection Clause................................................................................................26

Safety of Surveyors ........................................................................................................30

Ship Survey Technologies ..............................................................................................32

Surveying Process and Completion................................................................................34

Technology Innovation Design in Ship Survey Reporting System................................38

Survey Information System (SIS) Design ......................................................................40

Survey Information System (Comparative Analysis) ....................................................42

Rapid Survey Information System Design .....................................................................44

Survey Information System Implementation .................................................................45

Timeline and Implementation Process .......................................................................47

The Technology Gap in Commercial Ship Surveying

ship's conditions. The commercial ship purveying is in desperate need of enhancements to

equipped to implement (Dasgupta, 2021).

their expertise to examine these vessels.

adhere to international regulations and industry standards. Additionally, classification societies

certificates, and ensure compliance with international conventions and codes.

sustainability of the maritime industry.

vessels require improvement or modification, potentially leading to increased business

authorities, and mitigate risks through timely detection.

and implementation of survey enhancement technology (Pearce & Robinson, 2015).

however, in the decentralized approach, decision-making becomes more time-consuming due to

changes required for successful implementation (Dhami & Grabowski, 2011).

Marine Shipping Industry

operations (Dasgupta, 2021).

those interested in pursuing a career in this field.

Commercial Ship Surveying

these surveys (American Bureau of Shipping, 2021).

Types of Ship Surveys

The process of ship surveying involves a thorough examination of a ship's machinery,

Initial Ship Survey

The Initial Survey of the ship involves a comprehensive evaluation of technical

specific certificate requirements.

obtained and are on board the vessel.

maintain the vessel's seaworthiness.

Intermediate Ship Surveys

calibration of firefighting and life-saving equipment.

and prevent any potential risks.

Annual Ship Survey