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Policies

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We explained the requirements of the ISM Code in the previous module and trust that you now understand what the Code requires. If any portion is unclear, please read ISM Code again or contact us at applications@maritimechain.com if you are still not clear and we will try to explain it to you.

If you understand the requirements of the Code, you may wish to document your Safety Management System (SMS) now and the aim of this module is to help you to formulate your Safety Policy Manual (SPM) or Safety Management Manual (SMM).

1. Before you begin, make sure that the boss is committed and that office and shipboard personnel show signs of commitment and cooperation.

2. Plan how the SMS is to be documented, i.e. who is going to document it, what resources are needed, when are you going to start, when are you going to finish, when will each stage be completed. The table that follows shows how the planning may be done.

Schedule
Month 1	Month 2	Month 3	Month 4
Form project team. Decide on documentation. Train team members, office staff and some sea-going staff. Draft policies for Safety Management Manual (SMM).	Complete SMM.	Distribute SMM to ship and office personnel for proof reading and feedback. Train internal auditor(s). Begin work on procedures manual. Collate work instructions.	Receive back SMM and correct as required. Distribute SMM to office and ship personnel. Explain contents of SMM. Continue to work on procedures.
Month 5	Month 6	Month 7	Month 8
Complete procedures.	Distribute procedures to affected person(s) if not already done so.	Internal audits of office and ships. Take corrective action. Carry out management review. Arrange for third party auditor.	Have office audited for DOC and ships for SMC.

The above schedule is meant to guide you in planning the documentation and certification processes. The process is to be completed in 8 months but you may find that your schedule takes more than one year. Better safe than sorry - BEGIN NOW.