Keeping Oil Record Book on board cargo ships and how to make entry

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Keeping Oil Record Book on board cargo ships and how to make entry

Most merchant ships primarily burn fuel oil to produce power for propulsion purposes, electrical power generation, boilers, or all of these. But any misuse of fuel oil can lead to major claims and jeopardize the safety of the ship. The purpose of this article is to provide masters, ships' chief engineer and shore superintendents with a basic understanding of the use of, and precautions to be taken when using fuel oils on board ship and how to keep a proper oil record book entry. Marpol 73/78 required when any oil-handling work is carried out, the Master, Chief Officer, and Chief Engineer enter the facts in the Oil Record Book and sign the same according to below procedures.

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Keeping Oil Record Book: The Master shall keep on board the following Oil Record Books required by laws and regulations

Oil Record Book for tankers (cargo and ballast operations) and
Oil Record Book for all ships (machinery space operations).

Persons Who Will Sign Entries In Oil Record Book:

For oil tankers chief officer and for other ships chief engineer .
Each completed page shall be countersigned by the Master

Disposal To Reception Facilities In Harbour

Tank washings, Dirty ballast water, Residues, or Oily mixtures are discharged to reception facilities in a harbor for disposal; the Master shall obtain from the facility, the receipt or certificate which states the receiving date and the received quantity (with a supplementary note in English). And keep it on board attaching to the Oil Record Book to prove the fact of the disposal ashore.

Language to be Used : English (recognized worldwide)

Keeping Oil Record Book: The Master shall retain the Oil Record Books on board for three years after the day of the last entry, and these should be readily available for any inspections.

Handling Note (Machinery part – All ships): This is to record the quantity retained, transferred, disposed, or added, sludge, or bilge in the various drain or collecting tanks in Engine Room. This can be the data for entry in the Oil Record Book and information for a supplementary explanation at an inspection. Handling notes are to be preserved on board for three years after the day of the last entry.

Records Of ODMCS (Tankers) : When Vessel is discharging, an oily mixture to sea, the Chief Officer shall operate the Oil Discharge Monitoring and Control System (ODMCS). It shall record the discharging of effluent and opening/closing of the overboard discharging valve by this system. The Chief Officer should keep the records for three years after the day of the last entry.

Rules For Reference:

MARPOL 73/78 as amended
Law related to the Prevention of the Marine Pollution and Marine Disaster
33 CFR Part 151 (U.S.A.)

Guidance for recording of operations in the oil record book Part 1 - Machinery space operations ( all ships)

Operations should be recorded in chronological order as they have been executed on board.

Dates should be entered in dd/mm/yyyy format, e.g. 16-MAR-2009.

Incineration or landing ashore of oily garbage and used filters should be recorded in the Garbage Record Book only.

All Entries are to be made and signed by the officer or officers in charge of the operations concerned, and each completed page shall be signed by the Master of the ship.

Do not leave any full lines empty between successive entries.

If a wrong entry has been recorded in the Oil Record Book (ORB), it should immediately be struck through with a single line in such a way that the wrong entry is still legible. The wrong entry should be signed and dated, with the new corrected entry following.

Tank nomenclature should be recorded as per the format noted within the International Oil Pollution Prevention Certificate (IOPPC).

Recording of quantities retained in bilge water holding tanks listed under section 3.3 of the IOPPC is voluntary and not required by the Convention.

The recording of general maintenance of items pertaining to the OWS remains voluntary and is not required to be recorded in the ORB.

Usage of code C.11: Collection of oil residues (sludge).
Example #1
Weekly inventory of oil residues (sludge) tanks (tank listed under item 3.1 in the Supplement to the IOPPC)

Example #2 :
Recording of oil residue (sludge) collected by manual operation in oil residue (sludge) tank- Note: Operator initiated manual collection where oil residue (sludge) is transferred (transfer with a pump) into the oil residue (sludge) tank(s). Examples of such operations could be:

1. Collection of oil residue (sludge) from fuel oil separator drain tanks.
2. Collection of oil residue (sludge) by draining engine sump tanks.
3. Adding fuel oil to an oil residue (sludge) tank (all content of a sludge tank is considered sludge).
4. Collection of sludge from bilge water holding tanks – in this case a disposal entry for bilge water is also needed.

Usage of code C.12: Disposal or Transfer of oil residues (sludge)
Example #3:
Disposal of oil residue (sludge) via shore connection
Note: Ships' masters should obtain from the operator of the reception facilities, which includes barges and tank trucks, a receipt or certificate detailing the quantity of oil residue (sludge) transferred, together with the time and date of the transfer. This receipt or certificate, if attached to the Oil Record Book Part I, may aid the Master of the ship in proving that his ship was not involved in an alleged pollution incident. The receipt or certificate should be kept together with the Oil Record Book Part I.

Example #4:
Draining of water (disposal) from an oil residue (sludge) tank listed under item 3.1 in the Supplement to the IOPPC, to a bilge water holding tank listed under item 3.3 in the Supplement to the IOPPC : Note: Collection of bilge water need not be accounted for, so only one entry is required. Capacity of sludge tanks should not be recorded for C.12.x entries.

Example #5:
Transfer from one oil residue (sludge) tank to another oil residue (sludge) tank, both listed under item 3.1 in the Supplement to the IOPPC

Example #6:
Incineration of oil residue (sludge) in Incinerator

Example #7:
Burning of oil residue (sludge) in Boiler

Example #8:
Evaporation of water (disposal) from an oil residue (sludge) tank listed under items 3.1 in the Supplement to the IOPPC

Example #9:
Regeneration of fuel oil from oil residue (sludge)

Usage of code D: Non-automatic starting of discharge overboard, transfer or disposal otherwise of bilge water which has accumulated in machinery spaces.

Example #10:
Pumping of bilge water from engine-room bilge wells to a tank listed under item 3.3 in the Supplement to the IOPPC

Example #11:
Transfer of bilge water between tanks listed in item 3.3 in the Supplement to the IOPPC

Example #12:
Pumping of bilge water overboard from tank listed in item 3.3 in the Supplement to the IOPPC

Example #13:
Disposal of bilge water from tank listed in item 3.3 in the Supplement to the IOPPC to oil residue (sludge) tank listed in item 3.1 in the Supplement to the IOPPC

Usage of code E: Automatic starting of discharge overboard, transfer or disposal otherwise of bilge water which has accumulated in machinery spaces.

Example #14:
Pumping of bilge water overboard via 15 ppm equipment from tank listed in item 3.3 in the Supplement to the IOPPC or from engine-room bilge wells

Example #15:
Transfer of bilge water from engine-room bilge wells to a tank listed under item 3.3 in the Supplement to the IOPPC

Usage of code F: Condition of oil filtering equipment.

Example #16:
Failure of Oily Filtering Equipment, Oil Content Meter or stopping device - Note: The condition of the oil filtering equipment also covers the alarm and automatic stopping devices, if applicable. A code 'I' entry should also be made indicating that the overboard valve was sealed shut due to non-working Oil Filtering Equipment or Oil Content Meter. On the date where the system is functional again, a new entry, using code F 19 / 20 / 21 should be made where F 19 is the date and time of the initial failure and F 20 is the time the system is functional again.

When a proper operation of the Oily Filtering Equipment, Oil Content Meter or stopping device is restored - Note: The condition of the oil filtering equipment also covers the alarm and automatic stopping devices, if applicable. A code 'I' entry should also be made indicating that the overboard valve was unsealed since the operation of the Oil Filtering Equipment or Oil Content Meter has been restored.

Usage of code G: Accidental or other exceptional discharges of oil.
Example #16:
Accidental Pollution-
Note: If failure of Oil Filtering Equipment or Oil Content Meter related equipment is involved, appropriate (F) entry is to be made in ORB. Relevant sections of the SOPEP (SMPEP) are to be used to combat oil spills at sea. Examples of Circumstances of discharge include, but are not limited to:
1. Oil Content Meter failure.
2. Fuel tank overflow.
3. Ruptured bunkering hose/flange.
4. Fuel tank leakage (due to collision or grounding).

Usage of code H: Bunkering of fuel or bulk lubricating oil.
Example #17:
Bunkering of Fuel oil Example #18:
Bunkering of Bulk Lubricating oil Note: Separate entries required for each grade of fuel oils and lubricating oils respectively to ensure transparency. This entry is not required if lubricating oils are delivered onboard in packaged form (55-gallon drum, etc.). Usage of code I: Additional operational procedures and general remarks.
Example #20:
Pumping oily bilge water from a Cargo Hold bilge holding tank to a tank listed under item 3.3 in the Supplement to the IOPPC
Note: Any collection and transfer of oily bilge water into the engine-room bilge holding tank(s) from a cargo hold, bilge holding tank(s) should be recorded using code (I) Tankers with slop tanks

Example #21:
Entry pertaining to an earlier missed operational entry Note: Date (1) to be the date of the original operation. Date (2) to be the current date i.e., the year the entry is made. Signed (1) Signature of Officer making I entry Signed (2) Signature of Officer making missed entry

Example #22:
De-bunkering of Fuel oil Note: Include receipt & certificate from the receiver for amount & type of fuel oil de-bunkered.

Tankers with slop tanks

Example #23:
Transfer of sludge from engine-room oil residue (sludge) tank to deck/cargo slop tank

Example #24:
Transfer of bilge water from tank listed in item 3.3 in the Supplement to the IOPPC to deck/cargo slop tank. Note: Requires this method listed in the IOPP Supplement under item 3.2.3. If non-oil-cargo related oily residues are transferred to slop tanks of oil tankers, the discharge of such wastes should comply with Regulation 34. (UI 22.1.1 for Regulation 15). Requires an entry in the Oil Record Book – Part II using code (J). If sludge or bilge water is transferred from multiple tanks in engine-room a separate entry must be made in ORB Parts I & II for each transfer.

General Guidance – Additional Voluntary Recordings

Example #25:
Voluntary declaration of quantities retained in bilge water holding tanks ref. MEPC.1/Circ.640 – record weekly

Example #26:
Optional sealing of MARPOL Annex I related valve and/or equipment.

Example #27:
Breaking of optional seal on MARPOL Annex I related valve and/or equipment

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