Maritime & Fisheries · Employer knowledge

Records & operational evidence

Keep the records the law and your maritime safety system require, and keep useful operational evidence that shows the vessel, crew and controls are being managed in practice. Different maritime records have different requirements — there is no single retention period for everything.

Under Maritime Rule Part 19, operators within scope must develop and operate in accordance with a safety system specific to their maritime transport operation. Maritime NZ's MOSS guidance requires a complete MTOP copy to be kept onshore and each vessel to have its vessel-specific safe operating procedures on board. During MOSS audits, Maritime NZ reviews MTOP records and relevant vessel documentation and checks whether records are current and accessible.

Records can also arise from vessel survey and certification, crew certification, drills and emergency procedures, maintenance, logbooks and applicable Marine Protection Rules. The exact documents depend on the vessel and operation. For example, garbage plans or record books apply only where Part 170 triggers them; they should not be imposed on every vessel as a generic requirement.

HSWA has a separate statutory retention rule: a PCBU must keep each notifiable-event record for at least 5 years from the date notice is given to the regulator. Other maritime records may have their own rule, certificate, plan or safety-system requirements, so operators should apply the retention requirement to the record category rather than inventing one blanket period.

What should an operator have in place?

Safety-system recordsKeep the current approved safety-system documentation and evidence required by the applicable SOP or MOSS/MTOP pathway, including changes and operational records needed to show the system is being used.

Vessel & crew evidenceKeep current survey/certification information and verify applicable seafarer certificates, endorsements and other evidence needed for the vessel, operating limits and roles.

Operational & environmental recordsMaintain applicable logbook, drill, maintenance, defect, emergency and Marine Protection records. Only apply specific record books or plans where the relevant rule requires them.

Incidents & follow-upKeep statutory notifiable-event records for the required period and retain proportionate evidence of investigations, corrective actions and verification so significant problems do not disappear after reporting.

Manager check

Is the current MTOP/SOP documentation available where the applicable system requires it?
Can we readily retrieve current vessel survey/certification and crew certification evidence?
Are required drills, training, maintenance, defects and logbook entries being recorded as the applicable rules and safety system require?
Have we identified which Marine Protection records actually apply to this vessel?
Are HSWA notifiable-event records retained for at least 5 years from notification?
Are changes to the operation reflected in the safety system and associated records?
Do corrective actions show an owner, completion and verification where appropriate?
Are records current and accessible enough to support day-to-day management as well as a Maritime NZ audit?

Step 5 · Review

Turn evidence into operational improvement

SEE → EvidenceReview incidents and near misses, defects, maintenance, drills, crew feedback, audit findings, environmental events and changes to the vessel or operation.

DECIDE → PriorityIdentify what requires immediate control, statutory notification, safety-system change, repair, additional competency or planned improvement.

ACT → OwnershipAssign actions to people with the authority and capability to complete them, with a clear expected outcome and timeframe.

VERIFY → EffectivenessConfirm significant actions were completed and that the changed control, procedure, equipment or training works in the real vessel environment.

Maritime NZ: MOSS audits →Maritime Rule Part 19 →HSWA notifiable-event records →Return to Maritime Manager Pathway →

NZQC provides practical educational information. It is not legal advice and does not certify that a provider is compliant. Check the official source and the requirements that apply to your service, contracts and scope.