QUESTION 2.7.1

Crew access to current SMS procedures

Oil, Chemical, LPG, LNGDocumentation, Bridge, Cargo Control Room, Engine Control Room, Interview - Rating

What is being checked

The inspector is checking whether personnel can quickly access and understand the current procedures relevant to their duties in a working language, including during power, network or workstation failure.

Ready onboard

0/7 complete

WORKING LANGUAGEThe SMS identifies the ship's working language and essential instructions are understood by personnel who use them.ACCESSProcedures are available where work is controlled, including bridge, engine control room, cargo control room and emergency stations as applicable.NAVIGATIONThe electronic or hard-copy structure allows personnel to locate a required instruction promptly.REVISIONCurrent revisions are identifiable and obsolete controlled copies are removed or clearly marked.BACKUPCritical procedures remain accessible during loss of network, workstation or normal electrical supply.RELEVANCEShipboard content applies to the vessel type and fitted systems without excessive irrelevant material.FAMILIARISATIONCrew receive practical training in access, search and acknowledgement of important revisions.

Practice questions

Answer aloud, then open the preparation point.

1Find the procedure for an unfamiliar emergency or equipment failure.

Demonstrate the actual search or index route and confirm the displayed document is current.

2What happens if the SMS server or normal power supply fails?

Use the independent backup, local controlled copies or emergency-document set defined by the company.

3How do you know a printed procedure is current?

Check controlled-copy identity, revision and distribution status against the master document list.

4How is an important revision communicated to ratings?

Show translation or briefing in an understood language, acknowledgement and practical familiarisation where duties change.

5Why is vessel-irrelevant content a problem?

It slows retrieval and can cause the wrong procedure to be followed; identify how vessel applicability is controlled.

Where an observation may arise

INACCESSIBLE

Crew cannot promptly access procedures relevant to their work.

LANGUAGE

Essential content is not understood by the personnel expected to follow it.

OBSOLETE COPY

A superseded procedure remains available as if current.

NO BACKUP

Critical instructions are unavailable after loss of normal power or IT access.

IRRELEVANT CONTENT

Excessive non-applicable material makes the SMS confusing or creates conflicting instructions.

NO FAMILIARISATION

Personnel have not been trained to navigate the document system.

Past observations for practice

Process

Manuals were only available in electronic format, but not all personnel had ready access to the workstation and / or adequate training in accessing the SMS. The OP was not able to log in to the company SMS.

Master's practical note

Test access with a junior officer or rating, not only the Master. A system is not accessible merely because the senior officer who maintains it knows where everything is.

Equipment boundary and references

Equipment boundary: Not every SMS page requires translation, but personnel must understand the procedures and instructions necessary for their assigned duties. Security-controlled content remains subject to authorised access.

References

OCIMF SIRE 2.0 Question Library Part 1, Version 1.0, Question 2.7.1
ISM Code sections 6 and 11
SOLAS Chapter V regulation 14

Last reviewed: 2026-09-09