Simplified HSEQ Compliance
One controlled mechanism for undertaking and monitoring HSEQ activities across fleets and around the world.
The Challenges
Safety and risk reduction are at the forefront of the minds of all mariners, fleet managers, HSEQ officers and ship owners & managers. They also represent the two biggest challenges.
For every voyage, crews are required to fill in several reports that affirm compliance with the policies, practices and procedures that make up a vessel’s Safety Management System (SMS). The sheer volume of maritime regulations and compliance forms, both internal and external, can create hours of paperwork for crews and shoreside personnel alike, making for a system that is complex, time-consuming and costly.
Providing an audit trail of important safety and compliance documentation for customers and authorities is very important but it can be a challenge to consolidate all relevant reports in one central place and ensure it is always up to date. Disparate systems for tracking data and storing documents can complicate both tracking and reporting, causing employees to spend significant time and effort gathering the information needed for satisfactory analysis.
A comprehensive SMS system also requires that shoreside teams have a high level of oversight of onboard activities. This, in turn, necessitates the constant exchange of documents between ship and shore, which can present a challenge, especially when vessels do not have consistent internet access.
Introducing Docmap
Docmap, the leading global document management system for the maritime industry, is a digital solution that facilitates and simplifies ship-shore document exchange and administration across fleets.
Docmap stores all documents that make up a vessel’s safety management system, including regulations, policies, procedures, certificates, reports and more. Thousands of documents can be saved, categorised, tracked, and kept up to date through the solution, providing a high level of oversight and an efficient means of communication for fleet managers and crews.
Crews can also access the solution, both online and through a mobile application, ensuring each vessel has easy access to up-to-date documentation relevant to their vessel, cargo, and routes. The mobile application can also be accessed and used in offline mode, permitting crews to fill in information while at sea, which will automatically be uploaded the next time the device connects to the internet.
For an overview of the solution, download our brochure:
Simplified document management
All types of documentation and reports can be created, structured and made openly or selectively accessible to designated parts of the company. This helps to streamline the flow of information and simplifies documentation maintenance.
Time efficiency
Spend less time keeping track of documents and more time focusing on operational priorities including the safety and well being of crews, vessels and customers.
Mobile Accessible
Crews can easily access and complete a wide range of reports on their mobile devices while at sea using the Docmap mobile app. These forms are automatically uploaded when the device connects to the internet.
What it enables
Reduced risk
Mitigate risk of errors and omissions with easy verification that documents are up to date and have been approved by all relevant team members.
Complete Documentation
Easily ensure each vessel is fully equipped with digital versions of all documents needed for a journey.
Better Decision-Making
One centralised platform of data makes it easier to evaluate information and calculate KPIs for more informed decision-making.
Cost Savings
Reduce significant costs associated with maintaining disparate data systems and manually tracking documents and forms.
Audit Trails
All documents needed for a comprehensive audit can be easily tracked and retrieved, in a paper-free format.
Docmap Modules
Documents
This powerful module allows policies, procedures, directives, work instructions, certificates, and other documentation to be stored, managed and easily accessed. Enabling ship managers to deliver all relevant documentation to vessels around the world.
E-forms
Configure forms in Microsoft Word or Excel and share them across the organisation.
Incidents and actions
Produce any kind of configurable form and report events such as loss or accident, near accident or non-conformity.
Audits
The audits module provides the framework for internal and external inspection.
Risk assessments
Simplify and strengthen risk assessment procedures with a toolbox for keeping health, safety, and environmental risk onboard to a minimum.
Analytics
Allows the information exchange to a customer’s data warehouse to be simplified and automated – making it more accessible and easier to analyse and manage.
How it does this
Automatic Notifications
Automatic notifications and reminders built into the platform let users know what tasks are due.
Full Integration
Integrates with all systems including HR systems.
Enhanced Security
Access rights can be granted to select persons or functions within the company.
Consistent Data Formating
Data stored and captured from forms is in a consistent format, allowing it to be quickly verified and understood.
Detailed Analytics
Integration with Microsoft Power BI provides deeper insight, allowing users to spot trends, identify gaps and make more informed decisions.
Web-Based Solution
The system can be accessed and updated in real-time, ensuring teams have access to current information.
