Panama's revised guidelines for ISM Code certification and verification

The Panama Maritime Authority issued a Merchant Marine Circular MMC-388 with revised guidelines on the implementation of the ISM Code by Administrations.

This document was published on 1 January 2024 and the focus is on verifications for Document of Compliance (DOC) and Safety Management Certificate (SMC) compliance.

Purpose

Providing a summary of the Revised Guidelines on the Implementation of the ISM Code for Panama-flagged companies and vessels.

Scope and Application

Establishes principles for verifying safety management systems and conducting verifications of DOC and SMC.

Background

Describes the adoption of the ISM Code and its requirements for safety management systems, supporting a safety culture in shipping.

Definitions

Clarifies terms related to audits, auditors, safety management, non-conformities, and major non-conformities.

Mandatory Application of the ISM Code

Emphasizes the need for effective management to ensure compliance with safety and pollution prevention rules.

Verification and Certification Responsibilities

ROs are responsible for verifying ISM Code compliance and issuing DOCs and SMCs.

Verifying Compliance with the ISM Code

Describes the requirements for companies to develop and maintain a safety management system and the role of ROs in verifying compliance.

• Recognized Organizations (RO) are instructed to assess safety management systems considering the specific operation of the ship and the company. Assessments should be ship-specific and fully reflected in manuals, procedures, and instructions. The effectiveness of the safety management system in meeting specified objectives, considering the unique aspects of each ship and company operation, should be determined during audits.
• ROs performing ISM Code certification are responsible for ensuring that verification and certification processes align with the ISM Code and the Revised Guidelines in Resolution A.1118(30).

Ability of the Safety Management System to Meet General Safety Management Objectives

Highlights that the ability to achieve general safety objectives cannot be determined beyond compliance with the ISM Code.

Ability of the Safety Management System to Meet Specific Requirements

Emphasizes the importance of safety management systems meeting specific ISM Code requirements.

Certification and Verification Process

Outlines steps for interim, initial, annual, renewal, and additional verifications, including the issuance of short-term certificates.

Intermediate Verification of Safety Management Certificates (SMC)

Describes intermediate verifications to maintain SMC validity and the potential need for increased frequency.

Renewal Verification

Specifies procedures for renewal verifications before the expiration of DOC or SMC.

Additional Verification

• RO may require additional verification based on clear grounds, e.g., port State control detentions, reactivation after interruption of operations, or verification of corrective actions.
• Authorization from the Administration is required, and the RO determines the scope and depth of the verification.
• Additional verifications follow guidelines developed by IMO and are completed within the agreed time period.

Procedure for Safety Management Audits by Recognized Organizations

• ROs follow the procedure for safety management audits outlined in Resolution A.1118(30) paragraphs 4.9 to 4.14 and 4.17 for all verifications.
• The scope of audits for interim and additional verification may differ from those for initial, annual, intermediate, and renewal verification.

Standards on ISM Code Certification Arrangements

Refers to the appendix of the Revised Guidelines (Resolution A.1118(30)) for detailed information on management standards, competence, certification schemes, and related procedures.

For more information, please see the document below (available only to subscribers):

Revised Guidelines on the Implementation of the ISM Code by Administrations

A.1118(30)