Storing maintenance and incident records: is there space for improvement?

A. L. Michala, I. Lazakis, K. Dikis

Research output: Chapter in Book/Report/Conference proceedingConference contribution book

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Maintenance, incident and accident records are necessary for shipping companies to comply with regulation. Additionally these records are often used in conjunction with or separately from the Planned Maintenance System (PMS) for asset management, maintenance planning and spares. Moreover, appropriate use of PMS with correctly applied monitoring can significantly reduce accidents. Reduction of accidents is of paramount importance for safety of crew and passengers as well as protection of the environment and company reputation. This paper is based on a case study performed using the incident/accident records of a shipping company. The existing record keeping system was reviewed as part of the case study. Findings of the review included duplication of information, manual handing of the records for reporting purposes and lack of automation. Moreover, it was identified that information was not well correlated between the available company systems and departments, leaving room for improvement. Based on the results of the case study a gradual system of possible improvements was developed. The proposed system is presented through this paper. Initially the approach provides more automation and eliminates duplication. Benefits include less manual handling, automated and standardised plotting and reports and elimination of human error. The second stage includes the integration of the record keeping system with the PMS and records of Safety and Environment departments. Finally, the proposed system suggests the incorporation of Continuous Based Monitoring in order to optimise maintenance management and reduce incidents/accidents, increase fleet profitability and assist in meeting the business KPIs.
Original languageEnglish
Title of host publicationInternational Conference on Maritime Safety and Operations
Subtitle of host publicationProceedings
Place of PublicationGlasgow
Number of pages7
Publication statusPublished - 13 Oct 2016
EventInternational Conference of Maritime Safety and Operations 2016 - University of Strathclyde, Glasgow, United Kingdom
Duration: 13 Oct 201614 Oct 2016


ConferenceInternational Conference of Maritime Safety and Operations 2016
Abbreviated titleMSO 2016
Country/TerritoryUnited Kingdom
Internet address


  • incident record system
  • accident record system
  • planned maintenance system
  • continuous based maintenance
  • automation
  • duplication


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