A Guide for Correct Entries in the Oil Record Book Part I - Machinery Space Operations, 4th Edition

In line with IMO regulations, every oil tanker of 150 GT and above and every ship of 400 GT and above must provide and maintain an oil record book (ORB) on board.

This publication is a guide to completing entries within the ORB in a proper and consistent manner.

This fourth edition of Part I of the ORB retains the structure of the previous edition and contains:

• Instructions and interpretations on how to properly record all related operations in accordance with MARPOL 73/78, Annex I, Regulation 17
• A list of operations to be recorded
• Frequently found failures or mistakes
• Detailed examples for all related operations.

It will assist ship operators in defining the controls and activities necessary to ensure that:

• All operations referred to in regulation 17 of Annex I of MARPOL 73/78 consolidated edition 2017 as amended, are recorded in the ORB
• All records are in accordance with the format stipulated by Appendix III of Annex I of MARPOL 73/78 consolidated edition 2017 as amended
• The records in the ORB are compatible with the records in the other log books.

The Guide may also be used as a training tool for personnel ashore and on board.

1. Foreword

The INTERTANKO Safety and Technical Committee (ISTEC) has developed this Guide to assist ship operators with the proper and consistent filling in of the Oil Record Book Part I (ORB Part I) and to avoid possible errors in logging information in it, which has been one of the main reasons for the increasing problems of ships being detained and fined in the US and other countries.

This fourth edition is published in response to the many requests from shipping companies, not only tanker owners. The Guide includes amendments to the Oil Record Book (ORB) Part I (Resolution MEPC.187 (59) in July 2009) which have been in force since 1 January 2011. The examples contained in section 4 of this Guide are in compliance with the MEPC.1/Circ.736/Rev.2 (October 2011) “Guidelines for the recording of operations in the Oil Record Book Part I – machinery space operations (all ships)”.

The Guide, first issued in May 2004, proved very useful in assisting ship crews to cope with the complex task of filling in the ORB in a proper and consistent manner, and became very popular. Since May 2004 a large number of comments and questions from operators have been received – with many seeking clarification on whether the Guide is actually correct. The Guide was correct in most of the cases, however, the feedback helped us to make a few minor amendments and additions which were continuously included in the previous editions. A continuous update of this Guide was also determined by a series of revisions to Annex I of the International Convention for the Prevention of Pollution from Ships, 1973, as modified by the Protocol of 1978 relating thereto (MARPOL 73/78 consolidated edition 2017, as amended) and revisions to the International Maritime Organization (IMO) Guidelines for systems for handling oily waste in machinery spaces such as issues of MEPC.1/Circ.642, which introduced the concept of an integrated bilge water treatment system (IBTS), later amended by MEPC.1/Circ.676, July 2009. (This Circular has been revised. The current document is in Annex 15 of PPR 7/22/Add.1. The revision will be approved in June 2021 and issued under a new number, potentially IMO.1/Circ.736/Rev.3 (June 2021)).

This fourth edition of Part I of the ORB keeps the same structure and contains:

a) instructions and interpretations on how to properly record all related operations as per MARPOL 73/78, Annex I, Regulation 17;

b) a list of operations to be recorded;

c) frequently found failures or mistakes;

d) detailed examples for all related operations

This edition of the Guide adds three new examples (4.18b, 4.20 and 4.21) and improves the notes in examples 4.12, 4.18 and 4.19 for further clarity. In addition, Section 5 of the fourth edition has a number of additional clarifications on issues related to ORB Part I, which were raised by Members, but for which ISTEC can offer an opinion rather than guidance.

In all cases and for all examples, opinions and guidance, Members are strongly recommended to get their Flag Administration approval, who anyway have the final say.

INTERTANKO’s observations and clarifications are recorded in italics throughout the Guide.

The Guide is structured to facilitate integration in the document management system of any individual member of INTERTANKO.

2. Preface

2.1 Scope of the Guide

This Guide offers advice for correct entries in the Oil Record Book (Part I – Machinery space operations) (hereafter referred to as ORB), in accordance with Annex I of MARPOL 73/78 consolidated edition 2017, including the latest amendments to regulations 1, 12, 13, 17, 38 and the Supplement to the IOPP Certificate Forms A and B which entered into force on 1 January 2011. It also includes some Flag Administrations’ requirements, and is structured in such a way as to match with/refer to the individual documented management system of a

ship-management company. The examples in section 4 of the Guide were updated to mirror the IMO-issued Guidelines in MEPC.1/Circ.736/Rev.2 of October 2011 (this Circular has been revised. The current document is in Annex 15 of PPR 7/22/Add.1. The revision will be approved in June 2021 and issued under a new number, potentially IMO.1/Circ.736/Rev.3 (June 2021)).

2.2 Objectives of the Guide

Assist ship operators in defining the controls and activities necessary to ensure that:

All operations referred to in regulation 17 of Annex I of MARPOL 73/78 consolidated edition 2017 as amended, are recorded in the ORB.

All records are in accordance with the format stipulated by Appendix III of Annex I of MARPOL 73/78 consolidated edition 2017 as amended.

The records in the ORB are compatible with the records in the other log books.

This Guide could also be used as a training tool for personnel ashore and on board.

1. Foreword

2. Preface

2.1 Scope of the Guide

2.2 Objectives of the Guide

2.3 Introduction to operational procedures

2.4 Responsibilities for shore and shipboard personnel

3. Items to be recorded

3.1 Introductory notes

3.2 List of items to be recorded, interpretations and clarifications

4. Detailed Examples for Related Operations

BUNKERS

4.1 Bunkering of fuel 12

4.2 Bunkering of lubricating oil in bulk

OILY BILGE WATER HANDLING

4.3 Pumping of bilge water from engine-room bilges to an oily bilge water holding tank

4.4 Discharge of bilge water through the 15 ppm bilge separator taking suction from an oily bilge water holding tank

4.5 Discharge of bilge water through the 15 ppm bilge separator taking suction from engine room bilge wells

4.6 Disposal of bilge water from an oily bilge water holding tank to shore reception facilities

4.7 Transfer (disposal) of bilge water from oily bilge water holding tank to a slop tank

SLUDGE HANDLING

4.8 Weekly recording of the contents of oil residue (sludge) tanks

4.9 Oil residues (sludge) collected by manual operation in oil residue (sludge) tank

4.10 Transfer of sludge between oil residue (sludge) tanks

4.11 Draining of settled water from an oil residue (sludge) tank to an oily bilge water holding tank

4.12 Heating of oil residue (sludge) as a method of reducing its volume by evaporation

4.13 Sludge incineration

4.14 Sludge disposal to port reception facilities

4.15 Transfer (disposal) of sludge from oil residue (sludge) tank to slop tanks

OTHER OPERATIONAL PROCEDURES

4.16a Failure of the 15 ppm bilge separator, 15 ppm bilge alarm or automatic stopping device

4.16b Sealing of 15 ppm bilge separator overboard valve when the separator has failed

4.17a When proper operation of the 15 ppm bilge separator, 15 ppm bilge alarm or automatic stopping device has been restored

4.17b Breaking of seal of the 15 ppm bilge separator overboard valve when the operation of the separator has been restored

4.18a Missed operational entry

4.18b Incorrect entry

4.19 De-bunkering of fuel oil (in case of out-of-spec fuel)

4.20 Entry cannot be entirely written in one page

4.21 Emptying and filling of bilge separation unit for maintenance purposes

5. Additional Clarifications

6. Authors’ References

INTERTANKO (the International Association of Independent Tanker Owners) is a trade association that has served as the voice for independent tanker owners since 1970, representing the interests of its Members at national, regional and international levels.

The organisation champions an industry dedicated to support global energy networks by delivering safe, efficient and environmentally sound transport services.

INTERTANKO actively works on a wide range of operational, technical, legal and commercial issues affecting tanker owners and operators around the world. It draws on regular and direct contact with its Members and other industry stakeholders to develop and disseminate information and best practice, essential to the tanker industry.

https://www.intertanko.com/About-Us/