Liberia: ship radio/GMDSS logbooks, logbook retention policy

Liberia Maritime Authority has issued a marine notice regarding Ship Radio/GMDSS Logbooks and logbook retention policy.

The notice was published on 20 February 2023 and it applies to all Liberian flag vessels equipped with ship radio stations including GMDSS ship radio stations.

This notice establishes the requirement that a record be kept of all incidents connected with the radio communication service which appear to be of importance to the safety of life at sea.

A Ship Radio/GMDSS Logbook issued by the Administration needs to be kept on the navigation bridge convenient to the radio and/or GMDSS installation and made available for inspection by Liberian Nautical Surveyors and other authorized personnel.

The logbook must be kept in an orderly manner. Key letters or abbreviations may be used if their proper meaning or explanation is contained elsewhere in the same logbook.

The Ship Radio/GMDSS Logbook is comprised of four sections:

Section (A) – ship particulars

Section (B) - details of radio personnel

Section (C) - record of communications

Section (D) –communication equipment test and checks

The Master shall inspect and sign each day's entries in the Ship Radio/GMDSS Logbook.

Corrections shall only be made by the originator of the record by striking out the error, initialing the correction and indicating the date of correction. In the case of electronic records, the error shall be struck out using a strikethrough formatting effect or similar software function and the correction shall be acknowledged by a dated electronic signature at the location of the struck-out entry.

The logs must be retained by the shipowner and/or operator for a period of two years from the date of the last entry, and, when applicable, for such additional periods as required by the following paragraphs:

Logs relating to a distress situation or disaster must be retained for three years from the date of the last entry relating to a distress situation or disaster or longer if the owner and/or operator is so notified by the Administration.
If the Administration has notified the owner and/or operator of an
investigation or complaint against the owner and/or operator or the ship’s station, the related logs must be retained until the owner and/or operator is specifically notified in writing by the Administration that retention of the logs beyond two or three years, as applicable, is no longer needed.
Logs may be retained either on board the vessel or at the owner’s and/or operator’s primary office. If the logs are kept on board the vessel it is recommended that a copy also be filed at the owners’ and/or operator’s office. If the logs are only retained at the vessel owner’s and/or operator’s office then all entries in their original form must be retained on board the vessel for at least 30 days from the date of the last entry before being forwarded to the office.

The logs must be made available to Administration upon request.