The Ballast Water Record book used for recording the complete operation of ballast water management including discharges at sea and to reception facilities. It is requested by authorities to ensure ship's compliance with the requirements of the convention.
The ship shall carry a Ballast Water Record Book of the approved format. The instructions regarding the keeping of the record book are normally given in the initial pages of the book. In the event of any discharge of ballast, whether planned and in compliance with the plan or accidental or under any exceptional circumstances not covered by the plan or regulations, an entry shall be made in the record book describing the circumstances of and the reasons for the discharge.
Even if a ship is not currently trading in an area where ballast water information is required to be reported, the ship must fill the record book. Each operation must be fully recorded as required in the book immediately after completion. Each entry shall be signed by the Ballast Water Management Officer and each completed page shall be signed by the Master. The Ballast Water Record Book shall be available for inspection by Port State officials. They shall be permitted to take a copy of any entry. If required, the Master will be required to sign this copy as a ‘true copy’. In such a situation, the Master shall immediately contact the Ship’s Superintendent for consultation, prior signing any such copies. Some of the Port States require details of the management of Ballast Water during the voyage to be reported by radio prior to arrival.
The Ballast Water Record Book and the Ballast Water Reporting Forms must be retained on board for a period of two years after the last entry is made. At the end of two years, they must be sent to the AESM office, which will then maintain these documents for a further period of at least three years.
In case of any problems encountered during the ballast exchange or in case of receipt of a ‘show-cause’ notice for non-compliance of ballast water management requirements from a port state authority, a copy of all such records must be sent to the office and a copy along with relevant correspondence shall be maintained on board permanently.
If for whatever reason, ballast water exchange cannot be carried out as per the plan or the approved exchange sequence mentioned in the plan cannot be followed, the Ship’s Superintendent shall be contacted at the earliest opportunity for advice, stating the reason for the inability to comply.
