(CIRCULAR NOTICE NO CL 03/008)

1.0 Definitions

1.1	Authority:	National Maritime Safety Authority of Papua New Guinea
1.3	Convention:	The International Convention for the Safety of Life at Sea, 1974 as amended (SOLAS).
1.4	Company:	The Owner of the ship or any other organization or person such as the manager, who has assumed the responsibility for operation of the ship from the Ship-owner.
1.5	CSR:	The Continuous Synopsis Record issued by the Authority.
1.6	CSR Amendment Form:	A form utilized to update information contained in the CSR.
1.7	CSR Index of Amendments:	The record of amendments made to the CSR.
1.8	ISPS Code:	The International Ship and Port Facility Security Code.
1.9	ITC 69:	The International Tonnage Convention, 1969.

2.0 Compliance Date
      The CSR is required to be on board each applicable ship by July 01, 2004.

3.0 Applicability

3.1	This requirement applies to the following types of vessels that are used for international voyages: Passenger ships, carrying more than 12 passengers, including high-speed passenger craft; Cargo ships, including high speed craft, of 500 gross tonnage and upwards; and
3.2	It does not apply to: Government operated ships used for non-commercial purposes; Cargo ships of less than 500 gross tonnage as measured by the Authority or the ITC 69, whichever is the lesser; Ships not propelled by mechanical means; Wooden craft of primitive origins; Private pleasure yachts not engaged in trade; and Fishing Vessels.
3.3	Vessels not subject to mandatory compliance with the ISPS Code may do so voluntarily. However, the operators of such ships must make a written request to the Authority for the issue of a CSR. Once issued, it must be maintained in accordance with SOLAS regulatory requirements.

4.0 CSR File
      Ships are required to maintain a CSR File onboard at all times.

4.1	A ship’s CSR file is comprised: All Continuous Synopsis Records issued to the vessel numbered sequentially for the life of the ships; All Amendment Forms attached to each individual CSR relating to changes made to that CSR; and All Indices of Amendments listing all amendments (specified by Amendment Forms) relating to each CSR and attached to the CSR.
4.2	We recommend that the CSR File be maintained in binder and retained permanently with the vessel. The Authority will do likewise so that a certified copy may be transferred intact to a new flag Administration on change of flag or replaced on board the ship should the CSR be lost or destroyed.

5.0 Continuous Synopsis Record (CSR)

5.1	Only the Authority may issue a CSR to a Papua New Guinean ship. The first CSR issued to a ship is number ‘1’ and subsequent CSR documents will be sequentially numbered. The sequential numbering continues across a change of flag throughout the life of the ship. Each original CSR shall be forwarded to the ship and is to be kept onboard the vessel throughout the life of the ship. The Administration needs to keep a copy (which may be an electronic copy) of each CSR document issued to the ship.
5.2	Whenever a CSR is issued to a ship, the Authority will provide all information in rows 1 – 13. If the information is not applicable, it will be labeled ‘N/A’.
5.3	If there is more than one (1) entity listed as an owner of the ship, each such entity and their address will also be listed on the CSR.

6.0 Amendments and Indices Completed by the Company or Master

6.1	Whenever any change relating to the entries listed in the current CSR document issued to the ship has taken place, this change shall be entered in ink without delay, in the ship’s CSR File. Pending issue of an updated CSR by the Authority, the Company’s Representative or Master shall complete an Amendment Form and attach the original to the current CSR. A Form “Amendments to the Continuous Synopsis Record (CSR)”, is to be completed by the Master or Ship’s Security Officer and a copy is to be forwarded without delay to the Authority, so an updated CSR may be issued. The person completing the amendment may also send a copy to the company operating the vessel in accordance with company procedures.
6.2	Whenever an Amendment Form is used, it shall be attached by the Master in chronological order with the ship’s current CSR. The details of the amendments shall be entered in the Index of Amendments and attached to the current CSR. A copy of the revised Index of Amendments page shall also be forwarded to the Authority together with the Amendment Form. This will allow the Authority to confirm that it has a complete CSR File before issuing an amended CSR.
6.3	The primary purpose of the CSR is to provide a history of the ship, which can be inspected by individuals authorized to inspect the vessel for compliance with the ISPS Code by Contracting Government. While the Authority is only required to issue a new CSR within three (3) months of the date of change, the procedures established in this Notice will result in the issuance of a new CSR within a far shorter period of time, provided all parties are able to give adequate information to the Authority so it can complete the updated CSR in a timely manner.

7.0 Actions by Master when receiving a revised and updated CSR

7.1	On receipt of a revised and update CSR, the master should check its sequential number and review the document to ensure that it covers all relevant amendment forms attached to the previous CSR document
7.2	In case this review establishes that there are outstanding amendments not reflected in the latest CSR document, the master should do the following:
7.2.1	Complete new amendment form(s) relating to each outstanding amendment and attach it to the latest CSR document
7.2.2	List the amendment(s) referred to in 7.2.1 above, in the form “Index of Amendment to the Continuous Synopsis Record” attached to the latest CSR document
7.2.3	Forward copies of the amendment form(s) to the Authority.

8.0 In Case of Loss of, or Damage to, any Ship’s CSR File

In case the CSR is lost or damaged, the Company or Master shall contact the Authority in writing without delay, and submit a list of the papers (pages), which were lost or damaged, and the replacement fee as detailed in Section 11. The Authority will provide relevant duplicates of the lost CSR forms or documents to the ship, which will be clearly indicated as duplicates.

9.0 Verification and Correcting Errors

The Authority ship’s inspectors will examine the CSRs during the Annual Safety Inspections (FSC) and advise the Registrar of Ships where errors are identified, in order that the record may be corrected.

10.0 Change of Flag Requirements

Along with the Request for cancellation of a PNG Registration, a transferring owner shall be required to identify the prospective flag administration so a certified copy of the vessel’s CSR File may be provided to the prospective flag administration. This must occur before the Authority will issue a Deletion Certificate or allow a vessel to change flag.

11.0 Cost

Presently the Authority is NOT charging any fees for the maintenance of the CSR documentation, revision or replacement. The Authority would advise in due time if there will be of any changes of this Section.

12.0 Registration: Effective 2004 July 01, Ship Registration Procedures shall be amended as follows:

Upon receipt of the amendment form, the Authority shall issue an updated CSR.

12.1	Change of Flag to PNG on or after July 01, 2004: The Administration from which the vessel is being transferred is required to send to the Authority a copy of the vessel’s complete CSR File certified by that Administration and current as of the day it registers with PNG. The Authorized Representative will complete and send a copy of the Amendment Form and Index of Amendments page completed by the ship to the address of the Authority, after the ship is registered in PNG.
12.2	New buildings New buildings, which have never been registered, shall be required to submit a Declaration of Information for the development of a Continuous Synopsis Record.
12.3	Change of Ownership and Re-Registration of Papua New Guinea Flag Ship The Master or company representative will complete and send a copy of the Amendment Form and the modified Index of Amendments page to the Registrar of Ships. The Authority shall issue an updated CSR, as part of the package of papers and certificates to be provided at registration.
12.4	Change of Owner’s Name The Master or company representative will complete and send a copy of the Amendment Form and the modified Index of Amendments page to the Registrar of Ships. The Authority shall issue an updated CSR, as part of the package of papers and certificates to be provided at registration.
12.5	Change of Vessel’s Name The Master or company representative will complete and send a copy of the Amendment Form and the modified Index of Amendments page to the address for the Authority. The Authority shall issue an updated CSR, as part of the package of papers and certificates to be provided at registration
12.6	Change of Safety Management Company’s Name The vessel operator shall in addition to the relevant required documents, ensure that the Master or company representative adds an Amendment Form to the ship’s CSR, submits a copy of the completed Amendment Form and the modified Index of Amendments page to the Authority.
12.7	Change of Company Security Officer The vessel operator acting on behalf of the owner shall submit a change notice when the Company Security Officer assigned to the particular vessel is replaced or any of the contact information regarding the current CSO changes such as: phone number, mobile number, phone and fax numbers and email or mailing addresses. This can be accomplished by submitting a change of notice either by fax to (675) 321 0873 or email nmsa@nmsa.gov.pg advising the Authority of any change in the contact information for a vessel’s CSO. You can also use the attached form "Declaration of Company Security Officer" which will capture all the relevant information. The Authority of confirm receipt by return email when one is provided.
12.8	Change of Recognized Organization Issuing the Company's Document of Compliance and/or the vessel's Safety Management Certificate The vessel operator acting on behalf of the owner shall, in addition to the relevant ISM documents, ensure that the Master or company representative will complete and send a copy of the Amendment Form and the modified Index of Amendments page to the Registrar of Ships. The Authority shall in turn issue an updated CSR.
12.9	Change of the Recognized Security Organization (RSO) or Administration issuing the Vessel International Ship Security Certificate (ISSC) with respect to the ISPS Code. The Master or company representative will complete and send a copy of the Amendment Form and the modified Index of Amendments page to the Registrar of Ships. The Authority shall issue an updated CSR.

13.0 Application for issuance of Continuous Synopsis Record Document (CSR) and Declaration of Company Security Officer

For issuance of a new, or lost Continuous Synopsis Record Document (CSR) the vessel’s owners or operators are responsible for providing the real and correct information on the Application Form.

The Company Security Officer must declare on the appropriate form all the information required.

14.0 Papua New Guinea (PNG) Continuous Synopsis Record (CSR) Forms

The Continuous Synopsis Record (CSR) Document (NMSA-CSR-01),

The Amendment Form (NMSA-CSR-02),

The Index of Amendments Form (NMSA-CSR-03),

The Application for issuance of CSR Document (NMSA-SR-04), and

The Declaration of Company Security Officer (NMSA-SR-05)

are attached as Appendices to this notice and may also be accessed via our website www.nmsa.gov.pg .

The Application, Amendment forms and associated Index of Amendments may be submitted by email to nmsa@nmsa.gov.pg for timely processing. Back up copy files may be maintained electronically, but the original CSR and complete CSR file must be maintained on board the vessel with the Master. The CSR file shall also be made available to an inspector or auditors from a Contracting Government who may ask to review the file.

Previous CSR entries should not be modified, deleted or in any way erased or defaced.

Thank You for your understanding and cooperation.

CHRIS K. RUPEN
General Manager
Date: 18th Feb, 2008

APPENDICES

• The Continuous Synopsis Record (CSR) Document (NMSA-CSR-01),
  click icon to download as document or as file.
• The Amendment Form (NMSA-CSR-02),
  click icon to download as document or as file.
• The Index of Amendments Form (NMSA-CSR-03),
  click icon to download as document or as file.
• The Application for issuance of CSR Document (NMSA-CSR-04), and
  click icon to download as document or as file.
• The Declaration of Company Security Officer (NMSA-CSR-05)
  click icon to download as document or as file.
• Flow chart – “Procedures for the processing and issuance of CSR”
  click icon to download as a file.
• Download complete document with appendices as a file.