Additional

Guidelines for Correct Entries

Oil Record Book

Part I & II

Do It Right 1 of 9 03/07 (Rev.00 )

 ADDITIONAL GUIDELINES FOR KEEPING OF
OIL RECORD BOOKS PART I.

The following Guidelines are intended to standardize Oil Record Book entries
with an emphasis on the Machinery Space Part I. They supplement the guidelines
found in INTERTANKO’s Guide for Correct Entries in the Oil Record Book. All
Masters should ensure these Guidelines are followed in the completion of all ORB
entries.

( In principle, any transfer of hydrocarbon – or hydrocarbon contaminated water –

must be recorded.)

1. All entries in the Oil Record Book must be truthful and honest and
accurately reflect the transfers carried out onboard the vessel.

2. When making entries in the Oil Record Book, the date, operational letter
code, item number and the required particulars shall be recorded
chronologically in the appropriate columns.

3. Each completed operation shall be signed and dated by the Chief Engineer.
The master of the ship shall review and sign each completed page.
Initials are not a substitute for the required signature.

4. Lining out of empty rows is not permitted. On occasions where a Master is

scheduled to leave the vessel and a page on the ORB is left incomplete, the
signing off Master should sign on the line below the last entry made during
his time on the vessel. In this case the remaining blank rows do not need to be
slashed. Instead, succeeding E/R operations shall be entered as usual and the
new Master will sign at the bottom of the page when completed.

5. Entries should be made in blue or black indelible ink only. Pencil entries are
not allowed.

6. If a wrong entry is made, it should be immediately struck through with a

single line in such a way that the wrong entry is still legible. The strike
through entries should be signed by the person who made the changes and
countersigned in an available space by the Master as verification. The new
correct entry will be made in the next available space.

7. Correction Fluid must NOT be used to correct wrong entries.

8. If an incorrect or missing entry is discovered at a later date, evidence is

needed to prove that such an entry was incorrect or missed. The master shall
notify the managing office immediately, who will then advise the Flag State.

Do It Right 2 of 9 03/07 (Rev.00 )

 9. All tanks and their respective capacities listed in the IOPP Form “B” sections
3.1 and 3.3 should be verified to be exactly as per Class approved capacity
plans on board. If any discrepancies are noted in the IOPP Form B e.g.
capacity, frames, lateral position, missing tanks , this should be reported
immediately to the managing office who will arrange attendance of a Class
surveyor to amend.

10. Vessels with class-approved fixed piping for transfer of bilge water/sludge
into a designated cargo tank space (e.g. Slop Tank, Deck Sludge tank) shall
ensure that this is specifically indicated in the IOPP Form B section 3.1 or
3.2.4 as “Other acceptable means for disposal of bilges.” ( Note : for most of
OSG’s vessels this is indicated in the IOPP Form B Section 3.2.4) Flag state
approval is not required when making bilge transfers from the engine room
to the deck tanks listed in sections 3.1 or 3.2.4 of the IOPP Form B. Prior to
such transfers, however, the managing office must be informed.

11. Vessels without Class-approved fixed piping arrangements from the engine
room to the deck sludge tank or slop tank should not transfer oily water or
oil residues from the engine room to deck facilities..

12. If the engine bilge water/sludge is transferred to the tank listed in the IOPP
Form B Section 3.1, the transfer entry is not required in the ORB Part II. If
transferred to the tanks annotated in IOPP Form B, Section 3.2.4 the
transfer operation must be recorded in the ORB Part II. When making the
entry of this transfer in the ORB Part I and Part II, the date, time and
quantity of the transfer must correspond.

13. Vessels should ensure that class type approvals stated in the respective
certificates for the OCM and OWS are identical with the annotation on the
IOPP Form B, Section 2.3 (or 2.4).

14. Incinerator burning capacity stated in the manufacturer’s manual should be

identical to the capacity stated on the IOPP Form B, Section 3.2.1.

15. The quantity of sludge incinerated daily, as recorded in the ORB should be
within the range of the maximum capacity as described on the IOPP Form B.
If, for any reason, the amount being incinerated is above the incinerator
capacity, advise the managing office immediately.

16. Collection of oil residues under Code C Items 11.1/ 11.2/ 11.3 must be
recorded once a week regardless of the length of the voyage.

17. Oily Bilge Water in the bilge holding tank(s) is not required to be recorded
weekly under Code C Items 11.1/ 11.2/11.3.

Do It Right 3 of 9 03/07 (Rev.00 )

 18. All operations must use Cubic Meters (M3) as the single standard unit. The
conversion factors table given in the ORB is to be used for all conversions.

19. The time shall be entered consistently in Local.

SAMPLES OF COMMONLY USED ENTRIES

IN ORB PART 1

OILY BILGE TK / SLUDGE TK / INC. WO SETTLING. TK./ INC. WO SERVICE

10 JAN. ‘07 C 11.1 TK
11.2 26.4 M3/ 19.4 M3/ 2.87 M3 / 1.94 M3
11.3 9.3 M3/ 3.2 M3/ 1.06 M3/ 1.04 M3
DATE SIGNATURE
Note: THIS SHOULD INCLUDE ONLY TANKS LISTED UNDER SECTION 3.1 OF THE IOPP FORM B.

Do It Right 4 of 9 03/07 (Rev.00 )

FOR DISCHARGE TO RECEPTION FACILITIES- SLOP BARGE
11 JAN. ‘07 C 12.1 6 M3 DISCHARGED FROM OILY BILGE TANK ( RET. 3.3 M3)
TO SLOP BARGE “FAIR ANGEL” AT FUJAIRAH
REFER TO RECEIPT # 195
DATE SIGNATURE
NOTE: RECEIPTS FOR DISPOSAL TO SHORE RECEPTION FACILITIES MUST BE KEPT TOGETHER WITH THE ORB. THE
RECEIPT, IF ATTACHED TO THE ORB, MAY AID THE MASTER IN PROVING THE OPERATION. IT IS NOT NECESSARY TO
STAPLE RECEIPTS TO THE ORB, BUT THE RECEIPTS MUST BE AVAILABLE WHENEVER REQUESTED.

FOR TRANSFER TO ANOTHER TANK

11 JAN. ‘07 C 12.2 1.2 M3 TRANSFERRED FROM OIL BILGE TANK ( RET. 1.1 M3)
TO SLUDGE TK ( TOTAL 4.4 M3)
DATE SIGNATURE
NOTE: WHEN OIL RESIDUES ARE TRANSFERRED FROM THE TANK LISTED IN THE IOPP FORM B SECTION 3.1 TO THE
DECK SLUDGE TANK OR SLOP TANK, CODE 12.2 SHOULD BE USED. THE DECK SLUDGE TK OR SLOP TANK SHOULD BE
LISTED IN THE IOPP FORM B SECTION 3.1 OR 3.2.4 AS “OTHER ACCEPTABLE MEANS”.
THIS CODE CAN BE USED WHEN THE WATER IS DRAINED FROM THE WASTE OIL TANK TO THE OILY BILGE TANK OR BILGE
HOLDING TANK.

FOR INCINERATION
11 JAN. ‘07 C 12.3 0.3 M3 FROM INCINERATOR WO SERV. TK (RET.0.74M3)
INCINERATED, TOTAL TIME : 5 HOURS
DATE SIGNATURE

FOR OTHER METHODS

11 JAN. ‘07 C 12.4 0.2 M3 FROM INC. WO SETT. TK (RET.0.87 M3)
EVAPORATION
DATE SIGNATURE
NOTE: CODE C 12.4 MAY BE USED WHEN M/E AIR COOLER IS DRAINED INTO THE OILY BILGE TANK OR OIL BILGE HOLDING
TANK

Do It Right 5 of 9 03/07 (Rev.00 )

THROUGH 15 PPM EQUIPMENT
11 JAN. ‘07 D 13 15 M3 FROM BHT ( CAP. 82.1 M3 / RET. 29.1 M3)
14 STARTED: 0900/ FINISHED: 1800
15.1 THROUGH 15 PPM EQUIPMENT
START: LAT. 17° 19.6’N / LONG. 066° 46.0’E
END: LAT. 15° 49.6’N / LONG. 068° 26.7’E
DATE SIGNATURE
NOTE: THE AMOUNT DISCHARGED DIVIDED BY THE TIME OF OPERATION MUST NOT EXCEED THE MAXIMUM THROUGHPUT
OF THE OWS. FOR ANY DISCHARGE FROM BILGE HOLDING TANK, THE CAPACITY OF THE BHT AND QUANTITY RETAINED
MUST BE INDICATED.

TO RECEPTION FACILITIES
12 JAN. ‘07 D 13 28 M3 FROM BHT ( CAP. 82.1 / RET. 1.7 M3)
14 STARTED: 0900 / FINISHED: 1600
15.2 TO SLOP BARGE “FAIR ANGEL” AT THE PORT OF FUJAIRAH
REF. RECEIPT NO.: 195
DATE SIGNATURE
NOTE: THE RECEIPTS FOR DISPOSAL TO SHORE RECEPTION FACILITIES SHOULD BE KEPT TOGETHER WITH THE ORB.
THE RECEIPT, IF ATTACHED TO THE ORB, MAY AID THE MASTER IN PROVING THE OPERATION. IT IS NOT NECESSARY TO
STAPLE RECEIPTS TO THE ORB, BUT THE RECEIPTS MUST BE AVAILABLE WHENEVER REQUESTED FOR ANY DISCHARGE
FROM BILGE HOLDING TANK, THE CAPACITY OF BHT AND QUANTITY RETAINED MUST BE INDICATED.

COLLECTION OF BILGE WATER TO BHT

13 JAN. ‘07 D 13 2.0 M3 FROM AFT BILGE WELL
14 STARTED: 0800 / FINISHED: 0830
15.3 2.0 M3 TO BILGE HOLDING TANK ( RET. 12.0 M3)
DATE SIGNATURE

TRANSFER TO SLOP TANK OR DECK SLUDGE TANK

13 JAN. ‘07 D 13 2.5 M3 FROM BHT (CAP. 82.1 M3 / RET.0.6 M3)
14 STARTED: 0900 / FINISHED: 0915
15.3 2.5 M3 TO DECK SLUDGE TANK ( RET. 22.5 M3 )
DATE SIGNATURE
NOTE: IF THE DECK SLUDGE TANK OR SLOP TANK IS LISTED/ANNOTATED IN THE IOPP FORM B SECTION 3.1 OR 3.2.4.
AS “OTHER ACCEPTABLE MEANS,” THE TRANSFER FROM THE BHT TO THE DECK SLUDGE AND SLOP TANK CAN USE CODE
15.3. FOR ANY DISCHARGE FROM BILGE HOLDING TANK, THE CAPACITY OF BHT AND QUANTITY RETAINED MUST BE
INDICATED.

Do It Right 6 of 9 03/07 (Rev.00 )

IF EQUIPMENT WAS RECTIFIED ON THE SAME DAY IT WAS REPORTED TO HAVE FAILED
14 JAN. ‘07 F 19 0900 (1300 GMT) OCM DEFECT
20 1200 (1600 GMT)
21 PPM READING IN OCM IS NOT INDICATED
DATE SIGNATURE
NOTE: THE CONDITION OF THE OIL FILTERING EQUIPMENT ALSO INCLUDES THE ALARM AND AUTOMATIC STOPPING
DEVICES.

IF EQUIPMENT WAS NOT RECTIFIED ON THE SAME DAY IT WAS REPORTED TO HAVE
FAILED
14 JAN. ‘07 F 19 0900 OWS FAILED TO USE
20 N/A
21 3-WAY VALVE DID NOT OPERATE DUE TO DEFECTIVE SOLENOID
VALVE.
DATE SIGNATURE

ON THE DAY THE EQUIPMENT IS RECTIFIED

15 JAN. ‘07 F 20 0800 OWS MADE IOPERATIONAL
21 3-WAY VALVE DID NOT OPERATE DUE TO DEFECTIVE SOLENOID
VALVE.
DATE SIGNATURE

NOTE: CODE F IS TO BE USED ONLY IN CASE OF EQUIPMENT FAILURE AND/OR REPAIR.

Do It Right 7 of 9 03/07 (Rev.00 )

FOR BUNKERING OF FUEL OIL
16 JAN. ‘07 H 26.1 FUJAIRAH
26.2 STARTED: 0100(2100 GMT) / FINISHED: 0600( 0200 GMT)
26.3 1498 MT F.O., VISC: 380 CST, DENS: 0.9884, SULPHUR: 3.66%
NO.1 HFO (P) – ADDED 484 MT – TOTAL QUANTITY 1218 MT
NO.3 HFO (S) – ADDED 1014 MT – TOTAL QUANTITY 1046 MT
DATE SIGNATURE
Note: THE RECEIPTS MUST BE AVAILABLE WHENEVER REQUESTED

FOR BUNKERING OF BULK LUBRICATING OIL

16 JAN. ‘07 H 26.1 FUJAIRAH
26.2 STARTED: 0700 (0300 GMT)/ FINISHED: 0800 (0400GMT)
26.4 1.5 M3 L.O. SAE 30
TO NO.1 L.O. TANK
TOTAL QUANTITY IN NO.1 L.O. TANK: 1.8 M3
DATE SIGNATURE
Note: Bunkering of Lubricating Oil in drums is not entered in the ORB.

17 JAN. ‘07 I OWS/15 PPM EQUIPMENT CHECKED AND TESTED PRIOR TO

OVERBOARD DISCHARGE OPERATION – FOUND WORKING IN GOOD
CONDITION.
SIGNATURE

NOTE: CODE I CAN BE USED TO ENTER OTHER OPERATIONS SUCH AS:

a. Scheduled or Routine Maintenance of the OWS/15 ppm equipment including polishing filters.
b. Routine testing of OWS/ 15ppm equipment.
c. Transfer operation of engine room bilge water/ sludge to the deck sludge or
slop tank where the receiving tank is not listed /annotated in the IOPP Form B .

Do It Right 8 of 9 03/07 (Rev.00 )

 ADDITIONAL GUIDELINES FOR KEEPING OF
OIL RECORD BOOKS PART II

(J) DISPOSAL OF RESIDUES AND OILY MIXTURES NOT OTHERWISE DEALT WITH

55. Identify of tank(s)

56. Quantity disposed of from each tank. ( State the quantity retained, in cubic metres)
57. Method of disposal:
.1 to reception facilities (identify port and quantity involved);*
.2 mixed with cargo (state quantity);
.3 transferred to (an)other tanks(s)( identify tank(s): quantity transferred and total
quantity in tank(s), in cubic metres); and
.4 other method (state which); state quantity disposed of, in cubic metres

TRANSFER OF BILGES OR SLUDGE TO SLOP TANK OR DECK SLUDGE TANK

17 JAN. ‘07 J 55 BILGE HOLDING TANK
56 20.0 M3 ( RETAINED IN BHT: 4.0 M3)
57.3 TRANSFERRED 20.0M3 BILGE WATER TO DECK SLUDGE TK
TOTAL QTY IN DECK SLUDGE TANK: 60.0 M3
DATE SIGNATURE
Note: Code J to be used for all bilge / sludge transfers from Engine room to Deck .

Do It Right 9 of 9 03/07 (Rev.00 )