guidance on continuous synopsis record

MSF 5623

GUIDANCE FOR COMPANIESON CONTINUOUS SYNOPSIS

RECORD (CSR)

BACKGROUNDThe Continuous Synopsis Record (CSR) is a form of log book that stays with the ship for its whole life, and records all changes of owner, flag, name, Class, ISM etc. The ship must keep its copy of the whole CSR onboard even when it transfers to another flag state, is sold to another owner, is taken over by another bareboat charter, or another company assumes the responsibility of the ship operation.

A CSR must be maintained for: passenger ships on international voyages cargo ships of 500 gt and above on international voyages Class A passenger ships operating domestic services within UK waters

The Master is responsible for the proper upkeep of the CSR onboard UK ships. It is important that the details are always correct as Port State Control will check the CSR as a matter of routine at inspections. The original CSR documents must not be modified, deleted, erased or defaced.

REGISTRY OF SHIPPING AND SEAMENThe Registry of Shipping and Seamen (RSS) issues CSRs for UK registered ships in the English language. RSS can be contacted at:

Registry of Shipping and SeamenAnchor Court, Ocean Way, Cardiff, CF24 5JW

Telephone; +44(0)29 20448840 or +44(0)29 20448868Fax: +44 (0)29 20448820 email [email protected]

APPLYING FOR NEW OR AMENDMENT CSRIf any data entry in the current CSR requires amendment you need to fill in the changes on Form 2 and send this to RSS at the above address. Please note that you should keep the original forms on the ship, and send copies. Please also ensure that the Index of Amendments Form 3 is up to date and attached to the ship’s current CSR in date order.

Ships flagging into the UK Ship Register o Complete at least Boxes 1, 15 and 16 on Form 2 and send it to your

previous Flag Administration so they can issue their final CSR document. o Complete Form 2 and send it to RSS

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o Whilst the ship is on the UK Flag, RSS holds a copy of the ships’ entire CSR history record. Please note that we commonly experience long delays in receiving the ship’s CSR file from the losing Flag Administration. It would be helpful if, when flagging in, the ship could provide us with a full copy of its CSR file (please keep the originals onboard).

Existing ships on the UK Ship Register with changing detailso Complete Form 2 and send it to RSS

RSS will issue a new Form 1 with the next consecutive number. If appropriate, a gap will be left in the numbering to allow the losing Flag Administration’s closure CSR to be inserted.

New build ships registering with the UK Ship Register For new build ships registering with the UK Ship Register, please use the Application for Continuous Synopsis Record to apply for your first CSR.

In all cases, please check your new CSR carefully to make sure it is correct and that all the requested amendments have been completed. If not, please contact RSS who can arrange for the CSR to be amended and re-issued.

If you find that there are amendments required which were not previously notified to RSS you should begin the process again by completing a new Form 2 and Form 3.

LOST DOCUMENTSIf, for any reason, the ship’s CSR records are lost or damaged it is essential that they are restored as quickly as possible in order to avoid potential delays to the ship’s voyage. You should contact RSS as quickly as possible who will provide signed and stamped duplicates. Please note that we will charge for this service.

LEAVING THE UK SHIP REGISTERPlease notify RSS of the name of the new Flag Administration and the date of the change, by completing boxes 1, 15 and 16 on Form 2, and by completing the Application to Remove a British Ship from the Register (MSF 4744). As soon as possible after the transfer date, RSS will send you the closing UK CSR, and will forward a copy of the ship’s complete CSR file to the new Flag Administration.

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http://www.dft.gov.uk/mca/msf4744.pdf

MSF 5623

FORM 1 [For RSS Use Only] CONTINUOUS SYNOPSIS RECORD (CSR) DOCUMENT NUMBER … FOR

THE SHIP WITH IMO NUMBER: IMO …….

Dates should be in the format yyyy/mm/dd.Information

1 This document applies from (date):2 Flag State:3 Date of registration with the State indicated

in 2 :4 Name of ship:5 Port of Registration:6 Name of current registered owner(s):

Registered address(es):

71 Registered owner identification number:8 If, Applicable, name of current bareboat

charterer(s):Registered addresses(es):

9 Name of Company (International Safety Management):Registered addresses(es):Address(es) of its safety management activities:

104 Company identification number:11 Name of all classification societies with

which the ship is classed:12 Administration/Government/Recognized

Organization which issued Document of Compliance:Body which carried out audit (if different):

13 Administration/Government/Recognized Organization which issued Safety Management Certificate:Body which carried out audit (if different):

14 Administration/Government/Recognized Organization which issued International Ship Security Certificate:Body which carried out audit (if different):

15 Date on which the ship ceased to be registered with the State indicated in 2:

162 Remarks (insert relevant information as appropriate)

THIS IS TO CERTIFY THAT this record is correct in all respectsIssued by the Administration of: ……………...…………………..Place and date of issue: ……………………………...……………Signature of authorized person: …………………………………..Name of authorized person: ………………………………………

1 Inserted by MSC.198(80) and required on CSRs issued on or after 1/1/092 Inserted by MSC.198(80) and required on CSRs issued after 20/5/05

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Box 1Date of company notification (if left blank, this will be date signed)

Boxes 12 and 13 to read: “Maritime and Coastguard Agency” OR a Classification Society/Foreign Administration for specified ships.Record audit body if different

Box 14 to read:“Government of the United Kingdom”Record audit body if different

Box 8Only complete if ship is bareboat chartered on UK Flag

MSF 5623This document was received by the ship and attached to the ship’s CSR file on the following date (fill in): ……………………… Signature: ………………….

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MSF 5623

FORM 2AMENDMENTS TO THE CONTINUOUS SYNOPSIS RECORD (CSR)

DOCUMENT NUMBER … FOR THE SHIP WITH IMO NUMBER: IMO …….

The amendments are shown in the table. Indicate N/C for all items not being changed. Dates should be in the format yyyy/mm/dd.

Information1 This document applies from (date):2 Flag State:3 Date of registration with the State indicated


Registered address(es):74 Registered owner identification number:8 If, Applicable, name of current bareboat










THIS IS TO CERTIFY THAT this record is correct in all respects

Issued by the Company or Master: ……………...…………………..Date of issue: ………………………………...…………...……………Signature of authorized person: …………………………………..Name of authorized person: ………………………………………

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FORM 3INDEX OF AMENDMENTS TO CONTINUOUS SYNOPSIS RECORD (CSR) DOCUMENT NUMBER … FOR THE SHIP WITH IMO NUMBER: IMO …….

After this CSR document was issued, the following amendments to entries on the document have been made by the Company or the master, have been attached to the ship’s CSR file and have been notified to the Administration:

Date of application of Amendments:

Amendment to CSR Information (2 – 161)

Date amendment form attached to the

ship’s CSR file:

NOTE: If more amendments are issued than allowed for in the above table, add copies of this table as Appendices to this page. Such Appendices should be numbered from 1 and upwards.

When relevant, indicate as follows: Appendix no. … has been added to this page.

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MSF 5623APPLICATION FOR CONTINUOUS SYNOPSIS RECORD (CSR)

DOCUMENT NUMBER. 1 FOR THE SHIP WITH IMO NUMBER……………..

Dates should be in the format yyyy/mm/dd.

Information1 This document applies from (date):2 Flag State:3 Date of registration with the State indicated


Registered address(es):74 Registered owner identification number:8 If, Applicable, name of current bareboat










THIS IS TO CERTIFY THAT this record is correct in all respects

Issued by the Company or Master: ……………...…………………..Date of issue: ………………………………...…………...……………Signature of authorized person: …………………………………..Name of authorized person: ………………………………………

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guidance on continuous synopsis record

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