Safety Management System — SMS

What Is an SMS?

A Safety Management System (SMS) is a structured and documented framework that enables a shipping company to manage safety risks and environmental protection systematically. Required by the International Safety Management (ISM) Code under SOLAS Chapter IX, the SMS defines the policies, procedures, and organizational responsibilities that govern how a company and its vessels operate safely.

Every company operating ships subject to the ISM Code must develop, implement, and maintain an SMS, and the system must be verified through regular internal and external audits. The SMS is not a static document — it is a living system that must evolve based on operational experience, incident investigation findings, and changes in regulations.

ISM Code Requirements

The ISM Code specifies the functional requirements that every SMS must address. These include a safety and environmental protection policy, defined levels of authority and lines of communication, procedures for reporting accidents and non-conformities, procedures for preparing for and responding to emergency situations, and procedures for internal audits and management reviews.

The Code also requires the designation of a person ashore (the Designated Person Ashore, or DPA) who has direct access to the highest level of management and is responsible for monitoring the safety and pollution prevention aspects of each vessel's operation.

Key SMS Components

A well-implemented SMS typically contains several interconnected components: a company safety policy statement, organizational charts defining roles and responsibilities, procedures and instructions for key shipboard operations, emergency preparedness and drill schedules, incident and near-miss reporting mechanisms, a document and record control system, and an internal audit and management review program. These components work together to create a continuous improvement cycle where operational experience feeds back into updated procedures and training requirements.

The SMS must be documented in a manual that is accessible to all relevant personnel, both onboard and ashore.

How Software Supports SMS

Modern vessel management software plays a critical role in supporting SMS implementation and maintenance. Digital platforms replace paper-based SMS manuals with centralized, version-controlled document management systems that ensure all personnel have access to the latest procedures.

Incident and non-conformity reporting workflows can be automated with built-in escalation rules and corrective action tracking. Audit scheduling, checklist management, and finding close-out are streamlined through dedicated HSEQ modules.

Perhaps most importantly, software enables real-time visibility into SMS compliance across an entire fleet, allowing the DPA and shore management to identify trends, track key performance indicators, and demonstrate continuous improvement to auditors and vetting inspectors.