Audits, Inspections & Visits

Identify the regulatory or organizational authority behind every audit. Ten built-in authority types — Port State, Harbor Master, Classification Society, Flag State, P&I Insurance, H&M Insurance, Safety Terminal Inspection, Office, Ship, and Other — ensure every audit carries the right regulatory weight and follow-up urgency.

Authority selection drives downstream behavior: a Port State control finding triggers different escalation rules than an internal office audit observation. The system adapts its deficiency classification, response timelines, and reporting templates based on who conducted the assessment.

Document findings with the granularity your compliance team demands. Each finding records the evidence, the applicable regulatory reference, and a severity classification. Link findings directly to ISM Code, SOLAS, MARPOL, and MLC regulations for full regulatory traceability.

Findings are not just notes — they are structured records that feed into your organization's corrective action pipeline. Priority and severity ratings ensure the most critical issues get immediate attention while observations are tracked for trend analysis.

Transform audit findings into tracked deficiencies with a single action. The conversion process carries forward all evidence, regulatory references, and severity data from the original finding, creating a formal deficiency record ready for corrective action assignment.

No duplicate data entry, no lost context. The link between finding and deficiency is maintained permanently, so you can trace any corrective action back to the specific audit observation that triggered it. Bulk conversion handles multiple findings simultaneously.

Every audit follows a controlled lifecycle from creation through completion. The Ongoing, Completed, and Invalid status model provides clear visibility into where each audit stands, with status transitions enforcing data completeness and approval requirements.

Invalid status handles cancelled or superseded audits without deleting data. Completed audits lock their findings and checklists, preserving the record as-is for regulatory review. The lifecycle ensures no audit is accidentally modified after closure.

Schedule audits directly into the Navatom calendar system. Each audit creates a calendar event with date, time, location, and assigned auditors. Support for both single events and recurring schedules handles everything from one-off port state inspections to quarterly internal audit programs.

Recurring audit schedules automatically generate future audit events based on your configured frequency. Calendar visibility ensures audit coordinators, vessel masters, and shore management all see upcoming assessments in their planning views.

Classify where each audit takes place with three environment types — Ship, Office, and Third Party. Environment selection drives context-appropriate forms, checklist templates, and reporting formats. A ship-based ISM audit captures different environmental data than an office-based management system review.

Environment types also influence auditor assignment rules, finding categories, and deficiency routing. Ship environments trigger vessel-specific workflows; office environments apply corporate governance templates; third-party environments adapt for external facility assessments.

Link every audit, finding, and deficiency to the applicable regulatory framework. Built-in support for ISM Code, SOLAS, MARPOL, and MLC references ensures that your compliance team can trace any finding to its regulatory source and demonstrate compliance during external audits.

Regulatory references are not free text — they are structured links to specific code sections, chapters, and regulations. This structured approach enables regulatory gap analysis: which code sections have the most findings? Which vessels have recurring issues against specific SOLAS requirements?

Close the loop from finding to resolution with structured corrective action workflows. Every deficiency generated from an audit finding carries forward into a tracked corrective action with assigned responsibility, due dates, evidence requirements, and verification steps.

Monitor corrective action status across all audits and all vessels. Overdue actions trigger escalation notifications. Verification workflows ensure that corrective actions are not just submitted but reviewed and accepted by the appropriate authority before closure.

Generate professional PDF reports for any completed audit with a single click. The exported report includes the full audit record — assessment details, checklist responses, findings with severity ratings, regulatory references, auditor information, and meeting records — formatted for external submission or archival.

Use printed reports for port state control submissions, classification society reviews, client presentations, and internal management reviews. The format follows maritime industry conventions, ensuring your reports meet the documentation standards expected by regulatory authorities.