Non-Conformities

Every non-conformity is linked to the applicable regulatory framework — ISM Code, ISPS Code, SOLAS, or MARPOL. This structured alignment ensures that your compliance records carry the regulatory context that inspectors and auditors expect to see.

Regulatory alignment is not just a label — it drives the response process. An ISM-related non-conformity follows ISM investigation and corrective action procedures. An ISPS-related finding triggers security-specific review workflows. The system adapts to the regulatory domain of each non-conformity.

Address non-conformities at three levels: interim actions contain the immediate compliance risk, corrective actions resolve the specific non-conformity, and preventive actions update your management system to prevent recurrence. Each action type is tracked independently with its own deadlines and verification.

For Major Non-Conformities, all three action types may be required. For Observations, a preventive action alone may suffice. The system adapts to the severity of each finding, ensuring proportionate response without unnecessary overhead.

Beyond the three non-conformity classes, each finding also carries a priority rating that determines how urgently it must be addressed. The combination of severity class and priority creates a precise urgency matrix for your compliance team.

High-priority Major Non-Conformities rise to the top of every dashboard and notification list. Lower-priority Observations are tracked for trend analysis without creating false urgency. Your team focuses where the compliance risk is greatest.

Assign clear responsibility for each non-conformity to specific personnel — whether ship crew, shore-based compliance officers, or management. Each assignment includes the expected actions, deadlines, and evidence requirements.

For Major Non-Conformities that require management review, the assignment chain may extend from the vessel master through the DPA to senior management. The system tracks each level of responsibility and ensures that every required approval is obtained.

Document every non-conformity with detailed descriptions and supporting evidence. Attach audit reports, photographs, certificates, regulatory correspondence, and any other files that support the investigation and resolution.

Complete documentation is essential for regulatory compliance. When a classification society or flag state auditor reviews your non-conformity records, they expect to see the evidence that supports your investigation findings and corrective actions.

Every action on a non-conformity is recorded in a tamper-proof event log with forty-four tracked event types. From initial documentation through severity classification, root cause analysis, corrective action assignments, and closure verification — every step is captured.

The audit trail is your compliance backbone. It provides the evidence that your management system works as intended: non-conformities are investigated, root causes are identified, corrective actions are implemented, and closures are verified by authorized personnel.

Access the complete history of every non-conformity across your entire fleet. Closed non-conformities remain searchable and filterable, building a compliance knowledge base that supports regulatory gap analysis and continuous improvement.

When preparing for an ISM audit or responding to a port state inspection, your compliance team can instantly access the full history of non-conformities for any vessel, any regulatory framework, and any time period.