How to Pass an ISM/ISPS Audit

Passing an ISM (International Safety Management) or ISPS (International Ship and Port Facility Security) audit is crucial for ensuring compliance, maintaining operational efficiency, and avoiding potential detentions. These audits assess a vessel’s adherence to international safety, security, and environmental regulations. Instead of just treating the audit as an obligation, a proactive approach can turn it into an opportunity to enhance onboard operations and crew awareness.

1. Preparation Begins Before the Audit

The key to a smooth audit is continuous compliance rather than last-minute scrambling. The best-run ships treat every day as an audit day.

• Update Records & Documentation – Ensure that safety management system (SMS) manuals, risk assessments, security plans, and emergency procedures are updated and readily available.
• Logbooks & Reports – GMDSS logs, engine logs, bridge records, and safety drills must be accurate and regularly signed off by responsible personnel.
• Crew Familiarity – Every crew member should understand the ship’s SMS and security procedures. A well-trained crew is a sign of a well-managed vessel.

2. Master and Crew Readiness

Auditors frequently interview crew members, particularly officers, about their duties and responsibilities.

• Drill Your Crew – Conduct regular emergency drills, including fire, man-overboard, and security breaches.
• Mock Interviews – Test crew knowledge on topics like emergency response, security levels, and proper reporting procedures.
• Clear Communication – Encourage the crew to confidently respond to auditors’ questions rather than appearing hesitant or uninformed.

3. Bridge and Navigation Compliance

The bridge is a primary focus area for ISM and ISPS audits, so ensure that:

• ECDIS and Paper Charts (if used) are properly corrected and up to date.
• Passage Plans are complete and signed off by watchkeeping officers.
• Watchkeeping Officers can explain COLREG compliance, radar usage, and procedures for emergency situations.
• VDR Data is available and accessible for review if required.

4. Safety Equipment and Maintenance

Auditors often check firefighting, life-saving, and security equipment.

• Ensure Safety Equipment Readiness – Lifeboats, fire extinguishers, alarms, and personal protective equipment (PPE) must be operational and regularly tested.
• Test Critical Systems – Steering gear, emergency generators, and bilge pumps must be functional and tested periodically.
• Security Measures in Place – Access controls, security rounds, and restricted area signage should be as per ISPS requirements.

5. Common Red Flags That Lead to Observations

• Inconsistent Record-Keeping – Logs with missing or falsified entries raise immediate concerns.
• Crew Unfamiliar with Procedures – If crew members are unaware of emergency response actions, security measures, or basic ISM/ISPS policies, it can trigger major findings.
• Poorly Maintained Equipment – Non-functional fire pumps, blocked emergency exits, or expired safety certificates are unacceptable.
• Lack of Security Awareness – Crew should be aware of security levels, the importance of restricted areas, and how to report suspicious activity.

6. The Audit Day: Dos and Don’ts

Dos: ✔️ Have all required documents and certificates ready in an organized manner. ✔️ Assign key personnel to assist the auditor during the walkthrough. ✔️ Encourage clear and honest communication—if unsure, refer to manuals instead of guessing. ✔️ Demonstrate the actual working condition of safety and security measures.

Don’ts: ❌ Avoid last-minute scrambling to “fix” issues—it only highlights lapses in routine compliance. ❌ Don’t leave safety drills and checks to the last day before an audit. ❌ Don’t coach the crew to memorize answers—understanding is key.

Conclusion: A Culture of Continuous Compliance

Passing an ISM/ISPS audit isn’t about ticking boxes; it’s about building a culture of safety and security onboard. If procedures are followed daily, an audit will simply reflect the ship’s well-maintained state.

By fostering a proactive approach, ensuring crew competence, and keeping all documentation and equipment in order, your vessel will not only pass the audit but also set a standard for excellence in maritime safety and security.

Sail prepared, sail safe!