Use the IMO scope as a starting list
Identify certificates and documents required on board under IMO instruments; record that the circular excludes other authorities’ requirements and is not a PSC checklist.
Separate expiry monitoring from applicability decisions.
An accurate certificate register depends on more than expiry. Vessel type, tonnage, persons aboard, flag, construction date, trading area, cargo, exemptions and survey/endorsement cycles may change applicability. Faromo uses the available vessel type, gross tonnage and maximum-persons data for a catalog-based pre-check; the result is not a final statutory compliance decision.
IMO FAL.2/Circ.133 is a useful starting point for certificates and documents required by IMO instruments, but excludes requirements from other organizations or national authorities and expressly should not be used as a PSC inspection checklist. MLC, flag, class and insurance records must be verified separately.
Do not confuse the official obligation with the internal tracking record.
Issuance, endorsement, extension and official electronic-certificate verification remain processes of the authorized Administration or an organization acting on its behalf. Faromo provides an internal register, expiry visibility and evidence access for readiness. The model below clearly separates implemented product logic from current official sources and out-of-product steps.[1][2][3][4][5][6]
Connect survey cycles to certificates
Under HSSC 2025, verify renewal, annual, intermediate and periodical survey/endorsement expectations for the relevant instrument and certificate with the authoritative source.
Verify the source of an electronic certificate
Check protection against unauthorized editing, unique tracking number, issuing source, verification instructions and endorsement verification in the official electronic-certificate channel.
Base PSC readiness on current instruments
Use the 2025 Procedures for Port State Control and applicable convention provisions; do not infer an inspection outcome from an internal register or generic certificate list alone.
Add requirements beyond IMO instruments
Manage ILO/MLC records such as the Maritime Labour Certificate and DMLC in a separate applicability layer alongside flag, class, insurance and local requirements.
Where does each certificate control happen?
Each row compares the official control with Faromo’s current record logic and data boundary. Showing “complete” internally is not the same as being valid with the competent authority.
| Control | Official basis | Current Faromo logic | Data used | Current boundary |
|---|---|---|---|---|
APPLICABILITY | Current instruments, flag/Administration, recognized organization, class and other competent sources | A 31-type catalog; likely-missing-record pre-check against vessel conditions and custom certificate types | Vessel type, gross tonnage, maximum persons and registered certificate codes | Flag, trading area, keel/construction date, special cargo, exemptions and equivalencies are not modeled; this is not a final applicability decision. |
EXPIRY | Certificate validity and rules in the applicable instrument | Valid, approaching within 90 days, critical within 30 days and expired states | Expiry date | The 90/30 thresholds are Faromo planning defaults, not universal periods mandated by IMO or class. A blank date does not prove indefinite validity. |
SURVEY / ENDORSEMENT | HSSC 2025, the applicable instrument and the authorized organization’s record | A single survey due date with approaching/overdue status | Survey due date | There is no multi-window history, endorsement history, survey booking or authorized-organization verification. |
E-CERTIFICATE | Issuer’s official electronic-certificate and verification channel | Attach a PDF or other file to the certificate record and open it through authorized access | Storage key and attachment list | An attached scan is not an official electronic certificate; tracking number, authenticity and issuer verification are not performed. |
ALERT / ESCALATION | Company SMS and risk-based internal follow-up decision | Rule-based threshold, severity, vessel scope, email recipient and escalation level | Certificate expiry date and configured alert rule | Alert delivery does not prove renewal, survey, endorsement or issuance of a new certificate. |
REGISTER / EXPORT | Original onboard document or verifiable e-certificate and official records | Fleet/vessel register, search and filters, timeline, file access and Excel export | Certificate identity, issuer, dates, notes and attachments | The internal register and Excel export do not replace a statutory certificate, endorsement record or PSC outcome. |
A catalog result is a “may be missing” signal. Each vessel’s current certificate matrix must be verified against authorized Administration/RO/class sources and the company SMS.
What should be verified before a survey or inspection?
This operational checklist does not replace an official survey, flag/RO instruction or PSC procedure. It systematically exposes data and evidence gaps in the certificate file.[1][2][3][4][5][6]
- Scope Applicability source and version: Which IMO, ILO, flag, RO/class, insurance and local source was checked, and when.
- Vessel Vessel particulars affecting the decision: Currency of type, GT, persons, flag, construction/keel date, trading area, cargo and special conditions.
- Identity Certificate identity and issuer: Correct vessel, certificate type, number, issuing Administration/RO and issue date.
- Validity Expiry, extension and exemption: Match between validity date and any extension, exemption or equivalency basis in the official record.
- Survey Survey window and endorsement: Joint check of annual, intermediate, periodical or renewal survey window, completion and endorsement record.
- E-certificate Authenticity and verification instructions: Unique tracking number, issuing source, verification method and instructions accessible onboard.
- Evidence Readable and accessible evidence: Attachment is current, complete and readable, and can be opened onboard when needed.
- Ownership Alert owner and escalation: Who owns the approaching expiry, when it escalates and who reconciles the official renewal outcome.
- Reconciliation Update the register from the official result: When a new certificate or endorsement is received, match number, dates, issuer and attachment to the authoritative outcome.
Faromo organizes record ownership and visibility; it does not issue certificates, grant endorsements or certify a document’s official validity.
Scope and core capabilities
Fleet certificate register
Search, filter and compare certificates across the fleet or within a selected vessel.
Expiry status
Separate valid, approaching, critical and expired records in an internal 90/30/0-day planning view.
Rule-based alerts
Configure threshold, severity, vessel scope, recipient and escalation level around the company’s follow-up process.
Survey due date
Track one survey due date on each record and see approaching or overdue status.
Document attachment
Link PDFs and other evidence to the certificate record and open them through authorized access.
Catalog pre-check
See potentially missing certificate types from vessel type, GT and persons data, and extend coverage with custom types.
Workflow
- Verify the applicability matrix: Determine vessel-specific requirements from current authoritative sources.
- Reconcile the register: Record identity, issuer, dates, survey due date and attachment.
- Monitor expiry and ownership: Route action to the right owner and escalation layer using internal thresholds.
- Reconcile the official outcome: Compare renewal or endorsement outcome with the authoritative document and update the register.
Operational outcomes
- See approaching expiries earlier at vessel and fleet level.
- Separate missing or stale internal records before a survey.
- Manage the certificate file together with attachments, ownership and alerts.
- Keep clear what the internal register does and does not prove.
Product evidence
Fleet certificate register and expiry control
The implemented certificate workflow combines vessel and fleet registers, internal 90/30/0-day planning states, a single survey due date, attachments, Excel export and rule-based alerts.
Frequently asked questions
Does Faromo issue or validate certificates?
No. Faromo provides an internal register, expiry alerts and document access. Issuance, endorsement, extension and official verification remain with the authorized Administration, RO/class or relevant authority.
Are the 90-day and 30-day thresholds legally required?
No. The 90/30-day bands are Faromo planning defaults, not universal thresholds mandated by IMO or class. A company can configure rule-based alert thresholds for its risk and SMS.
Is the missing-certificate list a final compliance check?
No. This catalog-based pre-check uses only the available vessel type, GT and maximum-persons data. Flag, trading area, construction date, cargo, exemptions and other special conditions must be verified separately with authoritative sources.
Does an attached PDF count as an official electronic certificate?
No. An attachment is internal evidence. The issuing source, unique tracking number, protection against editing and verification instructions for an official electronic certificate must be checked through the authorized channel.
Does Faromo manage the full survey and endorsement history?
The current version tracks one survey due date per certificate. It does not provide a complete authorized-organization workflow for multiple survey windows, endorsement history, booking or RO/class verification.
Primary sources
- Declarations and certificates required on board ships — International Maritime Organization
- List of certificates and documents required to be carried on board ships (FAL.2/Circ.133) — International Maritime Organization
- Harmonized System of Survey and Certification (HSSC 2025) — International Maritime Organization
- Guidelines for the use of electronic certificates (FAL.5/Circ.39/Rev.2) — International Maritime Organization
- Port State Control — International Maritime Organization
- Maritime Labour Convention, 2006 — International Labour Organization