18 Effective and continuing dialogue between Company
and Ship Security Officers and PFSOs, duly authorized officers and
control authorities is central to the efficient implementation of
the security regime established under SOLAS chapter
XI-2 and the ISPS Code. Without such
dialogue issues can arise which could lead to possible misunderstandings
and the risk of delay or disruption to ship/port interfaces, the ability
of shipboard personnel to exercise effective access controls to their
ship or undertake essential safety-related inspections or safety exercises.
19 In most cases dialogue on security-related
matters will be between the ship and the PFSO. If issues arise which
are the responsibility of Government control authorities operating
at the port facility, the PFSO should seek to facilitate dialogue
between the ship and such authorities, for example by providing the
contact details of the relevant authority.
20 To the extent that such dialogue involves the
exchange of security-related information including, for example, information
on the security level the ship is operating, details of the ship's
access controls or the timing of ship related exercises they should
be conducted by secure means and, if possible, the transmission of
such information using VHF radio communications should be avoided.
21 All ships to which SOLAS chapter XI-2 and the ISPS Code apply
are required to exercise appropriate access controls in accordance
with their SSPs. The purpose of such dialogue is to secure agreement
on the procedures to be followed when the ship is in port. Examples
of situations where such dialogue and agreement would be beneficial
include, but are not limited to:
- pilots;
- stevedore identification;
- safety-related inspections undertaken by the shipboard personnel
requiring access to the immediate vicinity of the ship;
- undertaking lifeboat and evacuation drills and exercises; and
- access to the ship by shore based personnel, by owner's representatives,
safety inspectors or auditors, maintenance and repair personnel and
representatives of seafarers' welfare and labour organizations.