GUIDANCE NOTES FOR UPKEEP OF PUBLICATIONS.doc

7/27/2019 GUIDANCE NOTES FOR UPKEEP OF PUBLICATIONS.doc

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GUIDANCE NOTES FOR UPKEEP OF PUBLICATIONS

The following written notes give guidance for the upkeep of the various

publication files. Similar notes were left on board, for attachment inside the

front of each file.

ADMIRALTY SAILING DIRECTIONS

INSTRUCTIONS FOR USE

This file is divided into sections for each of the volumes carried onboard.

Every weekly ANM contains Amendments to Admiralty Sailing directions

(AASD); these should be cut out and individually pasted onto A4 paper in the

correct section of the file.

Every 3 months a list of AASDs in force is published in the weekly ANM, this

should be cut out and placed in the front section of the file. It should NOT

be used to correct the file by removing individual amendments not listed as

omissions are often made in the list of in force amendments.

AASDs still in force from previous years are contained in the Annual

Summary of Notices to Mariners (ASNM). As with the file, the 3-monthly list

should NOT be used to delete amendments printed in the ASNM as

omissions are often made in the list of in force amendments.

When new editions of a volume of Sailing Directions are received onboard,

amendments for the old editions should be removed from this file and

deleted from the ASNM.

Each year, WHEN THE NEW ASNM HAS BEEN RECEIVED the file should be

updated and all the previous years AASDs taken out, as these are

rationalised and consolidated in the new ASNM (and therefore should not be

duplicated in the file).

AMENDMENTS SHOULD BE KEPT UPDATED FOR ALL VOLUMESCARRIED ONBOARD

TEMPORARY AND PRELIMINARY NOTICES


This file is divided into the 26 Areas in use for Temporary and Preliminary

Notices.

Every weekly ANM contains T&P Notices; these should be cut out and

individually pasted onto A4 paper in the correct section of the file. Take care


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with Notices for Denmark, which are filed in either area 4 or 5 depending on

their location.

Every 4thweek, a list of T&P Notices in force is published in the weekly ANM;

this should be cut out and placed in the front section of the file. It should be

used to correct the file by removing, and disposing of, any Notices, which are

not listed, as these are cancelled. It is better to check the Notices in force

than to simply remove those listed as cancelled as mistakes sometimes occur

in that list.

T&P Notices still in force from previous years are rationalised and

consolidated in the Annual Summary of Notices to Mariners (ASNM) for the

current year. The index of T&P Notices in the ASNM should also have any

T&P Notices not listed in the 4-weekly list as being in force crossed out

together with the actual Notices in the ASNM.

Each year WHEN THE NEW ASNM HAS BEEN RECEIVED this file should be

updated and all the previous years T&P Notices taken out, these are once

again rationalised and consolidated in the new years ASNM, and therefore

should not be duplicated in this file.

ALL AREAS SHOULD BE KEPT UPDATED

NAVAREA WARNINGS


This File is divided into the 16 Navareas, plus Hydropacs and Hydrolants

and should be kept as up to date as possible by filing Navarea Warnings

received by weekly ANM (all areas) and additionally EGC messages and

Navtex for the current trading areas

Use those received in the weekly ANMs to keep those areas for which you are

not receiving EGC and Navtex updated and EGC messages and Navtex to

keep updated those areas for which you are receiving these messages.

Warnings should be cut out and pasted individually onto A4 paper, in the

correct Navarea section, to facilitate their removal once cancelled. Always

have the latest received list of warnings in force at the front of each section.

When a new list of warnings in force is received, tear out and dispose of any

warnings that are not listed as they are no longer in force. This keeps the file

size to a minimum and makes the task of applying these warnings to voyage

charts less prone to error (and much simpler).

ALL areas should be kept corrected.


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NAVTEX

On receipt of a Navtex message, the OOW should check the content and, if it

contains Navigation Warnings which are of relevance to the present voyage,

these should be marked on the relevant charts. The Navtex message should

then be initialled by him, and the numbers of the charts it was marked onwritten on the message. The message should then be left on the chart table

to be sighted by other watchkeepers and filed by the 2ndOfficer.

There are two alternative methods for filing Naxtex messages:

METHOD 1

THE FILE SHOULD BE DIVIDED INTO STATIONS THAT THE NAVTEX

MESSAGES ARE RECEIVED FROM. This is most important as it makes it

easy to keep the file up to date, and less liable to error.

Local warnings are filed firstly under the appropriate station received from,

and then - within that section - in the message sequential number order.

They should be removed once their valid until date has expired, the date of

the event has passed or they are cancelled by further messages or lists of in-

force warnings.

Messages giving Navarea Warnings should be filed in theNavareaWarning

file,NOT IN THIS FILE.

Messages giving weather forecasts or gale warnings should be filed on a clipbehind the chart table until they are no longer relevant, they can then be

disposed of.DO NOT FILE WEATHER MESSAGES IN THIS FILE.

METHOD 2

An alternative method to maintain a Naxtex file is as follows:

The receiver memory must be positively cleared. On some equipment, this is

done by turning the receiver off for several minutes but check that it has

no back-up battery for the memory. Check the manual!

The receiver should then be switched on and set up for the appropriate

message types and stations at least 4 hours prior to sailing. As the memory

has been cleared, the unit will then reprint all messages currently in force

for the area, for all those stations it is set up to receive from.

The information received is reviewed and plotted by the OOW as above.

On completion of the voyage, the entire printout can be filed intact, the

memory cleared and the process restarted. When using this method, it is


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useful to cross check any Navareas received with the Navarea file (these

should also be received via EGC).

Documents

GUIDANCE NOTES FOR UPKEEP OF PUBLICATIONS.doc