Boat information folder for cruising - what to include?

[Tracyandkimo]

Hello,
Newby to cruising. Putting together our folder of documents and forms. What should we include in the folder?
So far:
USCG documentation
Dinghy registration
MMSI cert
Pets (what do I need that is not specific to any particular destination?)
List of crew w/Name, pass port number, DOB (what else?)
.......
......

Thanks,
Tracy and Kim

[CassidyNZ]

Operating manuals for every piece of gear on the boat.

A pictorial schematic detailing all functional elements of the vessel like location of safety gear, fire extinguishers, water tanks, fuel tanks, etc.

Radio frequencies for the areas you’ll be sailing in

Much of this stuff can be kept electronically and read on-screen. Forms saved can be filled in electronically and then printed on board. I use apps on my tablet like Camscanner and Adobe fill’n’sign for things like crew lists and customs documentation. Most of the required forms, certainly where I sail, are available to download. Most equipment manuals are also available electronically and can be downloaded and saved on a tablet.

[Gudgeon]

I keep one folder with all of the official paper work,
USCG Documentation Dinghy Registration
Insurance policy Radio station license
Radio operator permit List of Credit cards and contact umbers for them
I would keep crew list, passports copy of Documentation in a water proof container as a grab and go kit with my abandon ship bag.
I assume you have all equipment manuals already on board. A lot of what you need is dependent on your cruising area for entry/exit procedures so I might have forms for the various countries I an planning on entering.

[CassidyNZ]

In New Zealand we have to pass a Cat1 inspection and amongst the myriad of rules is a “new” one that requires us to have an operational manual for the boat that is available for all crew and guests to read.

I have attached my manual as an example. I am not available to answer critics on the contents or philosophies expressed in the manual. Discuss them if you wish but don’t expect any reaction from me.

This is a living document that changes as and when required. I don’t care whether others share my views, values or requirements, you have yours, I have mine. I simply postulate my manual as an example for others to get an idea of what is required.

Hope this is of value to some.

[jpstevens]

Very nice job, Cassidy

[stormalong]

In addition to vessel documentation I have three 3 ring binders. One for engine manuals and notes (compatible spares, part numbers, etc), One for manuals for anything electronic, and one for every other manual/document pertaining to equipment on the boat. Larger manuals are on the bookshelf.

[svfinlandia]

Originally Posted by CassidyNZ

In New Zealand we have to pass a Cat1 inspection and amongst the myriad of rules is a “new” one that requires us to have an operational manual for the boat that is available for all crew and guests to read.

I have attached my manual as an example. I am not available to answer critics on the contents or philosophies expressed in the manual. Discuss them if you wish but don’t expect any reaction from me.

This is a living document that changes as and when required. I don’t care whether others share my views, values or requirements, you have yours, I have mine. I simply postulate my manual as an example for others to get an idea of what is required.

Hope this is of value to some.

Extremely complete and comprehensive manual. Thank you for sharing!

Al, S/V Finlandia

[Gudgeon]

CassidyNZ very well set up you obviously put a lot of time and thought in to it. Thanks for sharing. One quest ion is this a requirement for foreign flagged vessels

[CassidyNZ]

Originally Posted by Gudgeon

CassidyNZ very well set up you obviously put a lot of time and thought in to it. Thanks for sharing. One quest ion is this a requirement for foreign flagged vessels

No, foreign flagged vessels are not required to comply with any part of NZ Cat1.

Having said that, much of Cat1 is sensible safety stuff that many (most?) voyagers would apply in one form or another anyway and foreign vessels should at least have a look at the rules as a guide to a comprehensive safety regime.

[Kd9truck]

Well done thank you for sharing to the community

[toddster8]

Argh! Having ISO 17025 / 9001 compliance flashbacks. You may be responsible for my nightmares tonight!

[Shrew]

Originally Posted by Tracyandkimo

Hello,
Newby to cruising. Putting together our folder of documents and forms. What should we include in the folder?
So far:
USCG documentation
Dinghy registration
MMSI cert
Pets (what do I need that is not specific to any particular destination?)
List of crew w/Name, pass port number, DOB (what else?)

Answers seem to be all over the place. Just to clarify. Are you asking about a folder with the information needed by various authorities, such as checking into and out of countries? Or if stopped for USCG inspection?

Because engine manuals would not be needed for that, nor would I want to be flipping through my MFG display manual when they are asking for my vessel documentation.

[wholybee]

For me, manuals are kept in (several) separate binders from that which is my boat document binder.

My boat document binder has:
Section 1
The original boat registration document, and several copies.
FCC Licenses(which also documents MMSI), Ship Station, my operator permit, and HAM.
EPIRB registrations.
Liferaft inspection/certification.
Current crew list, with emergency contact information, and several copies.
List of previous ports, and several copies.
List of significant equipment, and several copies.
Section 2
Any relevant medical information, Vaccine records, prescriptions etc, of the crew.
Section 3
All paperwork provided to me from my last port of call (under passage)
or my current port (while in port)
Section 4
All paperwork from previous ports of call.

I have copies of many of the documents in the binder for convenience. It is appreciated when asked to see my documentation for example, if I give them a copy and tell them they can keep it. Some officials will sign and stamp my crew list instead of filling out another couple pages of forms. Else, it makes it much easier to fill out the forms with the information all in front of you. And customs in many countries wants a list of equipment on the boat, etc. It makes the process much faster, and reduces the number of questions, which always seems a good thing.

Especially when there is a language barrier. Checking into Indonesia, without an agent, I simply gave the officials all the papers I knew they would need(and some they didn't) They had no questions for me, they just filled out a bunch of forms, typed on the computer, and then we each stamped everything.

[jhulmer]

Originally Posted by CassidyNZ

In New Zealand we have to pass a Cat1 inspection and amongst the myriad of rules is a “new” one that requires us to have an operational manual for the boat that is available for all crew and guests to read.

I have attached my manual as an example. I am not available to answer critics on the contents or philosophies expressed in the manual. Discuss them if you wish but don’t expect any reaction from me.

This is a living document that changes as and when required. I don’t care whether others share my views, values or requirements, you have yours, I have mine. I simply postulate my manual as an example for others to get an idea of what is required.

Hope this is of value to some.

Thanks for this Cassidy! Nice work!

[maine50]

Might need copies of proof of insurance for boat (liability) and depending on where you're going proof of medical insurance. ( need to get Portugal 90 day visa extension)