What Should an Electronic Ballast Record Book Export Preserve?
Updated
A readable export should preserve the meaning and verification history of the approved electronic record, not simply its latest visible rows. Migration or vendor changes must not destroy the evidence inspectors need.
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Key takeaways
- An export alone is not an approved system.
- Preserve signatures and verification.
- Retain original correction history.
- Test difficult records before migration.
- Protect offline inspection access.
- Maintain retention and custody.
Is a PDF export an approved electronic book?
No, not by itself. Since 1 October 2025, electronic BWM record books require Administration approval under the amended Convention.
The export is an accessible representation or archive; its legal role and accepted verification method should be confirmed with flag/company instructions.
Which entry details should remain visible?
Preserve dates, code/item numbers, operational text, officer identity/signature information and the connection to master verification of electronic entry groups.
Include tank nomenclature and relevant referenced evidence. A table that removes signatures or verification status can be readable yet incomplete.
Related guidance: BWTS Record Book Entries After an Alarm, Repair or Failed Operation
How should corrections be represented?
Keep original entries and their traceable amendment history, including who changed what, when and why under the approved system’s controls.
An export of only the final edited state may obscure late entries or substantive corrections. Check both the human-readable view and retained underlying audit evidence.
What should be tested before migration?
Export a representative period containing normal operations, a correction, a failure/restoration pair and verified entry groups.
Compare the export against the approved live system. Confirm counts, times, identifiers, attachments and access without relying on the outgoing vendor’s account remaining active.
How is inspection access protected?
Keep records readily available onboard with the ability to produce an intelligible copy and necessary master certification when required.
Plan for loss of internet, credentials or subscription access. A cloud archive is not an adequate inspection route if it cannot be opened aboard.
Related guidance: What Is a Tank’s Status After BWMS Failure During Uptake?
How long should old records be retained?
B-2 requires at least two years aboard after the last entry and at least three further years in company control.
Migration does not restart or erase those duties. Document custody, approved-format expectations and responsibility for access across the old and new systems.
Frequently asked questions
Can I delete the old account after exporting?
Only after confirming the complete accepted records, verification history and access are retained under the applicable approval and custody requirements.
Must corrections disappear in a clean PDF?
No. Their traceable history must not be obscured.
Is internet-only access sufficient?
Ensure records can actually be made readily available aboard, including realistic connectivity failures.
Does changing software remove old retention duties?
No. Required custody and retention continue across migration.
Sources
- IMO — BWM.2/Circ.80/Rev.1: record-keeping and reporting — The linked PDF is the revised circular dated 24 October 2024, despite its shorter filename.
- IMO — MEPC.369(80): revised record-book form
- IMO — BWMS Code, MEPC.300(72) — Approval framework, monitoring, system design limitations and biological performance; not a universal maker procedure.
Related articles
- What Records Are Needed When Water Quality Challenges the BWMS?
- What Is a Tank’s Status After BWMS Failure During Uptake?
- BWTS Record Book Entries After an Alarm, Repair or Failed Operation
- BWMS Logs and Record Books: Building a PSC Evidence Pack
- What Is a Ballast Water Treatment System? Explained
- How Does BWTS Installation Work? Step by Step
Request spares, calibration or ballast-water testing
Include BWMS brand/model, vessel/IMO number, port/terminal, date/ETA and scope or part numbers. These links prepare an email draft; you must send it yourself.
- Request a parts quote — Sensors, TRO reagents, calibration kits and replacement parts. Confirm compatibility, availability and delivery for your installed system.
- Request a calibration booking — Plan instrument-specific calibration and service evidence. OEM instructions, drift or applicable rules may require work sooner than annually.
- Request testing coordination — Arrange sampling and testing with an appropriately qualified party for your IMO D-2, commissioning or other stated purpose.
Authorised Headway agent. Other-brand enquiries are independently reviewed; no OEM authorisation is claimed. Sea Clean is not an accredited laboratory or approving authority. Calibration does not demonstrate biological D-2 compliance. Attendance, testing scope and parts delivery are confirmed per enquiry.