The Importance of Vessel Documentation
The Merchant Marine Code of Georgia regulates vessel documentation as a mandatory matter: a ship registered in Georgia must carry the core documents defined by law, which serve both as evidence of the ship's safety and of the lawfulness of its navigation. A gap in documentation disables the operation of the vessel: control authorities at port check the papers first, and only then is the ship cleared for navigation. For a shipowner, maintaining complete documentation is therefore one of the most important administrative tasks of modern seamanship. In modern practice documentation plays a dual role: it underpins both state control and commercial relations — insurance, chartering and dealings with ports. The statutory list of papers is closed and is supplemented only by international treaties.
Core Documents a Ship Must Carry
Under Article 39 of the Merchant Marine Code, a ship registered in Georgia must have the following core documents:
- the certificate of registration;
- the document on manning the crew with the safe number of members;
- the ship's log;
- the engine log — for a ship with a mechanical engine;
- the log of the ship's radio station — where necessary;
- the ship's sanitary certificate;
- the certificate of the ship's radio station and other documents under the radio regulations;
- the list of crew members;
- other documents provided for by Georgia's international treaties.
This list forms a single legal framework: each document performs a defined function — the certificate of registration confirms the ship's identity and its owner, the manning document records the minimum composition necessary for safe operation, and the logs provide a continuous record of the voyage. Completeness of the papers shows the control authorities that the ship conforms to the requirements and is operated lawfully.
The logs are produced under the procedure established by the Agency, and completed logs are kept on board for 3 years. Material or electronic versions of the core documents must be kept on board, and for an electronic certificate a clear and simple instruction must be available confirming its periodic verification, provenance, validity and authenticity.