NRS-20597 | Initial survey files [vessels] [Roads and Maritime Services]

Full description

The series consists of initial survey files created after the inspection undertaken on all new domestic commercial vessels or vessels that required a survey for the first time. 'Initial surveys' are required for fishing fleet, charter hire vessels and cargo passenger vessels.

Survey documentation changed along with vessel safety requirements, and by 2013 vessels were surveyed to ensure compliance with National Safety Standards.(1)

The series began with the submission for approval of shipwright/engineer survey booklets for vessels. Initial surveys may contain: general arrangement of the vessel, stability report, design and construction plan, scale drawings, scantling (the collective dimensions of the various parts particularly the framing and structural supports), correspondence from surveyors to the vessel builder and/or owner. Files may include current Certificates of Survey from other jurisdictions. Periodic survey (annual routine assessment of vessels for safety compliance) documentation may be included on some files. Some files contain vessels plans and photographs.

Initial vessel surveys were first undertaken under the Maritime Services Act,1935, (Act No. 47, 1935), s.38 Regulations, which gave the agency powers with regard to the regulation of vessels. By July 2013, initial surveys had to ensure that vessels complied with the National Standard for Commercial Vessels (NSCV) under the Commonwealth Marine Safety (Domestic Commercial Vessel) National Law Act, 2012 (Act No. 121, 2012). This introduced a single law for the safety of all commercial vessels, setting a national standard for construction.(2)

The files are arranged in sequential Folio Number order with the vessel name written on the file cover. Some file titles include an additional Vessel ID (identification) number which came into force under the Commercial Vessels Act 1979 (Act No. 41, 1979).(3)

This file series has been controlled by a number of different systems:

*1936- 1960s - the initial survey was arranged by running number for the plan of the vessel being surveyed.
*1960s - 1982 - an alphanumerical system was introduced with suffixes: W - wooden vessel, S- steel vessel, F-fibreglass vessel, A-aluminium structure, 3FC - 'third filing cabinet' - unusual vessels.
*1982-1999 - initial surveys were allocated a folio number using a 'decade sequential' running number system, where number blocks were allocated for a year, then picked up again a decade later from the last number used (e.g. Initial Survey Folio 3156 was the last folio created in 1983, and Initial Survey Folio 3157 was the first folio created in 1993). Folio number blocks were allocated:
Folios 2000-1982, 1992
Folios 3000-1983, 1993
Folios 4000-1984, 1994
Folios 5000-1985. 1995
Folios 6000-1986, 1996
Folios 7000-1987, 1997
Folios 8000-1988, 1998
Folios 9000-1989
Folios 0000-1990
Folios 1000-1991.

*1999-2010 - the initial surveys were controlled by an annual single number system.
*From 2010 - an annual single number system was used to top-number the records into the agency records management system. Folio numbers were retained as part of the record title. The Vessel Identification Number with an F suffix, was used for initial survey files without a folio number.

Names of vessels change over time whereas vessels retain their Vessel ID number. Files without vessels names or Vessel ID numbers in the titles may be for surveys that did not proceed. A cancellation sheet on top of the file usually indicates the agency decision to cancel the survey.

The file format is usually loose papers, booklets and folded plans held in foolscap wallets. In some cases several files relating to the one vessel (with different record numbers) have been placed together in a wallet. The folio number is usually handwritten on the wallet.  Some folders also have file numbers/labels from the agency records management system.

In 1995/1996 the agency introduced a WALROS system as its major operational licensing, registration and mooring database. (4) In July 2010, this was replaced by the Government Licensing Service (GLS), New South Wales OneGov portal. The agency holds a card index for the 1960s - 1982 alphanumeric system. The agency records management system and the Government Licensing Service system are the most current control records for the initial vessel surveys.

Endnotes
1. Roads and Maritime Services website, Vessel survey http://www.rms.nsw.gov.au/business-industry/commercial-vessels/vessel-licence/vessel-survey.html (accessed 31 March, 2015).
2. Australian Maritime Safety Authority website, https://www.amsa.gov.au/domestic/national-law/ (accessed 5 June 2015).
3. NSW Legislation, Commercial Vessels Act 1979 (Act No. 41, 1979), http://www.legislation.nsw.gov.au/xref/inforce/?xref=Type%3Dact%20AND%20Year%3D1979%20AND%20no%3D41&nohits=y (accessed 31 March, 2015).
4. NSW Treasury, p.4-154, http://www.treasury.nsw.gov.au/__data/assets/pdf_file/0015/4902/4-3-17.pdf (accessed 5 June 2015).