Linking ship to shore: Enabling direct communication between onboard crew with Port State Control

Port State Control has long been a critical way for countries to ensure maritime safety and environmental protection. Established through regional agreements such as the Paris MoU (Memorandum of Understanding) and Tokyo MoU, PSC is the process by which authorities inspect foreign-flagged vessels visiting their ports to ensure compliance with international conventions such as SOLAS (Safety of Life at Sea), MARPOL Prevention of Pollution from Ships), and STCW (Standards of Training, Certification and Watchkeeping for Seafarers).

Any vessels which fall foul of PSC can face deficiencies, detentions, or even bans from certain regions. The effectiveness of PSC in reducing substandard shipping has led to continuous refinements in its implementation, requiring more efficient tools for vessel operators to ensure compliance.

Traditionally, PSC inspections have involved standardised checklists and manual processes, which, while effective, often lead to inefficiencies and reactive measures which can only be implemented once the PSC has been completed. The introduction of more dynamic frameworks, such as SIRE 2.0, has marked a significant shift towards real-time assessments and continuous improvement in vessel operations.

The Ship Inspection Report Programme (SIRE) was originally developed by OCIMF (Oil Companies International Marine Forum) to assess the quality and safety of tankers and the introduction of SIRE 2.0 in 2024 then modernised the process by incorporating digital checklists, risk-based assessments, and more comprehensive vessel performance monitoring, leading to a demand for increased transparency and accountability in the industry.

However, these advancements also highlighted challenges, including the need for more preparation, co-ordination, and the integration of technology to manage the increased complexity of inspections. The maritime industry has recognised the necessity for innovative solutions that can streamline processes, enhance accuracy, and promote proactive compliance strategies, however, this has increased the proof and responsibility on front-line crew, adding an extra burden to their daily duties.

Seafarers are often on the front line, dealing with compliance issues and regulatory form-filling, and this can take an inordinate amount of time and energy, when they can be overworked and don’t have the right tools to help them do their job.

This is where mistakes can happen and rules and procedures are not followed, which can have a disastrous effect on business. Sometimes as a result, a blame culture can emerge where faults due to human error are exacerbated by tiredness and a lack of support for crew tasked with a multitude of jobs on a daily basis.

In response to this and following a series of visits to ships and discussions with ship owners, seafarers, onshore teams and PSCs, in February this year Kaiko Systems and RISK4SEA announced a groundbreaking collaboration to enhance Port State Control (PSC) preparations through a dynamic, mobile-first digital solution. This partnership combines Kaiko Systems’ advanced data collection and analysis platform with RISK4SEA’s extensive database of prioritised PSC risks, offering a tailored approach to maritime compliance and safety.

This mobile-first solution provides customised checklists tailored to each vessel’s port risk profile, considering factors such as Memorandum of Understanding (MoU) history, detention records, vessel type, and the company’s compliance track record to ensure no generic, one-size-fits-all questions appear.

These checklists achieve more than 90% accuracy in predicting potential reasons for detention, enabling proactive measures before the vessel arrives at the port. This high level of precision allows crews to focus on critical inspection areas, reducing the likelihood of unexpected findings and associated delays.

Crew members can open the mobile app to complete the checklist and submit their findings. Finally, the shore-based team reviews the incoming results on a centralised dashboard, proactively addressing any issues well before the vessel reaches port.

The checklist presents high-risk items first, ensuring crew focus on the most critical inspection areas upfront, and are fully integrated into Kaiko’s software platform. They are offered as simplified, user-friendly forms in a mobile app, with the results summarised in the online dashboard with advanced business logic to efficiently manage findings and make it easier for shore teams to collect feedback and streamline PSC preparation.

The mobile app also offers simplified, user-friendly forms that can be completed offline, accommodating areas without network coverage. This feature eliminates the need for printed materials or handwritten notes, streamlining the reporting process and reducing administrative burdens.

Shore-based teams can view the preparation status of the entire fleet using a centralised dashboard and this transparency enhances time efficiency by facilitating direct communication between onboard crews and shore teams, ensuring that any findings are promptly addressed.

For the first time, crew and shore teams are able to easily pre-plan in a collaborative fashion before the ship enters the port to ensure the correct checks are made and avoid lengthy inspections by PSCOs.

”This is revolutionary for the shipping industry and a testament to how digitalisation works for both onshore teams and at sea crew, by cutting out lengthy back and forth sending of excel spreadsheets via email and reducing surprises”, explains Fabian Fussek, Co-Founder & CEO of Kaiko Systems.

What are the implications for the maritime industry?

The introduction of this digital solution signifies a transformative step in maritime operations, with several notable implications. Enhanced safety and compliance are achieved by providing tailored checklists and facilitating proactive measures. Crews are better prepared for inspections, reducing the risk of detentions and associated penalties.

Operational efficiency is improved through streamlined communication and reporting processes, reducing administrative workloads and allowing crews and shore teams to focus on core operational tasks. Data-driven decision-making is enabled by the platform’s ability to collect and analyse data, helping operators identify trends, anticipate potential issues, and implement continuous improvement strategies.

Adaptation to regulatory changes is also supported, as the digital solution’s dynamic nature allows for updates in response to new regulations or inspection criteria, maintaining alignment with industry standards.

Apo Belokas, Founder & CEO of RISK4SEA, adds: “This partnership makes it easier than ever for crews and shore teams to complete, track, and follow up on critical PSC readiness tasks. By matching RISK4SEA’s deep analytics and prioritisation with Kaiko Systems’ mobile-first capabilities, we’re empowering the industry to proactively address potential issues, ultimately enhancing safety, compliance, and efficiency across the board.”