How OceanDocs Uses AI to Help You Find Safety Procedures Faster

September 5, 2025 By Yodaplus

In the maritime industry, safety is at the core of every operation. From routine drills to emergencies, vessels depend on well-documented safety procedures to protect crew, cargo, and the environment. But even though these procedures exist, finding the right one at the right moment is not always simple.

Ship documents are often spread across manuals, SOPs, circulars, or scattered PDF files. They are long, regularly updated, and filled with detailed regulations. A single vessel may hold hundreds of documents linked to SOLAS, ISPS Code, STCW, and more. Searching through all of this during a drill or inspection wastes time and increases risk.

This is where OceanDocs comes in. OceanDocs uses AI-powered document intelligence to make safety procedures searchable, accessible, and easy to follow when needed most.

The Challenge: Finding the Right Safety Document

Imagine your vessel needs to perform an enclosed space entry. The procedure is written somewhere, but where exactly? In the safety manual, the STCW training guide, or ISM Code circulars?

Now think of this scenario happening during an inspection or an emergency. You cannot spend ten minutes checking folders or scrolling through a 200-page manual. Even a short delay disrupts drills and makes the vessel look unprepared.

Maritime safety documents usually include:

• Fire Control Plans

• Muster lists

• Safety Management System (SMS) documents

• Checklists under ISPS Code

• Evacuation procedures

• SOLAS-related records

• HSEQ protocols

All of these fall under shipping compliance requirements, and most are mandatory for inspections.

How OceanDocs Helps

OceanDocs is designed to understand and organize large volumes of maritime documentation. It does more than store files; it reads, classifies, and makes them easy to retrieve. Here’s how it helps crews find safety procedures faster:

1. Smart Search
   Instead of remembering file names, crews can type or speak a simple request. For example:
   “Show procedure for oil spill cleanup” or “Fire alarm response checklist.”
   OceanDocs delivers the correct section instantly, saving time and avoiding stress.

2. Tagging and Classification
   OceanDocs automatically tags ship documents by content. If a document mentions SOLAS, STCW, or MARPOL, it is sorted accordingly. Crews can filter by type (emergency vs maintenance), by regulation (e.g., ISM Code, ISPS Code), or by vessel safety category.

3. Version Tracking
   OceanDocs ensures that only the latest version of a checklist or safety plan is shown. Crews get alerts if a newer version exists, which means they always follow the correct procedure.

4. Multilingual Support
   With international crews onboard, language can be a challenge. OceanDocs can present procedures in simplified or translated formats, so every crew member understands what to do without confusion.

Real-Life Use Cases

• During a Drill
  When performing a fire drill, crew members can type “fire drill steps.” OceanDocs highlights the Fire Control Plan and shows the checklist right on screen.

• Before a Port Inspection
  If inspectors ask for ISPS Code procedures, the compliance officer searches “security threat procedure.” OceanDocs brings up the document with the relevant section highlighted.

• In Case of Emergency
  During a gas leak, the officer can type “ventilation protocol before entry.” OceanDocs shows the enclosed space entry procedure immediately, giving crews the right information in seconds.

Benefits of Using OceanDocs

• Speed: Safety procedures can be retrieved in seconds.

• Accuracy: Crews always see the most recent version of a document.

• Compliance: Helps meet IMO standards like SOLAS, MARPOL, and HSEQ.

• Efficiency: Less time wasted searching through outdated files.

• Confidence: Crews respond faster and more effectively in drills, inspections, and emergencies.

Smarter, Safer Ships with OceanDocs

As vessels grow larger and documentation increases, handling safety documents manually creates risks. OceanDocs gives crews intelligent assistance instead of leaving them to rely on memory or binders.

AI in shipping is not only about navigation or fuel savings. With OceanDocs, it is also about readiness and safety. Document intelligence makes maritime compliance faster, simpler, and safer.

Final Thoughts

Safety starts with access. If crews cannot find the right procedure quickly, training and preparation lose their impact. With OceanDocs, safety procedures are always just a few clicks or commands away.

In the fast-paced world of shipping, that speed can make all the difference.