Section 1 Chapter 5
Information
Management
IRCG personnel identify & report
a need for change
Summary of Key Policy / Content:
 All personnel are requested to remain vigilant to the
need for change within IRCG Boat Operations.
 Change Management is a continuous improvement
process which can be utilised by any member of the
IRCG (either Volunteer or fulltime staff member). The
process can be used by any personnel to request
change arising from:
VS&T Branch review request
& issue a timeframe for
action
▪ An accident or near miss
▪ Equipment damage or defect
▪ An inability to respond during an incident
▪ An additional requirement for either resource or guidance
▪ A review process identifies contradictory documentation,
policy or procedure
▪ A failure in the service or supply chain
▪ Perceived increases in economy, efficiency or effectiveness
 The OIC is responsible for ensuring the CGU Master
Copy of the Boat Operations Manuals is maintained as
set out in this chapter. The CGU Master Copy must be
readily accessible to all CGU personnel.
 All IRCG personnel have a responsibility to maintain
accurate records of the CGB operations conducted within
their CGB Operations Personal Log.
VS&T Branch distribute
change information
throughout the IRCG
 Every Volunteer must ensure that they receive and
understand all organisational communication relating to
CGB operations. Reference information is held at the
CGU or on the IRCG extranet as described in this
chapter.
 Individual understanding of organisational information
relating to CGB operations is confirmed during; CGB
exercises; training & qualification; CGU inspections.
 Additional documentation requirements are described
within this chapter. CGB Operations Safety Notices are
stored at the end of this Chapter.
Section 1 - Chapter 5 – Information Management
Irish Coast Guard Boat Operations Manual: Date Issued: 19 August 13 : Revision No.: Original
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.
Table of Contents
.
Summary of Key Policy / Content: ..................................................................................... - 1 (1) 5.1 Coast Guard Boat Operations Change Management Process ............................... - 3 (1) 5.1.1 When is Change Needed? .............................................................................. - 4 (1) 5.1.2 Who Can Request Change? ........................................................................... - 4 (1) 5.1.3 How is a Change Requirement Initiated? ........................................................ - 4 (1) 5.1.4 What Happens Next? ...................................................................................... - 5 (1) 5.1.5 Priority of Change ....................................................................................... - 5 (1) 5.1.6 Organisational Review of Change Request Forms ...................................... - 5 Change Accepted ...................................................................................................... - 5 Change Rejected....................................................................................................... - 5 (1) 5.1.7 Distribution of Change Information .................................................................. - 5 (1) 5.1.8 Amendment Notice ...................................................................................... - 5 (1) 5.1.9 Coast Guard Boat Operations Safety Notice ............................................... - 5 (1) 5.1.10 Change Request Form .................................................................................. - 6 (1) 5.2 Distribution and Management of Information .......................................................... - 9 (1) 5.2.1 Organisational Communication of Information ................................................. - 9 (1) 5.2.2 Sources of CGB Operation Organisational Information ................................... - 9 (1) 5.2.3 Maintaining and Accessing Accurate Records............................................... - 10 The Controlled Copy of the IRCG Boat Operations Manual ..................................... - 10 Master Copies of the Boat Operations Manual ........................................................ - 10 Individual Responsibility to Stay in Date .................................................................. - 10 (1) 5.2.4 Confirmation of Receipt and Understanding .................................................. - 11 CGB Exercises ........................................................................................................ - 11 Training & Qualification ........................................................................................... - 11 CGU Inspections ..................................................................................................... - 11 (1) 5.3 Additional Documentation .................................................................................... - 11 -
(1) 5.4 Audit, Amendment & Review of Documentation ................................................... - 12 (1) 5.4.1 Audit ............................................................................................................. - 12 (1) 5.4.2 Amendment .................................................................................................. - 12 (1) 5.4.3 Review .......................................................................................................... - 12 5.4.4 Boat Operations Records and Documents Register........................................ - 13 (1) 5.5 CGB Operations Safety Notices ........................................................................... - 14 (1)
5.5.1 CGB Operations Safety Notice Registry ................................................... - 14 -
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Documentation ........................................................................................................ - 11 (1) 5.3.1 Documentation Categories ............................................................................ - 11 -
Section 1 - Chapter 5 – Information Management
Irish Coast Guard Boat Operations Manual: Date Issued: 19 August 13 : Revision No.: Original
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(1) 5.1 Coast Guard Boat Operations Change Management Process
IRCG personnel identify and report a
need for change
Change Management is a continuous
improvement process which is summarised
as:
A need for change is identified by
IRCG Personnel involved in CGB
operations (either Volunteer or fulltime
staff member).
Personnel complete 5.1.10 Change
Request Form:
 The OIC is responsible for implementing
systems appropriate to the CGU which
manage change request information.
Duplicated submissions should be avoided.
The originator submits 5.1.10
Change Request Form to VS&T
Branch.
VS&T Branch review request & issue
a timeframe for action
Designated VS&T staff member
makes an initial evaluation and
assigns a priority category:
 Priority 1: (Mandatory)
▪ Safety:
Up to 5 working days to action.
 Priority 2: (Mandatory)
▪ Essential to operational response
capability:
Up to 10 working days to action.
▪ Recommendations not essential to
safety or response capability:
VS&T Branch distribute change
information throughout the IRCG
Up to 20 working days to action.
Confirmation of receipt is issued to
the originator indicating the priority
and deadline for response.
VS&T Branch co-ordinate the further
consideration of the request.
As deemed appropriate; policy or
procedure is amended; equipment
obtained; information distributed
throughout the organisation.
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 Priority 3: (Non-essential)
Section 1 - Chapter 5 – Information Management
Irish Coast Guard Boat Operations Manual: Date Issued: 19 August 13 : Revision No.: Original
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(1) 5.1.1 When is Change Needed?
(1) 5.1.2 Who Can Request Change?
● Change indicators include:
▪ An accident or near miss:
e.g. Hand entrapment during rib anchoring.
Change can be requested by any member
of the IRCG (Volunteer or fulltime staff
member) who has involvement in CGB
operations. Examples include:
▪ Equipment damage or defect:
e.g. Hull damage as a result of incorrect
anchor security / stowage.
▪ An inability to respond to an incident:
▪ Any CGB Personnel or a CGB Crew
collectively.
e.g. The hi-line gloves were noted as
missing from the CGB during the last
monthly inspection. Replacement gloves
were not sourced. CGB Personnel were
unable to conduct hi-line operations during
a medical evacuation tasking.
▪ Shoreside personnel including Towing
Vehicle Drivers and OICs.
▪ Any CGU member or a CGU
collectively.
▪ An additional requirement for either
resource, equipment or guidance:
▪ RCC staff.
(1) 5.1.3 How is a Change
Requirement Initiated?
▪ A review process identifies contradictory
documentation, policy or procedure:
e.g. The quantity of pyrotechnics listed in
the Boat Operations Loose Gear Checklist
is different to that contained in VS&T 01.
All change requirements must be
submitted using the 5.1.10 Change
Request Form:
▪ Failure in the service or supply chain:
e.g. Equipment was sent away for service
and returned with the same fault.
 The OIC is responsible for
implementing systems appropriate to the
CGU which manage change request
information. Duplicated submissions
should be avoided.
▪ Perceived increases in economy,
efficiency or effectiveness:
e.g. Reducing the distances travelled /
amount of high speed transiting during CGB
exercises whilst increasing the number of
drills conducted.
5.1.10 Change Request Forms are
submitted to the VS&T Branch.
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▪ VS&T Branch staff.
e.g. There is confusion in the CGU as to
who may act as OIC in the event that the
RCC cannot contact the OIC or DOIC.
Section 1 - Chapter 5 – Information Management
Irish Coast Guard Boat Operations Manual: Date Issued: 19 August 13 : Revision No.: Original
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(1) 5.1.4 What Happens Next?
(1) 5.1.7 Distribution of Change
Information
The designated VS&T staff member is
responsible for making an initial evaluation
of the change.
Change information is categorised and
distributed as follows:
(1) 5.1.8 Amendment Notice
The designated VS&T staff member will
assign a priority category (see 5.1.5
Priority of Change below).
The change requires an alteration to boat
operations procedure or policy.
The designated VS&T staff member will
issue confirmation of receipt to the
originator indicating the priority and
deadline for response.
e.g. The IRCG purchase Dacon Nets to
assist with man overboard recoveries.
Casualty recovery and Man overboard
operating procedures are updated.
(1) 5.1.5 Priority of Change
Chapters of the Boat Operations Manual
are amended to incorporate these
alterations.
Changes to boat operations are prioritised
by the IRCG Organisation as follows:
Amendment Notices are issued: See (1)
5.2 Distribution and Management of
Information.
 Priority 1: (Designated as Mandatory)
▪ Safety:
Up to 5 working days to action.
 Priority 2: (Designated as Mandatory)
(1) 5.1.9 Coast Guard Boat
Operations Safety Notice
▪ Essential to operational response
capability:
Up to 10 working days to action.
 Priority 3: (Non-essential)
▪ Recommendations not essential to
safety or response capability:
Up to 20 working days to action.
(1) 5.1.6 Organisational Review of
Change Request Forms
e.g. The appointed Service Agent report
several CGB sustained hull damage as a
result of incorrect anchor security.
VS&T Branch co-ordinate the further
consideration of the request and may
request further information if required.
The anchoring SOP stands, a reminder is
sent to all CGUs to highlight the importance
of proper security.
Change Accepted
See (1) 5.2 Distribution and Management
of Information for further information as to
the distribution and access of CGB-OSNs.
As deemed appropriate; policy or
procedure is amended; equipment
sourced; information distributed
throughout the organisation.
Change Rejected
VS&T Branch provide feedback to the
originator.
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CGB Operations Safety Notices (CGBOSN) are issued to append boat
operations documentation in instances
where incidents occur which highlight the
requirement for further guidance but do
not require an alteration to existing boat
operations documentation.
Section 1 - Chapter 5 – Information Management
Irish Coast Guard Boat Operations Manual: Date Issued: 19 August 13 : Revision No.: Original
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(1) 5.1.10 Change Request Form
Date: ____________
 Originated by:
Name: __________________
Unit __________________
Role ________________
Email (to which VS&T correspondence will be sent): _____________________________
 Additional input from:
Name(s):
Role(s):
 The need for change was identified by (tick as appropriate):
□
□
□
□
□
□
□
□
□
An accident or near miss
An inability to respond during an incident
Equipment damage / defect
A review of procedure or policy
An additional requirement for either resource, equipment or guidance
Perceived in increases economy, efficiency or effectiveness
Contradictory documentation / policy / procedure
A failure in the service or supply chain
Other (please state) ______________________
Equipment
□
Procedure
□
Policy
□
Documentation
□
Service Provision
□
Guidance
□
Other (please state) _________________________________________
 List the documentation, policies and procedures which currently support the
practise which requires change (either include copies of relevant sections or reference
editions and page numbers):
 Describe the change(s) required (continue on additional sheets if required):
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 The type(s) of change requested is a review of / alteration to (tick as appropriate):
Section 1 - Chapter 5 – Information Management
Irish Coast Guard Boat Operations Manual: Date Issued: 19 August 13 : Revision No.: Original
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 Identify the positive outcomes of change (tick as appropriate):
□
□
□
□
□
□
1. Safer practise
2. Conformity to legislation
3. Economy i.e. costs can be reduced for the same output
4. Efficiency i.e. greater output be achieved for the same cost
5. Effectiveness i.e. goals or objectives are better met
6. Other (please state) ______________________
 Describe (and provide evidence where possible) the positive outcomes of the
suggested change (continue on additional sheets if required):
 Provide any other relevant information which will assist in assessing the
requirement and priority of change:
Assessment criteria includes:
___________________________________________________________________
Originator Signature ____________________
Date: ____________________
Originator Contact Details:
Tel:
_____________________________
Email:
_____________________________
______________________To be forwarded to VS&T Branch_____________________
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 Safety / Legislation
 Affect on operational effectiveness (benefit)
 Resourcing requirements / ability (cost)
Section 1 - Chapter 5 – Information Management
Irish Coast Guard Boat Operations Manual: Date Issued: 19 August 13 : Revision No.: Original
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____________________________ HQ use only ____________________________
 Date received:
________________________
 Person responsible for VS&T initial review:
________________________
 Priority assigned:
□ Priority 1: (Mandatory) ▪ Safety: 5 days to action.
□ Priority 2: (Mandatory) ▪ Essential to operational response capability: 10 days to action.
□ Priority 3: (Non-essential) ▪ Recommendations which are not essential to safety or response
capability: 20 days to action.
 Assigned deadline for response:
________________________
 Receipt of change request & response deadline emailed to originator:
Yes / No
 Additional person(s) involved in review:
□ Accepted
 Final outcome of review:
□ Declined
 Method of communication:
□ Amendment Notice
□ CGB Operations Safety Notice
 Confirmation that change has been communicated throughout the Organisation:
Name
_____________________
Position:
_____________________
Signature:
_____________________
Date:
_____________________
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 Findings of initial review / Details of further advice sought:
Section 1 - Chapter 5 – Information Management
Irish Coast Guard Boat Operations Manual: Date Issued: 19 August 13 : Revision No.: Original
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 The Controlled Copy of the IRCG
(1) 5.2 Distribution and
Management of Information
Boat Operations Manual
The controlled copy of the Boat
Operations Manual is stored on the M
Drive: It is copied to the extranet.
Electronic Copies are stored as follows:
(1) 5.2.1 Organisational
Communication of Information
Folder: Controlled Boat Operations
Manual
Organisational Communication is defined
as the activity of conveying information
throughout the IRCG Organisation.
Sub Folder: Document Registry
▪ Index of Amendment Notices
▪ Amendment Notice 01 ...
▪ Index of CGB Operations Safety Notices
▪ CGB-OSN 01 ...
Effective organisational communication is
required to ensure the continued safe
operation of IRCG Boats. It requires the:
▪ Creation of a message which clearly
conveys the required information.
Sub Folder: Section 1 containing a
document for each chapter
▪ Transmission of the message.
Sub Folder: Section 2 containing a
▪ Confirmation that the message has
been received and correctly interpreted
by the intended recipient(s).
document for each chapter
Section 2 Sub Folders:
▪ Job Cards Equipment
▪ Job Card D Class
▪ Job Card Rib
The processes outlined within this chapter
are intended to:
▪ Encourage effective communication
Each containing a document per job card
▪ Ensure documentation held in relation
to IRCG Boat Operations is:
Sub Folder: Section 3 containing a
document for each chapter
 Accurate.
Sub Folder: Section 4 containing a
 Relevant.
document for each chapter
 Current.
 Received and understood by all
those affected.
(1) 5.2.2 Sources of CGB Operation
Organisational Information
Containing a document per procedure
 Master Copies of the Boat
Operations Manual
Information relating to CGB operations is
transmitted through the IRCG Boat
Operations Manual.
Master copies of the Boat Operations
Manual are issued to designated Master
Copy Holders: The OIC of the CGU is the
CGU’s designated Master Copy Holder.
The manual underpins the safe
management of CGB operations. It
includes:
 Each Master Copy Holder is
responsible for ensuring that their master
copy is maintained in accordance with (1)
5.2.3 Maintaining and Accessing Accurate
Records.
▪ Standard and Emergency Operating
Procedures (SOPs & EOPs).
▪ Reference material.
▪ Supporting policies and procedures
(training, administration, maintenance etc.)
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Section 4 Sub Folders:
▪ Standard Operating Procedures
▪ SAR Operating Procedures
▪ Emergency Operating Procedures
Section 1 - Chapter 5 – Information Management
Irish Coast Guard Boat Operations Manual: Date Issued: 19 August 13 : Revision No.: Original
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(1) 5.2.3 Maintaining and Accessing
Accurate Records
Individual Responsibility to Stay in
Date
 All personnel are responsible for
actively seeking and contributing to
organisational information pertaining to
CGB operations in order to:
The Controlled Copy of the IRCG
Boat Operations Manual
A copy of the controlled Boat Operations
Manual is accessible via the extranet
pending CGU direct access to the M drive.
 Promote safety.
 Keep personnel up to date.
The controlled copy is maintained in real
time by the VS&T Branch:
i.e. As change requests are authorised,
the relevant sections or chapters of the
controlled copy are amended.
 Inform those involved in CGB
operations as to their duties.
 Empower personnel to perform their
duties safely.
 Encourage review and collate
feedback from all personnel involved in
CGB operations.
Amendment and CGB Safety Notices are
posted in the document registry and
issued to Master Copy Holders.
 All personnel involved in CGB
operations must maintain a CGB
Operations Personal Log (the Log).
Master Copies of the Boat
Operations Manual
In addition to recording exercise, training
and qualification the Log contains a
Record of Familiarisation &
Understanding: CGB Operations Safety
Notices and Amendment Notices.
 OICs must ensure that the CGU master
copy is readily accessible to all personnel
at all times.
Amendment and CGB Safety Notices are
issued from the VS&T Branch directly to
the designated Master Copy Holder.
 The designated Master Copy Holder is
responsible for promptly inserting
Amendment and CGB Safety Notices as
follows:
▪ Amendment Notices are inserted in to
the manual to replace content as
directed. Records of amendment
updated.
Updates are obtained by either:
▪ Accessing the Controlled Document
online.
or
▪ Referencing the CGU Master Copy.
▪ CGB-OSNs logged and retained in
Section 1 – Chapter 5 – (1) 5.5.1 CGB
Operations Safety Notice Registry.
 Designated Master Copy Holders have
a duty to cross check the Master Copy
Amendment and Safety Notice Registries
against the Document Registry
maintained in the Controlled Document
stored on either the M Drive or extranet at
least once per month.
NB. This system is critical in ensuring that
all personnel are current.
Refer to the CGB Operations
Personal Log for further
information.
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 All personnel have a responsibility to
obtain the information contained in newly
issued Amendment and Safety Notices at
the intervals described in the:
Record of Familiarisation &
Understanding: CGB Operations
Safety Notices and Amendment
Notices in the Personal Log.
Section 1 - Chapter 5 – Information Management
Irish Coast Guard Boat Operations Manual: Date Issued: 19 August 13 : Revision No.: Original
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 Administration / Communication
(1) 5.2.4 Confirmation of Receipt
and Understanding
▪ IRCG operational contact list.
▪ Regulatory certification.
Individual understanding of CGB
Operations information is confirmed during
the following:
▪ Records of review, audit & amendment.
 Training & Qualification
CGB Exercises
▪ Lists of; authorised vehicle drivers;
appointed CGB Personnel.
 All Boat Cox are responsible for
constructing their CGB exercises to
incorporate the Boat Operations Manual.
▪ Personal CGB Operations Log includes
copies of personnel certification.
Training & Qualification
 It is the responsibility of each volunteer
to maintain their own personal log.
 The VS&T Branch are responsible for
ensuring externally accredited training
&/or qualification is delivered in a manner
which incorporates the policies and
procedures of the Boat Operations
Manual.
▪ Training / Course reference material.
 Operations
▪ CGU Master Copy of the Boat
Operations Manual includes standard &
emergency operating procedures.
CGU Inspections
The ORAs and CUSM processes will
include the audit of the distribution,
understanding and implementation of
organisational information concerning
Boat Operations.
▪ CGB Operations Amendment Notices.
▪ CGU Boat Operations Log.
▪ Charts and tide tables.
 Equipment
(1) 5.3 Additional
Documentation
▪ CGB equipment lists. Contained in:
Section 2 – Chapter 1.
Documentation
▪ Records of care & maintenance
procedures as described throughout
Documentation refers to all records,
documents, notices and publications
which are relevant to IRCG Boat
Operations.
Section 2.
 The OIC is responsible for managing all
documentation relating to CGB Boat
Operations.
▪ CGU planned maintenance records for
 The OIC is responsible for
implementing procedures within the CGU
to ensure that all information is accessible
to all Volunteers affected.
▪ Manufacturers’ Equipment Manuals (to
all time expired and time serviced
equipment: Refer to Section 2 – Chapter 1.
be kept with the asset).
▪ Asset Defect & Service Agent Logs (to
be kept with the asset).
(1) 5.3.1 Documentation Categories
 Health and Safety
This topic outlines the documentation
which must be held and maintained at the
CGU to support IRCG boat operations:
▪ CGB Operations Safety Notices
In addition to requirements as
prescribed in: The Occupational
It must be recognised that this is a generic list.
Additional information may be referenced or
stored depending on CGU requirements.
Health & Safety Management System.
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▪ CGU Planned Maintenance Logs.
Supported by Section 2 – Job Cards.
Section 1 - Chapter 5 – Information Management
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(1) 5.4.3 Review
(1) 5.4 Audit, Amendment &
Review of Documentation
Regular, constructive review is required to
enable safety management systems to
operate effectively.
(1) 5.4.1 Audit
The purpose of review is to re-visit, refresh
and survey documentation, policies,
procedures and practises.
The purpose of auditing is to officially
examine and verify the documents held at
the CGU.
Constructive reviews will identify whether
documentation, policies, procedures and
practises are still:
 The OIC is responsible for completing
and maintaining the 5.4.4 Records and
Documents Register: (the Register) to aid
with the auditing of records pertaining to
CGB Operations. The Register must:
 Accurate
 Relevant
▪ List all additional documentation held at
the CGU in relation CGB operations.
 Current
 Followed
▪ Be kept readily available at the CGU for
reference and inspection.
 The VS&T Branch is responsible for coordinating the organisational wide review
of policies, procedures and practises.
IRCG staff will periodically audit
documents against the Register to check
the accuracy of record keeping at the
CGU.
 The OIC is responsible for co-ordinating
the regular and systematic review of boat
operations at unit level, examples include:
(1) 5.4.2 Amendment
e.g. systematically assigning the review
of boat operation procedures to those
partaking in a CGB exercises.
The term amendment refers to alterations
or additions as issued by the Controlling
Authority:
For example amendments to the IRCG
Boat Operations Manual are issued by
the VS&T Branch to designated Copy
Holders.
e.g. integrating the systematic review of
policies to CGU meetings.
If the OIC chooses to delegate
documentation duties to a Volunteer, then
the individual must be noted as the
designated Copy Holder in the Register.
As a minimum, every policy, procedure
and practise must be reviewed once per
annum by all personnel appointed to the
roles described within the procedure: This
process is supported by the CGB
Operations Personal Log.
In order to maintain accurate and current
documentation the Copy Holder must be
familiar with document amendment
protocols and actively monitor these:
Amendment protocols are usually
described at the front of official
documentation.
The OIC should consult the CUSM if
unsure as to the amendment protocol for
documentation.
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 All Boat Cox are responsible for
constructing their CGB exercises to
incorporate the Boat Operations Manual.
Section 1 - Chapter 5 – Information Management
Irish Coast Guard Boat Operations Manual: Date Issued: 19 August 13 : Revision No.: Original
(c) Irish Coast Guard 2013: All Rights Reserved.
5.4.4 Boat Operations Records and Documents Register
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(1) 5.5 CGB Operations Safety Notices
All CGB-OSNs issued must be indexed and stored within this chapter.
 Designated Master Copy Holders are responsible for maintaining this section.
 In order to ensure all personnel obtain the contents of all newly issued notices all
personnel must review the index below at least once per month:
This process is supported by the CGB Operations Personal Log.
(1) 5.5.1 CGB Operations Safety Notice Registry
Reference
Date of Issue
(c) Irish Coast Guard 2013: All Rights Reserved.
Notice Title
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