The Single Source of Truth: How Gestion Navigation Mastered Document Control

The Challenge:The Constant Fear of an Outdated Procedure

For Gestion Navigation, maintaining the integrity of their SMS was a top priority. However, their manual process for document control was a significant source of risk and inefficiency.

"As a former Captain, my biggest concern was a vessel having the wrong version of a critical procedure," says Mr. Jean-Luc Dubois, HSEQ Manager at Gestion Navigation. "We would email a revised manual as a PDF, but then you're relying on someone onboard to replace the old pages in a binder. There was no way to be 100% certain. During an audit, proving that every vessel had the correct, up-to-date version was a massive, stressful task."

The manual system created three core problems:

• Compliance Risk: The danger of a vessel failing a Port State Control or vetting inspection due to an obsolete procedure was a constant threat.
• Inefficient Change Management:The process to request a change, get it reviewed by multiple stakeholders, gain approval, and then manually distribute it was slow and cumbersome.
• Lack of Accountability: It was nearly impossible to prove that every required crew member had actually received and read a critical new safety bulletin.

The Solution: A Centralized, Controlled, and Auditable System

Gestion Navigation chose PRIME Marine's Document Management System to become the single, unshakeable source of truth for their entire SMS. The goal was to create a closed-loop system where every document's lifecycle was managed and tracked.

The new workflow transformed their operations:

1. 1. Central Library: All SMS manuals, procedures, and forms were migrated into the secure, cloudbased platform. Access controls were set up so that a deck officer could only see navigational procedures, while an engineer could only see the technical manuals relevant to them.
2. 2. Digital Change Requests: When a Master or Superintendent identified a need for a procedural change, they submitted a formal "Change Request" directly through the system.
3. 3. Streamlined Approval Cycles: This request was then automatically routed through a pre-defined digital approval workflow, from the HSEQ department to the DPA. All comments and approvals were logged in a single, transparent record.
4. 4. Targeted Publishing & Acknowledgement: Once the revised document was approved, Mr. Dubois could publish the new version with precision. A fleet-wide manual went to all vessels, while a specific cargo plan update was sent only to their gearless bulk carriers. The system then automatically tracked which crew members had digitally acknowledged receipt of the new document.

The Results: : A New Era of Confidence and Control

By digitizing their document control, Gestion Navigation achieved a new level of operational integrity.

1. Ironclad Version Control

The system completely eliminated the risk of outdated documents being used on their vessels. This immediately strengthened their compliance posture and provided immense peace of mind to the management team.

2. A Hyper-Efficient Change Process

The digital workflow for revisions and approvals was 75% faster than their old email-based process. This meant that critical safety improvements could be implemented across the fleet in days, not weeks.

3. A Holistic Asset History

Demonstrable Compliance During their next external DOC audit, the process was a revelation. "When the auditor asked to see the history of a specific procedural change, I pulled it up on the screen," says Mr. Dubois. "He could see the initial request, every approval step, the final published version, and a live dashboard showing that 99% of our fleet had acknowledged it. The auditor was visibly impressed. It was the smoothest audit I've ever been a part of."