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MAINTENANCE
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MAINTENANCE
Polaris Shipping Co., Ltd.,
a leading South Korean owner and operator of a large fleet of Very Large Ore Carriers (VLOCs) and other bulk carriers.
Managing hundreds of QHSE forms and checklists across a large fleet using a paper-based and email system. This created significant administrative work, risks of using outdated form versions, and made it difficult to prepare for audits and inspections efficiently.
Polaris implemented PRIME Marine's Forms Manager module as a central part of their integratedQHSE platform.
100% Version Control
of all forms & checklists across the entire fleet
60% Reduction
in administrative time spent on distributing, collecting, and filing forms
40% Faster
retrieval of completed records during vetting and PSC inspections
Zero Findings
related to form-based procedures in the last 12 months
Polaris Shipping has a deep commitment to safety and quality, reflected in their robust Safety Management System (SMS). However, the execution of many key procedures— from Hot Work Permits to Enclosed Space Entry checklists and Pre-arrival forms—relied on paper forms and email.
"Our procedures were excellent, but managing the paperwork was a huge challenge," says Mr. S.H. Kim, QHSE Manager at Polaris Shipping. "The Master would print a form, the crew would fill it out, it would be signed, scanned, and then emailed to the office. Our team then had to file that scanned copy. The risk was that a vessel might accidentally use an older version of a form, or that finding a specific completed checklist from six months ago for an inspector could take hours." The core pain points were:
“During an inspection, time is critical. An inspector asks to see the last three months of Hot Work Permits. We can't afford to spend two hours searching through email archives. We needed an instant, reliable system.”
Mr. S.H. Kim
QHSE Manager, Polaris Shipping
Polaris implemented PRIME Marine's Forms Manager to act as the single source of truth for all controlled forms and checklists.
The implementation digitized their entire form lifecycle:
Central Library: All approved forms are stored centrally and managed by the QHSE department. Any updates are instantly available to the entire fleet.
Digital Forms & Workflows: The crew fills out the forms directly in the system on a tablet or computer. The forms are then automatically routed through a digital approval workflow, from the Chief Engineer to the Master.
Scheduling & Reminders: For recurring forms, like weekly LSA/FFA checks, the system automatically schedules the task and sends reminders to the vessel crew, ensuring routine checks are never missed.
“The concept was simple but powerful” explains Mr. Kim.
“We uploaded our entire library of official forms — Risk Assessments, Permits to Work, Inspection Checklists — into the PRIME Marine system. Now, when a Chief Officer needs a Hot Work Permit, he doesn't look for a file on his computer; he opens the Forms Manager, and the latest, approved version is always there.”
By digitizing their form-based processes, Polaris Shipping saw immediate and significant improvements.
1. Perfect Version Control and Procedural Adherence
With a single, central library, they achieved 100% version control. The risk of a vessel using an outdated form was completely eliminated, ensuring procedural adherence across the fleet.
2. A Dramatically Lighter Workload
The elimination of the print-scan-email-file cycle resulted in a 60% reduction in administrative time related to form management. This freed up the QHSE team to focus on safety analysis and improvement, not paperwork.
3. "Always-On" Audit & Inspection Readiness
When a Port State Control officer or vetting inspector comes aboard, the Master can now retrieve any completed form in seconds. This ability to instantly produce clear, legible, and properly approved records led to a 40% faster document review process during inspections and contributed to zero findings related to form-based procedures.
“"The Forms Manager has transformed our daily operations. It gives our crew the right tools, gives our office team efficiency, and gives me, as a manager, complete peace of mind. When it comes to inspections, we are always ready.”
Mr. S.H. Kim,
QHSE Manager, Polaris Shipping
