Hold Book

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Cargo Hold Record Book

For Specialized Reefer Ships

Name of Ship

IMO number..

Period covered .

From - To

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Plan View of Ship(Draw Holds and Deck Plan)

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Responsible Officer(STATE RANK ONLY)

The master has designated the following officers with the responsibility of ensuring thatoperations are carried out properly and as per instructions (state rank only).

Responsible officer

A.Loading and unloading of cargo .

B. Supervising and checking cleaning of holds .

C.Inspections for moulds .

D.Instructing crew on safety precautions to be . taken when using clearing agents

E. Calibration of sensors .

F. Inspection of hydraulic system inside hold .

G.Repair & testing of hydraulic system .

H. Repair of gratings & Side shoring .

I. Maintain and update Activity Sheet for recording .cleaning

J. Testing of hatch covers weather tightness.

(Chief Engineer) (Master)

Date

Note : This sheet must be completed before recording of entries and signed by themaster and chief engineer. A copy of the sheet shall be made available to thosedelegated the above tasks.

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A. Loading of cargo1, Place of loading2. Quantity loaded3. Description of cargo

B. Unloading of Cargo1.Place of unloading2.Completed unloading (State time)

C. Sweeping of cargo holds1.Waste and debris collected2.Top of gratings swept.

3.Swept below gratings

D. Removing other contaminants1.Checked for contaminants other than wasteand debris generated by cargopackaging/pallets2.Removed excess of grease around hinges,wheels, joints3.Removed other contaminants: describecontaminants, e.g. cargo spilled at unloading

E. Manual cleaning of cooler rooms andentrances

1. Return air grill cleaned

2. Circulating fans cleaned3. Bulkheads, deck, hatches, deck head,doors and ladders cleaned

4. Drip trays cleaned5. Refrigeration coils and pipescleaned6. Fresh air system including fanscleaned7. Cleaning procedure used

8. Cleaning agent (identify agent/quantityused)

F. Water washing of cargo holds1. During (e.g. two hours, threehours)

2. Washing procedure used (e.g. highpressure house, high pressure warmwater, spray gun for disinfectant)

3. Cleaning agent (identify agent/quantityused)

G. Final rinsing of cargo holds after use ofcleaning agent1. Duration2. Any deodorant used

H. Venting of cargo holds1. Duration2. Fresh air

3. Ozone

J.Cleaning of scuppers and drains1. Scuppers and drains cleaned2. Checked for obstructions blocking flow

to drain

K.Inspections for moulds1. Deck, deckhead and bulkheads checked

for moulds and fungus2. Underside of gratings checked for

moulds and fungus3. Cooler rooms and entrances checked for

moulds and fungus

L. Inspection of hydraulic system inside holds

1. Hydraulic system checked for wear andtear, leaking lines, couplings and valves

2. Hydraulic oil reported on cargo (state bywhom and if ship inspected cargo)

3. Repairs carried out on hydraulic system

M.Pre-loading inspection of cargo holds1. Inspection carried out without remarks2. Inspection carried out, deficiency found

(describe deficiency)

N.Calibration of Sensors

1. Return and delivery air sensors checkedusing ice test2. Readings during ice test SD, SR, PD,

PR*

O.Hose test of Hatch covers

1. Minimum pressure in Fire hose

5 Kg/Sq.M

2. After completion of each dischargingbut prior loading. However frequency oftest should not exceed 45 days and testto be carried out in ballast condition.

3. Found leaking which is being attended.

P.Hydraulic lines testing of hold & cargo gear

1. 1.1 times of working pressure at relief-

valve Annually.

2. 1.3 times of working pressure at relief-

valve five yearly.

3. Found leaking & repair under beingcarried out.

Q. Repairing of holds1. Renewed joists / gratings/ planks/ side

boards.

2. Repaired joists/ gratings/ planks/ sideboards.

List of operations to be recorded

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*SD = Delivery probe starboard sidePR = Return probe starboard side

The following instructions are recommendationsand are to be considered as minimum require-ments for sanitation in cargo holds and adjacentspaces.

Common terms used in cleaning:

Pathogens: are disease causing organisms su-ch as bacteria, virus and fungi. These aremicroorganisms, which we remove when weclean.

Detergent: a chemical used to remove grease,dirt and other soiling such as food particles.Detergents may remove large numbers ofmicroorganisms but will not kill them.

Disinfectant: something, which will reduce microorganism numbers to a level, which is safe.Disinfectant chemicals may bring aboutdisinfections. All disinfectants are less effectivein the presence of organic material, i.e. you cantdisinfect dirt. Organic material, i.e., you cantdisinfect dirt. Organic matter interferes with theaction of disinfectants by: coating the pathogenand preventing contact with the disinfectant;forming chemical bonds with the disinfectant,thereby making it inactive against organisms; orreacting chemically with and neutralizing thedisinfectant. Thus the presence of dirt in holds is

to be avoided and removed before washing.

Sanitizer: a chemical which often combines theproperties of detergents and disinfectants.

Sterilizer: a chemical i.e. ethylene oxidedesigned to kill all micro-organisms. Ships arenot required to be sterile and such cleaning ismore appropriate for hospitals.

Natural Disinfecting Agents: The natural forcesthat reduce the pathogen load in theenvironment are important and can often be

used to our advantage. These include sunlight,heat, cold, drying (desiccation) and agitation

(weathering with fresh air). The ultraviolet rays ofsunlight are tremendously potent in killing micro-organisms. This is very helpful in squares of

holds, but unfortunately

the ultraviolet rays cant reach under gratings orshaded areas of the hold. Drying from fresh airand wind will also kill pathogens, particularly

when they are exposed in the process ofclearing.

Why is cleaning important?The most basic requirement for any companyinvolved in food business is to keep the premisesand equipment clean. New Food Safety lawsdrafted to protect consumer health and whichhave come into force or will come into forcewithin short consider ships as premises involvedin food business. Proper cleaning removesmatter on which bacteria capable of causing foodpoisoning will grow. It removes materials that

may provide a food source for pests such asrodents and insects. Cleaning will reduce the riskof foreign matter contaminating food andtherefore reduce the likelihood of customercomplaints.

Improperly cleaned surfaces promote thegrowth of fungi/molds which can spread to thecargo being transported. Plant diseases causedby fungi include rusts, smuts and leaf, rot, andstem rots. Good food hygiene practice requiresthat ships carrying food should identify foodhazards, decide which of the hazards need to becontrolled to ensure food safety and then put into

place effective control and monitoringprocedures to prevent the hazards causing harmto consumers. Effective cleaning is an extremelyimportant measure in preventing contaminationof food by bacteria, fungi, mold, foreign objectsand chemicals. This will reduce the risk for foodpoisoning.

So why have written cleaning schedules?Whilst there is no legal requirement for adocumented cleaning schedule, written recordswould be considered extremely important whentrying to establish a defense case. They formpart of due diligence as in case of a claim, theship carries the burden of showing that it took allreasonable precautions and exercised due

Recommended Procedures forCleaning of Cargo Spaces, Cooler Rooms

and Entrances to such spaces

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diligence to avoid contamination. It clearlydemonstrates that measures are in place tocontrol food safety hazards described above. Itmakes it clear for the staff what the cleaningprocedures are and what materials can be used.It also ensures that new crew members at aglance can read the record for cleaning of thecargo spaces.

GeneralThe cleaning instructions which follow are theminimum recommendations. It is theresponsibility of the ship to ensure that the shipscargo spaces are clean and free of odour andready to receive and carry food.

SweepingCleaning consists of various steps. The initialstep involves the removal of debris, dust, tracesof previous cargo and other waste by sweepingand blowing with compressed air. You shouldgive special attention to places that are moredifficult to access such as corners, hatchcoamings, scuppers, above deck beams, spaceunder coolers, behind side shoring etc.inspection of the hydraulic system shall also becarried out at this stage to renew parts of thesystem that show excessive wear and tear. The

excessive of grease around joints and hatchcover wheels should be wiped clean beforeprogressing to the next step in cleaning.

Washing with detergentsThe next step in cleaning is the removal of soiland organic material from the surfaces bywashing down of the surfaces using a detergent.Washing alone will reduce the number of micro-organisms to a safer level. It is stronglyrecommended that surfaces that are heavilysoiled will need to be soaked with hot water andscrubbed and/or wiped after spraying some

detergent. If in your assessment done beforestarting cleaning, you would with to disinfect thesurfaces, you should consider the use of high-pressure washers (100-200 bar) using detergent.This removes dirt and organic material such asdust from areas which cannot be reached by lowpressure washers such as a garden hose. Thishigh pressure washing is necessary beforedisinfecting the holds as otherwise the dirt andorganic material in porous surfaces will harbormicro-organism s for long periods of time as wellas protect them from the action of chemicaldisinfectants. Many disinfectants may be

inactivated or ineffective in the presence oforganic debris or waste. All personnel should

wear protective equipment while usingdetergents. Proceed from the cleanest areas tothe dirtiest and from the highest level to thelowest. Do not forget to wash the surfaces andequipment in the cooler rooms. After washing ofthe surfaces, thoroughly rinse. Please note thatdetergents can inactivate many disinfectants.

DisinfectionsSelection of the proper disinfectant will dependon the micro-organisms suspected as well as theenvironmental factors (e.g. temperature, pH) andsafety issues. Always read the entire productlabel and follow the dilution instructions toensure that the safest, most effectiveconcentration is applied.

Disinfectants should be applied by spraying,using low pressure washer a garden-typesprayer. Please note that some disinfectants areineffective at low ambient temperatures. Toachieve effective disinfection, surfaces must bethoroughly wet. Disinfectant should remain forthe appropriate contact time, which will very withthe product used. Consult the product label.Afterwards the surfaces should be rinsedthoroughly and allowed to dry.

Fixed electrical equipment should becovered with water proof material and disinfected

manually at a later stage. Special attentionshould be given to bilges and drains whichshould be cleaned and disinfected last.

Odour ControlThe last dimension in clearing is odour control.Some detergents/disinfectants may leave anodour after the completion of the washing anddrying. Some leave objectionable levels of odourwhich must be removed. To avoid odour fromdisinfectants and detergents, you should avoidusing germicidal chemicals such as phenolcompounds, ionospheres and pine oil. Final

deodorizing can be accomplished with ozone,which requires subsequent good ventilation. Theozone equipment is not to be used during ladenvoyages. Even very low levels of ozone (0.1 ppmto 2 ppm) can affect some perishables. In caseof strong smells as after a carriage of fish, applya solution of 6% hydrogen peroxide with spraygun and let it work on all surfaces for one hour.Rinse with fresh water afterwards. Ensure thatholds are clean and dry before applyinghydrogen peroxide.

After the hold cleaning is completed, acareful inspection of each deck, cooler rooms, air

ducts, entrances to decks and bilges should becarried out by the responsible officer.

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1. Sweeping of Holds and CoolerRooms

Frequency: After completion of each unloadingbut before loading and/or pre cooling.

Method: Sweep decks, gratings, behind sideshoring and bulkheads. Remove any debrisunder gratings and in way of bilge wells. Removedebris and dirt from decks. Decision to liftgratings depends upon an assessment made bythe responsible officer. If dust and dirt have

accumulated in the above places as well asunder the grating, it is important that it isremoved and the grating is lifted and sweeping isdone under it. Blowing with compressed air isquite effective for sweeping between supports forgratings. A long pipe of metal with a modifiedopening should be attached to the air hose forthis purpose. Otherwise the dust will just beblown around in the hold and settle on thebulkheads, cooler rooms etc, and aftercompletion of loading, on the cargo as well, oncethe fans have been started. It is obviously notpossible or necessary to lift the grating after

each voyage, particularly when clean, strongpallets are loaded, and the same type of cargoare to be loaded on the subsequent voyage. Thedecision whether to lift the grating or not is takenby the chief officer on a case by case basis how-ever, the gratings should be lifted when everwashing is carried out but the period betweenlifting of grating should not exceed 6 months.

2. Washing of holds and Cooler RoomsFrequency: After unloading an assessmentshall be made by the responsible officer on thecondition of holds. Washing of holds is notnormally required after every voyage but thefollowing shall be taken into consideration:

a) The nature of cargoes and thenumber of voyages made since the hold waswashed last time.

b) If the nature of previous cargorequires washing e.g. after cargoes leavingstrong smell and after meat/fish carried inbulk.

c) The hold must be washed atleast once every 6 months.

Method: After carrying out sweeping thecleaning continues with water at high pressure.The backside of side shoring and

under side of gratings should be also washedwith the high pressure jet. Ensure that the crewis quipped with proper protective clothing andmasks. During the washing check that thescuppers and drains are clean and free of debrisand that the water is flowing freely to the bilges.

Detergents are to be used and areas which aredifficult to reach are cleaned manually withswabs.

After high pressure cleaning a final rinse iscarried out. Do not forget to rinse areas whichwere cleaned manually with detergent. Thedrains and bilges must be cleaned manually anddried. Ventilate the hold after rinsing to ensurethat all spaces are dry. If weather permits theweather deck hatch covers should be openedand fresh clean air and sunlight allowed dryingand aerating the decks.

It is not necessary to wash all holds at the

same time. It is quite common to carry outsweeping of all holds as mentioned in 1 aboveand washing of one of the holds during a ballastvoyage. During the next ballast voyage anotherhold is selected for washing ensuring that thefrequency of washing mentioned in 2.c) above iscomplied with.

3. DeodorizingFrequency: Some cargoes can leave somesmell behind. In such a case holds should bewashed with detergents and deodorized. Somedetergents and disinfectants may have odour.

Deodorizing should be carried out after the useof such chemicals.

Method: In case of weak odours, ozonizing isrecommended. The hatches and fresh air inletsare closed and circulation fans run at low speedwith the ozonizer working. Since ozone isharmful to some cargoes even at very lowconcentrations the hold should be thoroughlyventilated to remove all traces of ozone.

In case of strong odour special deodorizingliquid can be used or 6% solution of hydrogen

peroxide. The hydrogen peroxide is applied on

Cleaning Schedule

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dry surface using a spray gun. Let the solutionwork for one hour before carrying out a rinse.4. DisinfectingFrequency: Disinfection should be carried outwhenever you suspect that an organic matterhas accumulated in the hold or there is acontamination of the hold by chemicals, mouldetc. you should also disinfect the hold if you havecarried cargoes such as meat and fish in bulk i.e.stowed loose. In any case the hold should bedisinfected at least once in every 12 months.

Method: After sweeping and washing withdetergent, a short rinse should be given toensure that all detergent has been removed. Toremove all dirt from porous surfaces highpressure washing at high temperature asexplained in 2 above is strongly recommended.The disinfectant in correct concentration issprayed on the surfaces. Do not forget theunderside of gratings and areas which aredifficult to access such as found in cooler rooms,around bilges, drains and entrances. After thedisinfectant has been in contact with the surfacefor a period of time recommended in the productlabel, the hold should be rinsed thoroughly withclean water. Drying out is subsequently carriedout.

5. Recommendation on choice of cleaningagentsIt is recommended that for normal routinewashing as explained in 2 above, a chemicalcombing the properties of detergent anddisinfectant is used. If contamination issuspected or observed such as the presence ofmould, the cleaning should involve the use of adisinfectant which is active against the mould orother contaminant. The disinfection in such acase should be carried out after proper andthorough sweeping and washing using a

detergent that is compatible with the disinfectant.Please not that the use of sodium hypochlorite0.16% (NaOCI) is one of the most widely useddisinfectant. It is very corrosive at certainconcentration. For example if rapid sporicidalaction is required a concentration of 2500 ppm(0.25%) is necessary this is corrosive and suchuse should be limited. High concentrations arealso irritating to the mucous membrane, eyesand skin. Chlorine compounds are rapidlyinactivated by light, in warm sunny conditionsand some metals so fresh solutions shouldalways be used. Hypochlorites should never be

mixed with acids or ammonia as this will result inthe release of toxic chlorine gas. Always read the

safety instructions for the detergent anddisinfectant before use and follow therecommendations carefully.6. Equipment to be available on boardBesides the brooms and mops the followingshould be carried in reefer ships:

-Low pressure spray guns.

-One high pressure spray/jet with capability ofwarming water to around 80 degrees Celsius.The working pressure should be 100 to 200 barsand a flow rate of about 700 liters per hour.

- Protective clothing such as gloves and goggles.

The equipment used for cleaning should be keptin a clean dry space and not used for any otherpurpose other than for cleaning of cargo spaces.Carefully clean the equipment before storing itbetween uses.

7. Dialogue with ship OperatorIt is the duty of the master to ensure that theships cargo spaces are in good condition toreceive the cargo. Reefer ships carry a variety ofcargo other than reefer cargo and great attentionshould be paid when loading such cargoes. If the

packaging or handling is not proper, there will berisk for the contents spilling into cargo spaceswhich will render the cargo spaces unfit forreefer cargo without thorough cleaning. Suchunits should be refused for loading until they aresafe. The number of voyages in ballast has alsodecreased over the years. This requires thecleaning of holds is properly planned keeping inmind the schedule of the ship. If the ship hasdifficulties in carrying out the cleaning asrequired by the cleaning schedule, the mastershould contact the ship operator/Charterers wellin advance and request for keeping one or more

holds empty during a voyage with backhaulcargo. The master should also inform the shipmanager if it has difficulties in complying with theclearing schedule of the cargo spaces. Inexceptional cases the ship may decide to usethe services of shore gangs to carry out thethorough sweeping of the holds including liftingof gratings after completion of unloading. Onceagain the ship operator/Charterers should beconsulted regarding the time available in port.And the load date for the next cargo.8.If the cleaning schedule of the ship differsfrom that stated in the section, you should fill

the blank sheets which follow.

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Cleaning ScheduleSweeping of Cargo Holds and Cooler Rooms.

Page .

Frequency ofcleaning

Method ofcleaning

PrecautionWhich must betakenWhen cleaning

StandardofCleanliness to beachieved

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Cleaning Schedule

Washing of Holds and Cooler Rooms

Steel deck, underside and top of gratings, bulkheads, sideshorings, deck-head, Fittings and equipment if relevant.Scuppers and drains.

Page .

Item(s) to becleaned


Materials tobe used anddilutions

Method of cleaning

Precautions whichmust be taken whencleaning

Standard ofCleanliness tobe achieved

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Cleaning Schedule

Disinfecting of Cargo Holds and Cooler Rooms

Steel deck, underside and top of gratings, bulkheads, sideshorings, deck-head, Fittings and equipment if relevant.Scuppers and drains.

Page .

Item(s) to becleaned


Materials tobe used anddilutions

Method ofcleaning

Precautionswhich must betaken whencleaning

StandaredofCleanliness to beachieved

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Cleaning Schedule

Deodorizing of Holds and Cooler Rooms

Page .

Frequencyof deodorizing

Materialsand equipmentto be used

Methodof deodorizing

Precautionswhich must betaken whendeodorizing

Standard ofcleanliness tobe achieved

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Example on how to fill out the Cargo Hold Record Book

Signature of Master ...

Name of Master

DATECODE

(letter)

ITEM

(number)RECORD OF OPERATIONS

SIGNATURE OFOFFICER

2006-02-09

A 1 Puertu Moin

2 330 Pallets

3 Pineapples Ch/off.

02-20 B 1 Zeebrugge

02-21 2 Moh Ch/off.

02-24 C 1,2,3 Ch/off.

D 1,2,3 Ch/off.

02-24 E 1,2,3,

4,5,6

Ch/off.

7 Sprayed UNITOR REFER CLEANER onall surfaces at 5% dilution in FW.Allowed to mi min. dwell time. Lowand high pressure washing using hotFW and 1% REERER CLEANER.

Ch/off.

8 UNITOR PL Reefer cleaner/20 litre

02-24 F 1 3h

2 Sprayed UNITOR REEFER CLEANER at5% dilution in FW. Allowed 15 min.dwell time. Followed by high pressurewashing using hot FW.

Ch/off.

3 UNITOR PL Reefer cleaner/40 liter

02-25 H 1 12h

Deck 1A.

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2 Ventilated dry together with B, C and Ddecks.

Ch/off.

Example on how to fill out the Cargo Hold Record Book


Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

03-03 L 1 Found in good condition Ch/off.

03-03 M 1 Found fit to receive next cargo

03-03 A 1 Puerto Main

3 332 pallets

2 Bananas Ch/off.

03-19 B 1 Zeebrugge .

2 1 book Ch/off.

03-19 C 1 Ch/off.

03-23 C 1 Ch/off.

03-26 C 2 Ch/off.

03-26 K 1,2,3 Found free of mould Ch/off.

03-28 O 1,2 Hatch cover no.1 found intact without anyleakage.

Ch/off.

03-30 P 1 Hydraulic lines of hatch cover no.1, holdno.1A and derrick/crane no. 1 tested 1.1times of working pressure and foundsatisfactorily.

Ch/off.

04-01 Q 1 2 Gratings & 1 joist renewed. Ch/off.

2 1 plank & 2 side boards repaired. Ch/off.

Deck 1A

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REMARKS: FOLLOWING ARE THE SHEETS TO BE PRINTED FOR EACH DECKS TO RECORD

THE HOLDS OPERATIONS.


IF APPILCABLE

Signature of Master .Capt..

Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 1Coaming.

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Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 1A.

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Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 1B.

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Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 1C.

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IF APPLICABLESignature of Master ...

Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 2 Coaming

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Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 2A.

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Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 2B.

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Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 2C

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Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 2D.

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Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 3 COAMING

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Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 3A.

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Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 3B.

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Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 3C.

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Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 3D.

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Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 4Coaming.

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Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 4A.

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Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 4B.

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Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 4C.

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Name of Master

DATECODE

(letter)

ITEM


SIGNATURE OFOFFICER

Deck 4D.

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Documents

Hold Book