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Innovatus: A Journal on Computing Technology Innovations A Centralized

Document Processing and Support System (CeDoPSS) for Philippine
Registered Vessels

Article · November 2022

DOI: 10.5281/zenodo.7269129

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A Centralized Document Processing and Support System (CeDoPSS) for
Philippine Registered Vessels
Innovatus: A Journal on Computing Technology Innovations, Vol. No. 5, Issue 2

Maria Jean A. Berdin, Jelie E. Agostilo, Jacklyn A. Descartin, Michelle G. Estomo, Christakhis Niño L.

Innovatus: A Journal on Computing Technology Innovations

Nodalo

Naval Architecture and Marine Engineering Department

University of Cebu - METC

ISSN (Print:) 2651-6993

Pre-print DOI No. 10.5281/zenodo.7269129

FOR PUBLISHERS ONLY:

Manuscript received: August 14, 2022; revised: October 20, 2022; accepted: October 31, 2022

1. BACKGROUND drawings, shipyard-related documents, dockyard schedules, and

annual and intermediate surveys. The comments regarding the
The Philippines counts on the maritime industry as vital to errors that need to be corrected online give convenience to the
inclusive growth and socioeconomic progress [1]. Today, ship owners. This convenience will also allow the ship owners to
shipping remains the major infrastructure by which the Philippine correct the necessary documents as soon as comments are shown
islands are linked. It also connects the country to global through online filing and registration.
commerce and trade. This signifies how important the maritime Passengers will have real-time information about the vessels
industry is here in the Philippines but is not limited to developing related to their accommodation types, time of departure, arrival,
every aspect of it to be more productive and beneficial to the and first/second/third port of destination for connecting voyage
economy and the people who depend significantly on it. As routes, and online booking with their preferred accommodation.
technology advances, everything also adopts this progress; this In the port areas, passengers and cargo are monitored upon entry
includes the transformation of the manual and the conventional and actual embarkation on the vessel. Although passenger
way of processing documents in the different offices, which could manifests are already practiced by ship operators, however, it is
be connected to the maritime industry. still manual. Few have started computer-based passenger and
Initially, agencies and offices in which transactions are related cargo manifests; however, records are not centralized to the port
to maritime industries such as ship operators and owners, ship authority and coast guard, which is in charge and responsible for
builders, and port operations for passenger and cargo embarkation vessel inspection prior to departure.
managed their documents with the conventional way of using With a centralized data, it will link the three main agency and
paper and file storage. As these agencies and offices grow, and government offices, namely: MARINA, Port Authority and Coast
with the volume of documents and information, this system Guard (PCG), the real-time update of newly registered vessel,
usually quickly reaches its limits. In addition, it is not easy to expired/renewed certificate, passenger and/ cargo capacity,
comply with the legal requirements for proper archiving. vessel’s age, and other necessary information to be used
Documents must permanently be archived in the original format. pertaining to prevention of accidents on the sea. This
It is not sufficient to print and file an electronic document. With digitalization would pave the way for better document archiving
the modern advancement of the platforms and tools present now, in the maritime industry and safety in maritime transportation.
specifically with the use of the internet and web, most of the Generally, as the title of this research states, document
transactions are now made digitally. This transition has allowed processing involves converting manual and analog forms of
us to make things easier to process and do transactions without information into a digitized format to integrate them into daily
being physically present on the site or in the office. It saves time, business processes. Every company considers manual data to
saving trees due to paperless transactions, minimizing the effort electronic document conversion a core step in their digital
for physical appointments, and lessening the carbon footprint. transformation journey. The digitalized document-processing
One of the most effective ways to solve the problem of system can help organizations digitally replicate a document's
manually filing and managing documents is to transform the original structure, images, and layout without the hassle of
conventional way of archiving into digital and online. This would compiling and storing the volume of papers and files [2].
ease the time consumed by filing personally and going back and In line with this, to further enhance the delivery of frontline
forth and minimize the errors to be corrected on the documents. services and promote the ease of doing business, the Maritime
Also it will guide passengers and shippers with the information Industry Authority (MARINA) has commenced the preparation
they need for the vessels they intend to use in transportation. of a 4-year roadmap for its information technology. This aims to
Specifically, ship-related document processing will be filed modernize its information technology equipment and facilities,
efficiently online, like registration of ships, updating of ship integrate existing and develop new information systems, and
plans, and approval of the ship plan automate its processes nationwide.[2] According to MARINA
©2022 by the authors. This article is an open access article distributed under the terms and conditions of the
Creative Commons Attribution (CC-BY-NC-ND) license (http://creativecommons.org/licenses/by/4.0/)
Administrator VADM Robert A. Empedrad AFP (Ret), the first Relating to Registration and Licensing of Shipbuilding and Ship
step towards implementing digital connectivity in all MARINA Repair Facilities and for Other Purposes, each shipyard is
offices requires the modernization of its essential office classified according to its facility. This includes the type of dock,
equipment, such as computers, laptops, and printers. It also the dimensions of the dock, and the different areas present within

Innovatus: Special Issue on Digital Transformation

demands the need to increase internet connection speed for inter the area. This classification would be presented in the proposed
and intra-office interfaces to ensure seamless, safe, and secure Centralized Document Processing and Support System for the
digital transactions of stakeholders with the Agency [2]. ship owners to determine the capacity of each shipyard that could
As of 2021, in the area of digital transaction, systems potentially be where the owners will have their ships repaired or
development, and deployment, the MARINA will roll out one of done for maintenance. Also, under MARINA Circular 2018-02,
the initiatives which are related to shipping document processing at Section VIII, Conditions and Obligations Attendant of the
which is “Phase I of the Integrated Domestic Shipping Licenses issued are stated specifically No. 12, which mentions
Information System (IDSIS-1)”, an online facility that allows the that all licensed shipyards shall submit an electronic copy of the
filing, evaluation, payment, and processing of domestic shipping following records within thirty (30) days after the end of each
related applications such as the following: accreditation of quarter; (12.1) Drydocking Schedule booked for the next three
shipowners/operators; vessel name clearance; ship acquisition; months; (12.2) available Capacity/Utilization; Copies of
vessel plans approval; ship construction certificate; tonnage Drydocking reports issued for the previous quarter; (12.3) Copies
measurement certificate; issuance of the certificate of ownership/ of Certificates issued for Non-availability of Dry-docking space
certificate of Philippine Registry; and issuance of coastwise for the previous quarter. [4] This information is yet to be
license; bay and river license; and pleasure yacht license [2]. The digitalized and accessible to ship owners and shipping line
mentioned initiative is part of the 4-year roadmap of MARINA companies. Tracking and updating the reports and documents
for its information technology. related to the drydocking reports and schedules of the shipyard
Currently, the MARINA is undertaking the development of will be just a click away. It would be time-efficient, less hassle to
the system related to shipping document processing; “Phase II of file, and safe to keep the files. For example, if the files of a
the Integrated Domestic Shipping Information System (IDSIS2)”, particular ship have been filed and kept for a long time, it would
which is the continuation of IDSIS-1 that allows the online filing, be easier to track when recorded online. Also, the updates done
evaluation, and payment, remote encoding of ship inspection data on these files online would be real-time. This research will also
and subsequent issuance of the different ship safety inspection cover the recording and updating of the periodic drydocking and
certificates such as the following: Passenger Ship Safety survey documents of ships registered in the Philippines through
Certificate (PSSC), Cargo Ship Safety Certificate (CSSC), Cargo the online platform (CeDoPss).
Ship Safety Construction Certificate (CSSCC), Cargo Ship Safety As mentioned in the MARINA Memorandum Circular No.
Equipment Certificate (CSSEC), Fishing Vessel Ship Safety 152, with the subject description of the Amendments to Chapter
Certificate (FVSC), Exemption Certificate (EC), Certificate of I, Regulations I/6 of the Philippines Merchant Marine Rules and
Fitness for the Carriage of Liquefied Gases in Bulk (CFCLG), and Regulations (PMMRR) 1997 on Inspection, Drydocking, and
High-Speed Craft Safety Certificate (HSCSC). Statutory Certificates, its main objective is to ensure maritime
As part of its continuing effort to promote the competitiveness safety and to strengthen the implementation of the PMMRR 1997
of the country's domestic shipping industry and to support the in respect to inspection and drydocking of ships by providing
government's campaign to ease doing business across all sectors supplementary regulations relative to inspection and
of the Philippine society, the Maritime Industry Authority drydocking.[4] It is a must for ship owners and shipping
(MARINA) has already started conducting and implementing the companies to update docking reports and surveys of their ships.
Phase I of the Integrated Domestic Shipping Information System This is part of MARINA’s requirements. It is to ensure that the
(IDSIS), a web-based application that automates the filing and ships that would traverse Philippines waters are safe and have
processing of relevant domestic shipping related applications. passed the surveys done by the Authority. These documents,
This initial run for the system started last March 15, 2021. This related to ships' surveys, drydocking schedules, vessel departure,
notice was given to the applicants under the jurisdiction of the passenger and cargo manifests through a centralized and digitized
Domestic Shipping Service (DSS), Shipyard Regulations Service system, would benefit ship owners, shipping operators,
(SRS), MARINA National Capital Region Office (MRO-NCR), passengers and facilitating agencies as well.
MARINA Regional Office No. 1 & 2 (MRO 1 &2), and MARINA
Regional Office No. 4 (MRO 4) Regional Offices, to participate 2. IMPORTANCE OF THE STUDY
in the pilot testing by filing their applications through their
website for the following transactions; (1) Accreditation of As a continuation of the aim of MARINA to digitalize the
Maritime Enterprises/Entities, (2) Vessel Name Clearance, (3) processing of documents filed in their agency, the proponents
Authority to Acquire Ship, (4) Vessel Plans Approval, (5) propose a centralized document processing system for shipyard
Issuance of Certificate of Ownership/ Certificate of Philippine document records, specifically by establishing online vessel plans
Registry/License, (6) Issuance of Tonnage Measurement review committees, dockyard schedules for each shipyard, and
recording and updating of the annual and intermediate survey
Certificate, (7) Registration of Recreational Boats. [3].
documents of ships registered in the Philippines. This system will
The IDSIS system implemented by MARINA does not help the ship owners and operators to check online comments on
include processing documents related to the dockyard schedules the vessel plans submitted and required for submission, the
of shipyards and recording and updating surveys of ships availability of vacant shipyards in each region, and the province
registered in the Philippines. About MARINA Circular No. 2018- that would cater to the needs of their ships to be repaired or for
02, with a subject description of Revised Rules and Regulations maintenance. In the system, the ship owners will be able to see

©2022 by the authors. This article is an open access article distributed under the terms and conditions of the
Creative Commons Attribution (CC-BY-NC-ND) license (http://creativecommons.org/licenses/by/4.0/)
what specific shipyards have vacancies in their dockyard, the type REFERENCES
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Innovatus: Special Issue on Digital Transformation

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©2022 by the authors. This article is an open access article distributed under the terms and conditions of the
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