ENC Maintenance Reord

ADMIRALTY ENC Maintenance Record Version I 0
ADMIRALTY ENC Maintenance Record
IMPORTANT - SEE RELATED ADMIRALTY PUBLICATIONS
• ADMIRALTY Notices to Mariners (AnnuaL, Permanent, Preliminary and Temporary)

• ADMIRALTY Mariner's Handbook (NP 100) (especially Chapters I & 2 on the use, accuracy and Limitations of Charts)
• ADMIRALT Y Guide to the Practical Use of ENCs (NP23I)
• ADMIRALTY Guide to ECDIS Implementation, Policy and Procedures (NP232)
United Kingdom NPI33C

Hydrographie Office 2014
ADMIRALTY E N C Maintenance Record
Introduction
The purpose o f t h e ADMIRALTY ENC Maintenance Record (NPI33C) isto provide
the mariner with an easy method for managing and maintaining aLL ENC data
received and applied t o the ECDIS in use on board a vessel. NPI33C is a
companion to NP 133A, ADMIRALTY Paper Chart Maintenance Record used by
many commerciai vessels t o manage their paper chart holdings.
It also provides an authoritative document t o assist in the auditing and inspection

of ENCs and their Updates. The ADMIRALTY ENC Maintenance Record is
intended for use as an integral part of a vessel's Safety Management System (SMS)
in line with the International Safety Management (ISM) Code.
The ISM Code provides an international Standard for the safe management and
Operation of vessels. Under the Code, a Company must develop, maintain and
impiement an SMS. This should be used by the Company and its employees t o
manage the wide ränge of risks associated with Operation of vessels. Use of the
ADMIRALTY ENC Maintenance Record as part of navigation bridge procedures
should be recognised within procedures documented in the SMS.
In order t o assist development of efficient procedures for the Operation and

management of ECDIS, the United Kingdom Hydrographie Office also publishes
NP231, ADMIRALTY Guide t o the Practical Use of ENCs and NP232, ADMIRALTY
Guide t o ECDIS Implementation, Policy and Procedures. Both publications can be
used t o inform how the ENC Maintenance Record is used for specific vessels.
Users should ensure that they are familiär with the procedures defined within their
SMS before using this publication. The flow diagram on the following page
provides a usefultop-levelguideto each individual section which can be
incorporated into the SMS. Users should consuLt the f l o w diagram and print out
appropriate information before storing it in accordance with the numbered
sections and dividers provided.
This record is designed t o be usable with any ENC service but some of the terms
used are specific t o ADMIRALTY Services.
ADMIRALTY ENC Maintenance Record Version 10
This flow diagram details the actions to be taken on receipt of

Receipt o f the weekly Updates and during periodic ECDIS maintenance.
w e e k l y Updates The different sections ofthis publication are referred to by their
section number.
ScheduLeA • • • • • Store Schedule A
• Store ENC Media (Base or Updates)

3
Media ^ • Record receipt of ENC media and permits
• Record receipt of AIO media (if in use) 4
README Print and störe README file

[>
file
Weekly NMs
Section VIII i>
Store ADMIRALTY Weekly NMs Section VIII
and other notices 6
• Install Updates on all ECDIS Systems

• Update document record 3
> • InstaLL AIO data
• Update document record 4
Check content of NMs Section VIII

6
I Check Withdrawn ENCs are deleted from ECDIS
Update Withdrawn ENCs Status 7

Periodic ECDIS Ensure OEM ECDIS Updates are Loaded
Maintenance > Update document record 8
Check OEM and Standards information

I Review, check and update 8
Contents
This record is divided into the foLLowing sections:
Digital Chart Service Certificates
2 ScheduLeA
^ ENC Status
Temporary & PreLiminary Notices t o Mariners and ADMIRALTY

4 Information Overlay Status
^ Important Service Notices - the README File
A Section VIII of ADMIRALTY Notices t o Mariners
~J Cancelled and Withdrawn ENCs
^ Maintenance of ECDIS
ECDIS Installation
Sections 10- i 2 may be used for suppLementary information if required.

IMPORTANT NOTE
Although reasonable skill and care have been taken with the production of this
record and the guidance contained therein, the UKHO cannot Warrant that it is free
from errors or omissions.
The publication has been prepared to assist the recording of Updates applied to
ENCs on an ECDIS. No warranty is given that it deals comprehensively with all
record-keeping requirements or, where a particular matter is addressed, that it sets
o u t the position definitively.
© Crown Copyright 2014. All rights reserved.

No part of this publication may be reproduced, stored in a retrievaL system or transmitted in any
form or by any means, electronic, mechanical, photocopying, recording or otherwise without the
prior written permission of the UK Hydrographie Office, Admiralty Way, Taunton, Somerset,
TA! 2DN, United Kingdom
Further copies of the templates used are available to freely download for use in this record.
They are available at: http://www.admiraLty.co.uk/NPI33Ctemplates
Digital Chart Service Certificates
Insert digital chart service certificates here such as that provided with AVCS.
This should be reprinted when ENC hoLdings are changed/added-to or renewed.
AVCS ADMIRALTY
Vector Chart Service
ADMIRALTY ENC Maintenance Record Version I -0

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Schedule A
This section shouLd contain a printout of the Latest Schedule A provided with AVCS.
This wiLL show which ENCs are Licensed for use by the vesseL and which Base CDs or
DVD Volumes are required to install them.

ADMIRALTY ENC Maintenance Record Version
E N C Status
This section shouLd be used to record the receipt of ENC base or update media. It
shouLd aLso be used to record the instaLLation ofthis media on each ECDIS in use.
If a hoLdings management system such as ADMIRALTY e-Navigator is in use, a

printout containing this information can be included here.

ADMIRALTY ENC Maintenance Record Version I
ECDIS HoLdings Record General notes:
Refer to Schedule A for media volumes to install
Date Week Category Media Corresponding Date Applied Signed

Received Number (DVD, CD, Permit Location
Base Update Download) ECDIS ECDIS Comment Navigating Master
i 2 Officer
ADMIRALTY ENC Maintenance Record ECDIS HoLdings Record Version I -0

ECDIS Holdings Record General notes:
Referto Schedule Afor media volumes to install.

Received Number (DVD. CD, Permit Location
1 2 Officer
ADMIRALTY ENC Maintenance Record ECDIS Holdings Record Version I 0

Refer to ScheduLe A for media vc

2 Officer
ADMIRALTY ENC Maintenance Record ECDIS Holdings Record Version 1-0

Refer to ScheduLe A for media volumes to instaLl.

2 Officer

Refer to ScheduLe A for media volumes to install

2 Officer
ADMIRALTY ENC Maintenance Record ECDIS Holdings Record Version I -0

Referto ScheduLe Afor media volumes to install.

2 Officer
ADMIRALTY ENC Maintenance Record ECDIS Holdings Record Version I 0

Referto Schedule Afor media volumes to install.

2 Officer

Refer to ScheduLe A for media voLumes to install.

Received Number (DVD. CD. Permit Location
2 Officer

Refer to ScheduLe A for media vc
Date 1 Week Category Media Corresponding Date Applied Signed

(DVD, CD, Permit Location
2 Officer

Referto ScheduLe Afor media voLumes to install.

1 2 Officer

Temporary & PreLiminary Notices to Mariners and ADMIRALTY
Information Overlay Status
The important role that Temporary and PreLiminary (T&P) Notices to Mariners play
in paper chart navigation, providing the mariner with navigationaLLy significant
information is notyetfuLLy mirrored in the digital worLd. Whilst AVCS ENC Updates
normally reflect all new information published in paper Notices to Mariners this
may not be the case for T&P NMs as ENC producers adopt a variety
of different methods to promulgate these Updates.
A List of ENC producers whose policy is to include T&P NM information in their

ENCs can be found at http://www.ukho.gov.uk/AVCS and in the INFO folder on all
AVCSdiscs.
The ADMIRALTY Information OverLay (AIO) is a digital dataset designed to be
displayed over AVCS in ECDIS and other chart display Systems. The AiO contains all
ADMIRALTY T&P NMs and highLights navigationaLLy significant differences between
ENCs and ADMIRALTY paper Charts, published as ENC PreLiminary NMs (EPNMs).
This section shouLd be used to record the receipt of paper T&P NMs including Local
paper notices together with any actions taken in respect of them. It should also be
used to record the receipt and instaLLation of the AIO if in use.

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ADMIRALTY ENC Maintenance Record Version 10

AIO/T&P NMs Record Generat notes:
Internal Date Week AIO (DVD, CD, PaperT&PNMs Date Action taken (e.g. Mariner Comment
Reference Received Number Download) Reviewed Note added to ECDIS)
ADMIRALTY ENC Maintenance Record AIO/T&P NMs Record Version I -0

AIO/T&P NMs Record | General notes:
ADMIRALTY ENC Maintenance Record AIO/T&P NMs Record Version 10

AIO/T&P Nf General notes:
:
'• " • : _:
ADMIRALTY ENC Maintenance Record AIO/T&P NMs Record Version 1-0

AIO/T&P NMs Record General notes:
ADMIRALTY ENC Maintenance Record AIO/T&P NMs Record Version I 0

General notes:
ADMIRALTY ENC Maintenance Record AIO/T&P NMs Record Version LO

ADMIRALTY ENC Maintenance Record AIO/T&P NMs Record Version 1-0




ADMIRALTY ENC Maintenance Record AIO/T&P NMs Record Version 10

Important Service Notices - the README File
ALL ENC service providers should incLude a README.TXT file with their ENC
exchange sets. An S-63 exchange set should incLude this file within the ENC_ROOT
foLder. This file, as a minimum, will include general information provided by the ENC
producers. However, itwiLL often be supplemented with other relevant information
supplied bythe ENC service provider.
All AVCS discs contain a README.TXT file which includes important safety
information that shouLd be read before using the service.
The README.TXT file is updated every week and changes are highlighted in a'Latest
Corrections' section at the beginning. The fl Le shouLd be read as part of the weekly
ENC update process to ensure that all relevant changes are understood and notif ied.
The file is Located in the ENC_ROOT foLder and contains the following information:
> Specific charting practices of some ENC producers which may be significant
to navigation.
> Specific updating practices of some ENC producers such as deLays between
the issue of paper NMs and ENC Updates.
> Identified overlaps between ENCs which may cause problems in dispLay
Systems.
> ENCs which have been withdrawn from service for any reason and which
shouLd not be used (permits wiLL not normaLly be issued for these ENCs).
> Specific Licence and discLaimer text required by some ENC producers.
The most recent README.TXT file should be printed and saved in this section.
The table should then be used to record a review of the file and any actions arising
from it.

I

Date of issue Reviewed by Relevant changes notified Comments
ADMIRALTY ENC Maintenance Record Record of review of README.TXT file Version I -0

Record of review of REA
ADMIRALTY ENC Maintenance Record Record of review of README.TXT file Version I 0

Record of review of README.TXT file

ADMIRALTY ENC Maintenance Record Record of review of README.TXT file Version I 0


Record of review oi

ADMIRALTY ENC Maintenance Record Record of review of README.TXT file Version LO



ADMIRALTY ENC Maintenance Record Record of review of README.TXT file Version 10

Section VIII of ADMIRALTY Notices to Mariners
Update information relating to ENCs and digital products issued by the UKHO is
provided in Section VIII ofthe weekly ADMIRALTY Notices to Mariners. This
information should be reviewed regularly and any relevant Updates notified.
Section VIII of the weekly ADMIRALTY Notices to Mariners may be stored here and
a record of review completed.

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tices to Mariners
Week number Reviewed by Relevant changes notified Comments
ADMIRALTY ENC Maintenance Record Record oF review of Section Vlll of ADMIRALTY Notices to Mariners Version I -0
Record of review of Section Vlll of ADMIRALTY Notices to Mariners
ADMIRALTY ENC Maintenance Record Record of review of Section Vlll of ADMIRALTY Notices to Mariners Version I 0
Record of review of Section Vlll of ADMIRALTY Nc
ADMIRALTY ENC Maintenance Record Record of review of Section Vlll of ADMIRALTY Notices to Mariners Version I -0
Record of review of Sect
Record of review of Section Vlll of AD
Record of review of Section VIII of ADMIRALTY Notices to Mariners
Week number Reviewed by . .

Relevant changes notified
Comments
ADMIRALTY ENC Maintenance Record Record of review of Section Vlll of ADMIRALTY Notices to Mariners Version LO
Cancelled and Withdrawn E N C s
"CanceLLation" is the term used when an ENC producer issues an update to canceL
and deLete a base ENC. Since an ENC can onLy be updated bythe ENC producer, it
foLlows that an ENC can onLy be canceLLed by the ENC producer.
There are two ways in which an ECDIS can manage canceLLed ENCs:
1. AutomaticaLLy remove the ENC from the ECDIS when an ENC is identified as
canceLLed, The user is informed of this during Loading of the data or at the end of
the process.
2. ALLow the user to decide whether to retain the ENC on the ECDIS or remove it.
If the user chooses to retain the ENC, a permanent warning will be displayed on
the screen whilst the canceLLed ENC is viewed. Such ENCs may not be up-to-
date and must not be used for navigation.
"WithdrawaL" is the term used when the UKHO decides to withdraw an ENC from
AVCS, since the UKHO is unable to "cancel" an ENC from another ENC producer.
The key distinction is that if an ENC is withdrawn, there is nothing to prevent end
users continuing to use the ENC until their permit expires.
While ENCs remain withdrawn they will not be updated and their carriage will not
satisfy SOLAS requirements. Mariners are therefore recommended to remove
these ENCs from the ECDIS or ECS onto which they have been Loaded.
ENCs withdrawn f r o m AVCS shouLd be manuaLLy removed f r o m the ECDIS

and their removaL checked periodicaLly. Any ENCs which need to be manuaLLy
removed from the ECDIS shouLd be recorded in this section.
Note:
Information on withdrawn ENCs information can be found:
1) in Section 3 ofthe'README.TXT in the ENC_ ROOT foLder of AVCS Media
2) On the UKHO Website: http://www.ukho.gov.uk/AVCS

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ADMIRALTY ENC Maintenance Record Record of Withdrawn ENCs Version I -0
ADMIRALTY ENC Maintenance Record Record of Withdrawn ENCs Version 10
Maintenance of ECDIS
This section is designed to record periodic ECDIS Software maintenance. It contains

two partsj the first covers system maintenance such as that carried out by the
manufacturer.
The second part is to record changes such as Updates to IHO Standards (e.g. the
Presentation Library) or periodic purging of ENC permits and data from the system
to ensure that canceLLed ENCs are removed from the system.
The IHO Website contains a definitive List of the Latest edition of IHO Standards
which appLy to ECDIS that concern the dispLay and avaiLabiÜty of chart data
in ECDIS: http://www.iho.int
The need to maintain ECDIS Software is stated in IMO SN. I /circ.266/Rev !.
An ECDIS which is not updated forthe Latest version of IHO Standards may not
meet the chart carriage requirements as set out in SOLAS regulation V/19.2.1.4.

I
ADMIRALTY ENC Maintenance Record Version I '0

System Maintenance and Manufacturer Required Date Comments and observations e.g. descriptions of fixes, Date Signed
Suggested Maintenance (from OEM Website) contents of system Updates and/or enhancements Checked
ADMIRALTY ENC Maintenance Record ECDIS Maintenance - Systems Version 1-0

ECDIS Maintenance - Systems
System Maintenance and Manufacturer Required Date Comments and observations e.g. descriptions of fixes, Date Signed
Suggested Maintenance (from OEM Website) contents of system Updates and/or enhancements Checked
ADMIRALTY ENC Maintenance Record ECDIS Maintenance - Systems Version I 0

IHO and ECDIS Standards in use from the Date Website Instatted on Comments and Observations Date ECDIS Signed
IHO Website Last Checked ECDIS Checked
S52 Presentation Library Revision
S63 Version
IHO Check Dataset
ADMIRALTY ENC Maintenance Record ECDIS Maintenance - Standards Version I -0

ECDIS Maintenance - Standai
IHO and ECDIS Standards in use from the Date Website Instalied on Comments and Observations Date ECDIS Signed
IHO Website Last Checked ECDIS Checked
S52 Presentation Library Revision
S63 Version
IHO Check Dataset
ADMIRALTY ENC Maintenance Record ECDIS Maintenance - Standards Version I -0

ECDIS InstaLLation
This section can be used to hold any ECDIS installation information such as a basic
Line diagram to show the equipment interfaced with the ECDIS and details of the
sensors and their configuration.
This section could also contain diagnostic checklists and system-specific
information. It shouLd be developed and maintained regularly. ALL watchkeeping
officers shouLd beencouraged to understand the basic Layout ofthe bridge, its
connections and interfaces. They shouLd also be abLe to carry out simple diagnostic
tests in the event of problems to isolate their cause and determine their impact.

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ADMIRALTY ENC Maintenance Record Version I 0

ADMIRALTY ENC Maintenance Record

IMPORTANT - SEE RELATED ADMIRALTY PUBLICATIONS

• ADMIRALTY Notices to Mariners (AnnuaL, Permanent, Preliminary and Temporary)

United Kingdom NPI33C

ADMIRALTY E N C Maintenance Record

It also provides an authoritative document t o assist in the auditing and inspection

In order t o assist development of efficient procedures for the Operation and

This flow diagram details the actions to be taken on receipt of

ScheduLeA • • • • • Store Schedule A

• Store ENC Media (Base or Updates)

• Record receipt of AIO media (if in use) 4

README Print and störe README file

• Install Updates on all ECDIS Systems

Check content of NMs Section VIII

Update Withdrawn ENCs Status 7

Check OEM and Standards information

This record is divided into the foLLowing sections:

Digital Chart Service Certificates

Temporary & PreLiminary Notices t o Mariners and ADMIRALTY

^ Important Service Notices - the README File

A Section VIII of ADMIRALTY Notices t o Mariners

~J Cancelled and Withdrawn ENCs

Sections 10- i 2 may be used for suppLementary information if required.

© Crown Copyright 2014. All rights reserved.

ADMIRALTY ENC Maintenance Record Version I -0

ADMIRALTY ENC Maintenance Record Version I 0

ADMIRALTY ENC Maintenance Record Version I -0

If a hoLdings management system such as ADMIRALTY e-Navigator is in use, a

ADMIRALTY ENC Maintenance Record Version I 0

Date Week Category Media Corresponding Date Applied Signed

ADMIRALTY ENC Maintenance Record ECDIS HoLdings Record Version I -0

Date Week Category Media Corresponding Date Applied Signed

ADMIRALTY ENC Maintenance Record ECDIS Holdings Record Version I 0

Date Week Category Media Corresponding Date Applied Signed

ADMIRALTY ENC Maintenance Record ECDIS Holdings Record Version 1-0

Date Week Category Media Corresponding Date Applied Signed

ADMIRALTY ENC Maintenance Record ECDIS HoLdings Record Version I -0

Date Week Category Media Corresponding Date Applied Signed

ADMIRALTY ENC Maintenance Record ECDIS Holdings Record Version I -0

Date Week Category Media Corresponding Date Applied Signed

ADMIRALTY ENC Maintenance Record ECDIS Holdings Record Version I 0

Date Week Category Media Corresponding Date Applied Signed

ADMIRALTY ENC Maintenance Record ECDIS Holdings Record Version I -0

Date Week Category Media Corresponding Date Applied Signed

ADMIRALTY ENC Maintenance Record ECDIS Holdings Record Version I -0

Date 1 Week Category Media Corresponding Date Applied Signed

ADMIRALTY ENC Maintenance Record ECDIS Holdings Record Version I -0

Date Week Category Media Corresponding Date Applied Signed

ADMIRALTY ENC Maintenance Record ECDIS HoLdings Record Version I -0

A List of ENC producers whose policy is to include T&P NM information in their

ADMIRALTY ENC Maintenance Record Version

ADMIRALTY ENC Maintenance Record Version 10

ADMIRALTY ENC Maintenance Record AIO/T&P NMs Record Version I -0

ADMIRALTY ENC Maintenance Record AIO/T&P NMs Record Version 10

ADMIRALTY ENC Maintenance Record AIO/T&P NMs Record Version 1-0

ADMIRALTY ENC Maintenance Record AIO/T&P NMs Record Version I 0

ADMIRALTY ENC Maintenance Record AIO/T&P NMs Record Version LO

ADMIRALTY ENC Maintenance Record AIO/T&P NMs Record Version 1-0

ADMIRALTY ENC Maintenance Record AIO/T&P NMs Record Version I -0

ADMIRALTY ENC Maintenance Record AIO/T&P NMs Record Version I -0

ADMIRALTY ENC Maintenance Record AIO/T&P NMs Record Version I -0

ADMIRALTY ENC Maintenance Record AIO/T&P NMs Record Version 10