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Document Management (DMS)

A secure, centralized digital document store for your entire maritime operation. Manage crew identity documents, work permits, medical certificates, employment contracts, vessel statutory certificates, and more — with automatic expiry alerts to keep you always inspection-ready.

Crew Documents Vessel Statutory Docs Expiry Alerts File Preview Work Permits Medical Certificates

Module Features

Never Miss a Document Expiry Again

AiKapal DMS replaces scattered folders, email attachments, and paper filing with a structured, searchable, and permission-controlled document management system built for maritime compliance.

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Crew Identity Documents

Store passport copies, seaman's books, national identity cards, and visa documents for every seafarer. Documents are linked directly to crew profiles and searchable by name, rank, or document number.

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Work Permits & Visas

Manage work permit and visa documentation for multinational crews. Track issue dates, expiry dates, and country-specific requirements. Automated alerts notify HR before crew visas or permits expire during active assignments.

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Medical Certificates

Store ENG1 medical fitness certificates, pre-employment medical records, and specialist medical reports. Compliance dashboards flag crew whose medical certificates are due for renewal before they embark on the next voyage.

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Employment Contracts

Maintain digitally signed employment contracts (SEA — Seafarers Employment Agreement) for all crew. Contract version history, renewal tracking, and automated reminders ensure no crew member sails without a current valid contract.

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Vessel Statutory Documents

Organize all vessel-level certificates — International Safety Management (ISM), Safety Management Certificate (SMC), Document of Compliance (DOC), MARPOL Annexes, ISPS, Load Line, Tonnage, and class certificates — in one place per vessel.

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Vessel Document Issues Log

Track Port State Control observations, flag state deficiency notices, and class condition of class records. Log issue date, authority, description, required action, target closure date, and current status — with full resolution history.

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File Preview & Download

Preview PDF, image, and office documents directly in the browser without downloading — saving time and reducing the risk of locally stored sensitive documents. Controlled download permissions ensure only authorized personnel can export files.

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Expiry Alerts & Dashboard

A centralized expiry alert dashboard showing all crew and vessel documents expiring within 30, 60, or 90 days. Automated email notifications are sent to HR managers and fleet superintendents before critical documents lapse.

Document Coverage

Every Maritime Document Type, Covered

AiKapal DMS organizes your documents into structured categories for crew and vessels — making retrieval fast and audit preparation effortless.

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Crew Document Types

Seaman's Book (CDC)

Passport & National ID

STCW Certificates of Competency

STCW Certificates of Proficiency

Medical Fitness Certificate (ENG1)

Yellow Fever & Vaccination Cards

Work Permits & Visas

Seafarers Employment Agreement (SEA)

Flag State Endorsements

Pre-Employment Medical Records

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Vessel Document Types

Safety Management Certificate (SMC)

Document of Compliance (DOC)

ISPS International Ship Security Certificate

International Load Line Certificate

Tonnage Certificate

Class Certificates (Hull & Machinery)

MARPOL Annex I, IV, V Certificates

Registry & Flag State Documents

P&I Club Cover Notes

Port State Control Reports

Interface Preview

Document Control Made Simple

Fast search, inline preview, and expiry dashboards — designed to save your compliance team hours every week.

⏰ Expiry Dashboard

Document Expiry Centre

A colour-coded dashboard showing all expiring crew and vessel documents — sorted by urgency with one-click renewal reminders.

👁️ File Preview

In-Browser File Preview

Preview PDFs and images directly in the platform without downloading. Role-based access controls who can view or export each document type.

🔍 Document Search

Global Document Search

Search all documents across crew and vessels by type, name, certificate number, expiry date, or vessel — results in milliseconds.

Document Management (DMS)

Never Miss a Document Expiry Again

Every Maritime Document Type, Covered

Document Control Made Simple

Related Modules

Go Paperless. Stay Always Compliant.