Annex Seafarers'' identity documents convention (revised) 2003
The General Conference of the International Labour Organisation,
Having been convened at Geneva by the Governing Body of the
International Labour Office, and having met in its Ninety-first Session on 3 June
Mindful of the continuing threat to the security of
passengers and crews and the safety of ships, to the national interest of States and
to individuals, and
Mindful also of the core mandate of the
Organisation, which is to promote decent conditions of work, and
Considering that, given the global nature of the shipping
industry, seafarers need special protection, and
principles embodied in the Seafarers' Identity Documents Convention, 1958, concerning
the facilitation of entry by seafarers into the territory of Members, for the purposes
of shore leave, transit, transfer or repatriation, and
the Convention on the Facilitation of International Maritime Traffic, 1965, as
amended, of the International Maritime Organisation, in particular, Standards 3.44 and
Noting further that United Nations General Assembly
Resolution A/RES/57/219 (Protection of human rights and fundamental freedoms while
countering terrorism) affirms that States must ensure that any measure taken to combat
terrorism complies with their obligations under international law, in particular
international human rights, refugee and humanitarian law, and
Being aware that seafarers work and live on ships involved in
international trade and that access to shore facilities and shore leave are vital
elements of seafarers' general well-being and, therefore, to the achievement of safer
shipping and cleaner oceans, and
Being aware also that the
ability to go ashore is essential for joining a ship and leaving after the agreed
period of service, and
Noting the amendments to the
International Convention for the Safety of Life at Sea, 1974, as amended, concerning
special measures to enhance maritime safety and security, that were adopted by the
International Maritime Organisation Diplomatic Conference on 12 December 2002, and
Having decided upon the adoption of certain proposals with
regard to the improved security of seafarers' identification, which is the seventh
item on the agenda of the session, and
Having decided that these
proposals shall take the form of an international Convention revising the Seafarers'
Identity Documents Convention, 1958,
Adopts this nineteenth day
of June of the year two thousand and three, the following Convention, which may be
cited as the Seafarers' Identity Documents Convention (Revised), 2003,
Annex I Model for seafarers'' identity document
The seafarers' identity document, whose form and content are set
out below, shall consist of good-quality materials which, as far as practicable,
having regard to considerations such as cost, are not easily accessible to the general
public. The document shall have no more space than is necessary to contain the
information provided for by the Convention.
It shall contain the
name of the issuing State and the following statement:
document is a seafarers' identity document for the purpose of the Seafarers' Identity
Documents Convention (Revised), 2003, of the International Labour Organisation. This
document is a stand-alone document and not a passport."
page(s) of the document indicated in bold below shall be protected by a laminate or
overlay, or by applying an imaging technology and substrate material that provide an
equivalent resistance to substitution of the portrait and other biographical data.
The materials used, dimensions and placement of data shall
conform to the International Civil Aviation Organisation (ICAO) specifications as
contained in Document 9303 part 3 (second edition, 2002) or Document 9303 part 1
(fifth edition, 2003).
Other security features shall include at
least one of the following features:
security features, use of special inks, special colour designs, perforated images,
holograms, laser engraving, micro-printing, and heat-sealed lamination.
Data to be entered on the data page(s) of the seafarers'
identity document shall be restricted to:
I. Issuing authority:
II. Telephone number(s), e-mail and website of the authority:
III. Date and place of issue:
original photograph of seafarer
(a) Full name
(c) Date and place of birth:
(e) Any special physical characteristics of
seafarer that may assist identification:
(g) Date of expiry:
(h) Type or designation of document:
(i) Unique document number:
(j) Personal identification number
(k) Biometric template based on a
fingerprint printed as numbers in a bar code conforming to a standard to be developed:
(l) A machine-readable zone conforming to
ICAO specifications in Document 9303 specified above.
IV. Official seal or stamp of the issuing
authority Explanation of data
The captions on
fields on the data page(s) above may be translated into the language(s) of the issuing
State. If the national language is other than English, French or Spanish, the captions
shall also be entered in one of these languages.
alphabet should be used for all entries in this document.
information listed above shall have the following characteristics:
I. Issuing authority: ISO code for the
issuing State and the name and full address of the office issuing the seafarers'
identity document as well as the name and position of the person authorising the
II. The telephone number, e-mail and
website shall correspond to the links to the focal point referred to in the
III. Date and place of issue: the
date shall be written in two-digit Arabic numerals in the form day/month/year ’ e.g.
31/12/03; the place shall be written in the same way as on the national passport.
Size of the portrait photograph: as in ICAO Document 9303
(a) Full name of seafarer:
where applicable, family name shall be written first, followed by the seafarer’s other
(b) Sex: specify "M" for male or "F"
(c) Date and place of birth: the
date shall be written in two-digit Arabic numerals in the form day/month/year; the
place shall be written in the same way as on the national passport.
(d) Statement of nationality: specify
(e) Special physical
characteristics: any evident characteristics assisting identification.
(f) Signature of seafarer.
(g) Date of expiry: in two-digit Arabic
numerals in the form day/month/year.
or designation of document: character code for document type, written in capitals in
the Roman alphabet (S).
(i) Unique document
number: country code (see I above) followed by an alphanumeric book inventory number
of no more than nine characters.
identification number: optional personal identification number of the seafarer;
identification number of no more than 14 alphanumeric characters.
(k) Biometric template: precise
specification to be developed.
Machine-readable zone: according to ICAO Document 9303 specified above.
Annex II Electronic database
The details to be provided for each record in the electronic
database to be maintained by each Member in accordance with Article 4(1), (2), (6) and
(7) of this Convention shall be restricted to:
1. Issuing authority named on the identity
2. Full name of seafarer as written
on the identity document.
3. Unique document
number of the identity document.
4. Date of
expiry or suspension or withdrawal of the identity document.
5. Biometric template appearing on the
7. Details of all inquiries made concerning
the seafarers' identity document.
Annex III Requirements and recommended procedures and practices concerning the
issuance of seafarers'' identity documents
This Annex sets out minimum requirements relating to procedures
to be adopted by each Member in accordance with Article 5 of this Convention, with
respect to the issuance of seafarers' identity documents (referred to below as
SIDs), including quality-control procedures.
Part A lists the
mandatory results that must be achieved, as a minimum, by each Member, in
implementing a system of issuance of SIDs.
Part B recommends
procedures and practices for achieving those results. Part B is to be given full
consideration by Members, but is not mandatory.
Part A Mandatory results
1. Production and delivery of blank SIDs
Processes and procedures are in place to ensure the necessary
security for the production and delivery of blank SIDs, including the following:
(a) all blank SIDs are of uniform quality
and meet the specifications in content and form as contained in Annex I;
(b) the materials used for production are
protected and controlled;
(c) blank SIDs
are protected, controlled, identified and tracked during the production and delivery
(d) producers have the means of
properly meeting their obligations in relation to the production and delivery of
(e) the transport of the blank
SIDs from the producer to the issuing authority is secure.
2. Custody, handling and accountability for blank
and completed SIDs
Processes and procedures are in place to ensure the necessary
security for the custody, handling and accountability for blank and completed SIDs,
including the following:
(a) the custody
and handling of blank and completed SIDs is controlled by the issuing authority;
(b) blank, completed and voided SIDs,
including those used as specimens, are protected, controlled, identified and
(c) personnel involved with the
process meet standards of reliability, trustworthiness and loyalty required by their
positions and have appropriate training;
(d) the division of responsibilities
among authorised officials is designed to prevent the issuance of unauthorised SIDs.
3. Processing of applications; suspension or
withdrawal of SIDs; appeal procedures
Processes and procedures are in place to ensure the necessary
security for the processing of applications, the completion of the blank SIDs into
personalised SIDs by the authority and unit responsible for issuing them, and the
delivery of the SIDs, including:
processes for verification and approval ensuring that SIDs, when first applied for
and when renewed, are issued only on the basis of:
(i) applications completed with all
information required by Annex I;
of identity of the applicant in accordance with the law and practice of the issuing
(iii) proof of nationality or
(iv) proof that the
applicant is a seafarer within the meaning of Article 1;
(v) assurance that applicants, especially
those with more than one nationality or having the status of permanent residents,
are not issued with more than one SID;
verification that the applicant does not constitute a risk to security, with proper
respect for the fundamental rights and freedoms set out in international
(b) the processes ensure that:
(i) the particulars of each item
contained in Annex II are entered in the database simultaneously with issuance of
(ii) the data, photograph,
signature and biometric gathered from the applicant correspond to the applicant; and
(iii) the data, photograph, signature and
biometric gathered from the applicant are linked to the application throughout the
processing, issuance and delivery of the SID;
(c) prompt action is taken to update the
database when an issued SID is suspended or withdrawn;
(d) an extension and/or renewal system
has been established to provide for circumstances where a seafarer is in need of
extension or renewal of his or her SID and in circumstances where the SID is lost;
(e) the circumstances in which SIDs may
be suspended or withdrawn are established in consultation with shipowners' and
(f) effective and
transparent appeal procedures are in place.
Operation, security and maintenance of the database
Processes and procedures are in place to ensure the necessary
security for the operation and maintenance of the database, including the following:
(a) the database is secure from tampering
and from unauthorised access;
(b) data are
current, protected against loss of information and available for query at all times
through the focal point;
(c) databases are
not appended, copied, linked or written to other databases; information from the
database is not used for purposes other than authenticating the seafarers' identity;
(d) the individual’s rights are
(i) the right to
privacy in the collection, storage, handling and communication of personal data;
(ii) the right of
access to data concerning him or her and to have any inaccuracies corrected in a
5. Quality control of procedures and
(a) Processes and procedures are in place
to ensure the necessary security through the quality control of procedures and
periodic evaluations, including the monitoring of processes, to ensure that required
performance standards are met, for:
production and delivery of blank SIDs;
custody, handling and accountability for blank, voided and personalised SIDs;
(iii) processing of applications,
completion of blank SIDs into personalised SIDs by the authority and unit
responsible for issuance and delivery;
operation, security and maintenance of the database.
(b) Periodic reviews are carried out to
ensure the reliability of the issuance system and of the procedures and their
conformity with the requirements of this Convention.
(c) Procedures are in place to protect
the confidentiality of information contained in reports on periodic evaluations
provided by other ratifying Members.
Part B Recommended procedures and practices
1 Production and delivery of blank SIDs
1.1. In the interest of security and
uniformity of SIDs, the competent authority should select an effective source for
the production of blank SIDs to be issued by the Member.
1.2. If the blanks are to be produced
on the premises of the authority responsible for the issuance of SIDs (the issuing
authority), section 2.2 below applies.
1.3. If an outside enterprise is
selected, the competent authority should:
1.3.1. check that the enterprise is of
undisputed integrity, financial stability and reliability;
1.3.2. require the enterprise to
designate all the employees who will be engaged in the production of blank SIDs;
1.3.3. require the enterprise to
furnish the authority with proof that demonstrates that there are adequate systems
in place to ensure the reliability, trustworthiness and loyalty of designated
employees and to satisfy the authority that it provides each such employee with
adequate means of subsistence and adequate job security;
1.3.4. conclude a written agreement
with the enterprise which, without prejudice to the authority’s own responsibility
for SIDs, should, in particular, establish the specifications and directions
referred to under section 1.5 below and require the enterprise:
22.214.171.124. to ensure that only the
designated employees, who must have assumed strict obligations of confidentiality,
are engaged in the production of the blank SIDs;
126.96.36.199. to take all necessary security
measures for the transport of the blank SIDs from its premises to the premises of
the issuing authority. Issuing agents cannot be absolved from the liability on the
grounds that they are not negligent in this regard;
188.8.131.52. to accompany each consignment
with a precise statement of its contents; this statement should, in particular,
specify the reference numbers of the SIDs in each package;
1.3.5. ensure that the agreement
includes a provision to allow for completion if the original contractor is unable
1.3.6. satisfy itself,
before signing the agreement, that the enterprise has the means of properly
performing all the above obligations.
1.4. If the blank SIDs are to be
supplied by an authority or enterprise outside the Member’s territory, the
competent authority of the Member may mandate an appropriate authority in the
foreign country to ensure that the requirements recommended in this section are
1.5. The competent authority should,
1.5.1. establish detailed
specifications for all materials to be used in the production of the blank SIDs;
these materials should conform to the general specifications set out in Annex I to
1.5.2. establish precise
specifications relating to the form and content of the blank SIDs as set out in
1.5.3. ensure that the
specifications enable uniformity in the printing of blank SIDs if different
printers are subsequently used;
provide clear directions for the generation of a unique document number to be
printed on each blank SID in a sequential manner in accordance with Annex I; and
1.5.5. establish precise specifications
governing the custody of all materials during the production process.
2 Custody, handling and accountability for blank and completed SIDs
2.1. All operations relating to the
issuance process (including the custody of blank, voided and completed SIDs, the
implements and materials for completing them, the processing of applications, the
issuance of SIDs, the maintenance and the security of databases) should be carried
out under the direct control of the issuing authority.
2.2. The issuing authority should
prepare an appraisal of all officials involved in the issuance process
establishing, in the case of each of them, a record of reliability,
trustworthiness and loyalty.
issuing authority should ensure that no officials involved in the issuance process
are members of the same immediate family.
2.4. The individual responsibilities of
the officials involved in the issuance process should be adequately defined by the
2.5. No single
official should be responsible for carrying out all the operations required in the
processing of an application for a SID and the preparation of the corresponding
SID. The official who assigns applications to an official responsible for issuing
SIDs should not be involved in the issuance process. There should be a rotation in
the officials assigned to the different duties related to the processing of
applications and the issuance of SIDs.
2.6. The issuing authority should draw
up internal rules ensuring:
the blank SIDs are kept secured and released only to the extent necessary to meet
expected day-to-day operations and only to the officials responsible for
completing them into personalised SIDs or to any specially authorised official,
and that surplus blank SIDs are returned at the end of each day; measures to
secure SIDs should be understood as including the use of devices for the
prevention of unauthorised access and detection of intruders;
2.6.2. that any blank SIDs used as
specimens are defaced and marked as such;
2.6.3. that each day a record, to be
stored in a safe place, is maintained of the whereabouts of each blank SID and of
each personalised SID that has not yet been issued, also identifying those that
are secured and those that are in the possession of a specified official or
officials; the record should be maintained by an official who is not involved in
the handling of the blank SIDs or SIDs that have not yet been issued;
2.6.4. that no person should have
access to the blank SIDs and to the implements and materials for completing them
other than the officials responsible for completing the blank SIDs or any
specially authorised official;
that each personalised SID is kept secured and released only to the official
responsible for issuing the SID or to any specially authorised official;
184.108.40.206. the specially authorised
officials should be limited to:
persons acting under the written authorisation of the executive head of the
authority or of any person officially representing the executive head,
controller referred to in section 5 below and persons appointed to carry out an
audit or other control;
officials are strictly prohibited from any involvement in the issuance process for
a SID applied for by a member of their family or a close friend;
2.6.7. that any theft or attempted
theft of SIDs or of implements or materials for personalising them should be
promptly reported to the police authorities for investigation.
2.7. Errors in the issuance process
should invalidate the SID concerned, which may not be corrected and issued.
3 Processing of applications; suspension or withdrawal of SIDs; appeal
3.1. The issuing authority should ensure
that all officials with responsibility concerning the review of applications for
SIDs have received relevant training in fraud detection and in the use of computer
3.2. The issuing authority
should draw up rules ensuring that SIDs are issued only on the basis of: an
application completed and signed by the seafarer concerned; proof of identity;
proof of nationality or permanent residence; and proof that the applicant is a
3.3. The application should contain all
the information specified as mandatory in Annex I to this Convention. The
application form should require applicants to note that they will be liable to
prosecution and penal sanctions if they make any statement that they know to be
3.4. When a SID is first applied
for, and whenever subsequently considered necessary on the occasion of a renewal:
3.4.1. the application, completed
except for the signature, should be presented by the applicant in person, to an
official designated by the issuing authority;
3.4.2. a digital or original photograph
and the biometric of the applicant should be taken under the control of the
application should be signed in the presence of the designated official;
3.4.4. the application should then be
transmitted by the designated official directly to the issuing authority for
3.5. Adequate measures should
be adopted by the issuing authority to ensure the security and the confidentiality
of the digital or original photograph and the biometric.
3.6. The proof of identity provided by
the applicant should be in accordance with the laws and practice of the issuing
State. It may consist of a recent photograph of the applicant, certified as being
a true likeness of him or her by the shipowner or shipmaster or other employer of
the applicant or the director of the applicant’s training establishment.
3.7. The proof of nationality or
permanent residence will normally consist of the applicant’s passport or
certificate of admission as a permanent resident.
3.8. Applicants should be asked to
declare all other nationalities that they may possess and affirm that they have
not been issued with and have not applied for a SID from any other Member.
3.9. The applicant should not be issued
with a SID for so long as he or she possesses another SID.
3.9.1. An early renewal system should
apply in circumstances where a seafarer is aware in advance that the period of
service is such that he or she will be unable to make his or her application at
the date of expiry or renewal.
extension system should apply in circumstances where an extension of a SID is
required due to an unforeseen extension of the period of service.
3.9.3. A replacement system should
apply in circumstances where a SID is lost. A suitable temporary document can be
3.10. The proof that the
applicant is a seafarer, within the meaning of Article 1 of this Convention should
at least consist of:
3.10.1. a previous
SID, or a seafarers' discharge book; or
3.10.2. a certificate of competency,
qualification or other relevant training; or
3.10.3. equally cogent evidence.
3.11. Supplementary proof should be
sought where deemed appropriate.
All applications should be subject to at least the following verifications by a
competent official of the issuing authority of SIDs:
3.12.1. verification that the
application is complete and shows no inconsistency raising doubts as to the truth
of the statements made;
verification that the details given and the signature correspond to those on the
applicant’s passport or other reliable document;
3.12.3. verification, with the passport
authority or other competent authority, of the genuineness of the passport or
other document produced; where there is reason to doubt the genuineness of the
passport, the original should be sent to the authority concerned; otherwise, a
copy of the relevant pages may be sent;
3.12.4. comparison of the photograph
provided, where appropriate, with the digital photograph referred to in section
3.12.5. verification of the
apparent genuineness of the certification referred to in section 3.6 above;
3.12.6. verification that the proof
referred to in section 3.10 substantiates that the applicant is indeed a seafarer;
3.12.7. verification, in the database
referred to in Article 4 of the Convention, to ensure that a person corresponding
to the applicant has not already been issued with a SID; if the applicant has or
may have more than one nationality or any permanent residence outside the country
of nationality, the necessary inquiries should also be made with the competent
authorities of the other country or countries concerned;
3.12.8. verification, in any relevant
national or international database that may be accessible to the issuing
authority, to ensure that a person corresponding to the applicant does not
constitute a possible security risk.
3.13. The official referred to in
section 3.12 above should prepare brief notes for the record indicating the
results of each of the above verifications, and drawing attention to the facts
that justify the conclusion that the applicant is a seafarer.
3.14. Once fully checked, the
application, accompanied by the supporting documents and the notes for the record,
should be forwarded to the official responsible for completion of the SID to be
issued to the applicant.
completed SID, accompanied by the related file in the issuing authority, should
then be forwarded to a senior official of that authority for approval.
3.16. The senior official should give
such approval only if satisfied, after review of at least the notes for the
record, that the procedures have been properly followed and that the issuance of
the SID to the applicant is justified.
3.17. This approval should be given in
writing and be accompanied by explanations concerning any features of the
application that need special consideration.
3.18. The SID (together with the
passport or similar document provided) should be handed to the applicant directly
against receipt, or sent to the applicant or, if the latter has so requested, to
his or her shipmaster or employer in both cases by reliable postal communication
requiring advice of receipt.
the SID is issued to the applicant, the particulars specified in Annex II to the
Convention should be entered in the database referred to in Article 4 of the
3.20. The rules of the
issuing authority should specify a maximum period for receipt after dispatch. If
advice of receipt is not received within that period and after due notification of
the seafarer, an appropriate annotation should be made in the database and the SID
should be officially reported as lost and the seafarer informed.
3.21. All annotations to be made, such
as, in particular, the brief notes for the record (see section 3.13 above) and the
explanations referred to in section 3.17, should be kept in a safe place during
the period of validity of the SID and for three years afterwards. Those
annotations and explanations required by section 3.17 should be recorded in a
separate internal database, and rendered accessible: (a) to persons responsible
for monitoring operations; (b) to officials involved in the review of applications
for SIDs; and (c) for training purposes.
3.22. When information is received
suggesting that a SID was wrongly issued or that the conditions for its issue are
no longer applicable, the matter should be promptly notified to the issuing
authority with a view to its rapid withdrawal.
3.23. When a SID is suspended or
withdrawn the issuing authority should immediately update its database to indicate
that this SID is not currently recognised.
3.24. If an application for a SID is
refused or a decision is taken to suspend or withdraw a SID, the applicant should
be officially informed of his or her right of appeal and fully informed of the
reasons for the decision.
procedures for appeal should be as rapid as possible and consistent with the need
for fair and complete consideration.
4 Operation, security and maintenance of the database
4.1. The issuing authority should make the
necessary arrangements and rules to implement Article 4 of this Convention,
ensuring in particular:
availability of a focal point or electronic access over 24 hours a day, seven days
a week, as required according to Article 4(4), (5) and (6) of the Convention;
4.1.2. the security of the database;
4.1.3. the respect for individual
rights in the storage, handling and communication of data;
4.1.4. the respect for the seafarer’s right to
verify the accuracy of data relating to him or her and to have corrected, in a
timely manner, any inaccuracies found.
4.2. The issuing authority should draw
up adequate procedures for protecting the database, including:
4.2.1. a requirement for the regular
creation of back-up copies of the database, to be stored on media held in a safe
location away from the premises of the issuing authority;
4.2.2. the restriction to specially
authorised officials of permission to access or make changes to an entry in the
database once the entry has been confirmed by the official making it.
5 Quality control of procedures and periodic evaluations
5.1. The issuing authority should appoint a
senior official of recognised integrity, loyalty and reliability, who is not
involved in the custody or handling of SIDs, to act as controller:
5.1.1. to monitor on a continuous basis
the implementation of these minimum requirements;
5.1.2. to draw immediate attention to
any shortcomings in the implementation;
5.1.3. to provide the executive head
and the concerned officials with advice on improvements to the procedures for the
issuance of SIDs; and
5.1.4. to submit a
quality-control report to management on the above. The controller should, if
possible, be familiar with all the operations to be monitored.
5.2. The controller should report
directly to the executive head of the issuing authority.
5.3. All officials of the issuing
authority, including the executive head, should be placed under a duty to provide
the controller with all documentation or information that the controller considers
relevant to the performance of his or her tasks.
5.4. The issuing authority should make
appropriate arrangements to ensure that officials can speak freely to the
controller without fear of victimisation.
5.5. The terms of reference of the
controller should require that particular attention be given to the following
5.5.1. verifying that the
resources, premises, equipment and staff are sufficient for the efficient
performance of the functions of the issuing authority;
5.5.2. ensuring that the arrangements
for the safe custody of the blank and completed SIDs are adequate;
5.5.3. ensuring that adequate rules,
arrangements or procedures are in place in accordance with sections 2.6, 3.2, 4
and 5.4 above.
5.5.4. ensuring that those
rules and procedures, as well as arrangements, are well known and understood by
the officials concerned;
monitoring on a random basis of each action carried out, including the related
annotations and other records, in processing particular cases, from the receipt of
the application for a SID to the end of the procedure for its issuance;
5.5.6. verification of the efficacy of
the security measures used for the custody of blank SIDs, implements and
5.5.7. verification, if
necessary with the aid of a trusted expert, of the security and veracity of the
information stored electronically and that the requirement for 24 hours a day,
seven days a week access is maintained;
5.5.8. investigating any reliable
report of a possible wrongful issuance of a SID or of a possible falsification or
fraudulent obtention of a SID, in order to identify any internal malpractice or
weakness in systems that could have resulted in or assisted the wrongful issuance
or falsification or fraud;
investigating complaints alleging inadequate access to the details in the database
given the requirements of Article 4(2), (3) and (5) of the Convention, or
inaccuracies in those details;
ensuring that reports identifying improvements to the issuance procedures and
areas of weakness have been acted upon in a timely and effective manner by the
executive head of the issuing authority;
5.5.11. maintaining records of
quality-control checks that have been carried out;
5.5.12. ensuring that management
reviews of quality-control checks have been performed and that records of such
reviews are maintained.
executive head of the issuing authority should ensure a periodic evaluation of the
reliability of the issuance system and procedures, and of their conformity with
the requirements of this Convention. Such evaluation should take into account the
5.6.1. findings of any audits
of the issuance system and procedures;
5.6.2. reports and findings of
investigations and of other indications relevant to the effectiveness of
corrective action taken as a result of reported weaknesses or breaches of
5.6.3. records of SIDs issued,
lost, voided or spoiled;
relating to the functioning of quality control;
5.6.5. records of problems with respect
to the reliability or security of the electronic database, including inquiries
made to the database;
5.6.6. effects of
changes to the issuance system and procedures resulting from technological
improvements or innovations in the SID issuance procedures;
5.6.7. conclusions of management
5.6.8. audit of procedures to
ensure that they are applied in a manner consistent with respect for fundamental
principles and rights at work embodied in relevant ILO instruments.
5.7. Procedures and processes should be
put in place to prevent unauthorised disclosure of reports provided by other
5.8. All audit procedures and
processes should ensure that the production techniques and security practices,
including the stock control procedures, are sufficient to meet the requirements of
Article 01 Scope
1. For the purposes of this Convention, the
term seafarer means any person who is employed or is engaged or works in any capacity
on board a vessel, other than a ship of war, ordinarily engaged in maritime
2. In the event of any doubt
whether any categories of persons are to be regarded as seafarers for the purpose of
this Convention, the question shall be determined in accordance with the provisions of
this Convention by the competent authority of the State of nationality or permanent
residence of such persons after consulting with the shipowners' and seafarers'
3. After consulting
the representative organisations of fishing-vessel owners and persons working on board
fishing vessels, the competent authority may apply the provisions of this Convention
to commercial maritime fishing.
Article 02 Issuance of seafarers'' identity documents
1. Each Member for which this Convention is in
force shall issue to each of its nationals who is a seafarer and makes an application
to that effect a seafarers' identity document conforming to the provisions of Article
3 of this Convention.
2. Unless otherwise
provided for in this Convention, the issuance of seafarers' identity documents may be
subject to the same conditions as those prescribed by national laws and regulations
for the issuance of travel documents.
Member may also issue seafarers' identity documents referred to in paragraph 1 to
seafarers who have been granted the status of permanent resident in its territory.
Permanent residents shall in all cases travel in conformity with the provisions of
4. Each Member shall ensure
that seafarers' identity documents are issued without undue delay.
5. Seafarers shall have the right to an
administrative appeal in the case of a rejection of their application.
6. This Convention shall be without
prejudice to the obligations of each Member under international arrangements relating
to refugees and stateless persons.
Article 03 Content and form
1. The seafarers' identity document covered by
this Convention shall conform, in its content, to the model set out in Annex I hereto.
The form of the document and the materials used in it shall be consistent with the
general specifications set out in the model, which shall be based on the criteria set
out below. Provided that any amendment is consistent with the following paragraphs,
Annex I may, where necessary, be amended in accordance with Article 8 below, in
particular to take account of technological developments. The decision to adopt the
amendment shall specify when the amendment will enter into effect, taking account of
the need to give Members sufficient time to make any necessary revisions of their
national seafarers' identity documents and procedures.
2. The seafarers' identity document shall
be designed in a simple manner, be made of durable material, with special regard to
conditions at sea and be machine-readable. The materials used shall:
(a) prevent tampering with the document or
falsification, as far as possible, and enable easy detection of alterations;
(b) be generally
accessible to governments at the lowest cost consistent with reliably achieving the
purpose set out in (a) above.
shall take into account any available guidelines developed by the International Labour
Organisation on standards of the technology to be used which will facilitate the use
of a common international standard.
seafarers' identity document shall be no larger than a normal passport.
5. The seafarers' identity document shall
contain the name of the issuing authority, indications enabling rapid contact with
that authority, the date and place of issue of the document, and the following
(a) this document is a seafarers'
identity document for the purpose of the Seafarers' Identity Documents Convention
(Revised), 2003, of the International Labour Organisation;
(b) this document is a stand-alone document
and not a passport.
6. The maximum validity
of a seafarers' identity document shall be determined in accordance with the laws and
regulations of the issuing State and shall in no case exceed 10 years, subject to
renewal after the first five years.
Particulars about the holder included in the seafarer’s identity document shall be
restricted to the following:
(a) full name
(first and last names where applicable);
(c) date and place of birth;
(e) any special physical characteristics
that may assist identification;
or original photograph;
8. Notwithstanding paragraph 7 above, a
template or other representation of a biometric of the holder which meets the
specification provided for in Annex I shall also be required for inclusion in the
seafarers' identity document, provided that the following preconditions are satisfied:
(a) the biometric can be captured without
any invasion of privacy of the persons concerned, discomfort to them, risk to their
health or offence against their dignity;
the biometric shall itself be visible on the document and it shall not be possible to
reconstitute it from the template or other representation;
(c) the equipment needed for the provision
and verification of the biometric is user-friendly and is generally accessible to
governments at low cost;
(d) the equipment
for the verification of the biometric can be conveniently and reliably operated in
ports and in other places, including on board ship, where verification of identity is
normally carried out by the competent authorities;
(e) the system in which the biometric is to
be used (including the equipment, technologies and procedures for use) provides
results that are uniform and reliable for the authentication of identity.
9. All data concerning the seafarer that
are recorded on the document shall be visible. Seafarers shall have convenient access
to machines enabling them to inspect any data concerning them that is not
eye-readable. Such access shall be provided by or on behalf of the issuing authority.
10. The content and form of the seafarers'
identity document shall take into account the relevant international standards cited
in Annex I.
Article 04 National electronic database
1. Each Member shall ensure that a record of
each seafarers' identity document issued, suspended or withdrawn by it is stored in an
electronic database. The necessary measures shall be taken to secure the database from
interference or unauthorised access.
information contained in the record shall be restricted to details which are essential
for the purposes of verifying a seafarers' identity document or the status of a
seafarer and which are consistent with the seafarer’s right to privacy and which meet
all applicable data-protection requirements. The details are set out in Annex II
hereto, which may be amended in the manner provided for in Article 8 below, taking
account of the need to give Members sufficient time to make any necessary revision of
their national database systems.
Member shall put in place procedures which will enable any seafarer to whom it has
issued a seafarers' identity document to examine and check the validity of all the
data held or stored in the electronic database which relate to that individual and to
provide for correction if necessary, at no cost to the seafarer concerned.
4. Each Member shall designate a permanent
focal point for responding to inquiries, from the immigration or other competent
authorities of all Members of the Organisation, concerning the authenticity and
validity of the seafarers' identity document issued by its authority. Details of the
permanent focal point shall be communicated to the International Labour Office, and
the Office shall maintain a list which shall be communicated to all Members of the
5. The details referred to in
paragraph 2 above shall at all times be immediately accessible to the immigration or
other competent authorities in member States of the Organisation, either
electronically or through the focal point referred to in paragraph 4 above.
6. For the purposes of this Convention,
appropriate restrictions shall be established to ensure that no data, in particular,
photographs, are exchanged, unless a mechanism is in place to ensure that applicable
data-protection and privacy standards are adhered to.
7. Members shall ensure that the personal
data on the electronic database shall not be used for any purpose other than
verification of the seafarers' identity document.
Article 05 Quality control and evaluations
1. Minimum requirements concerning processes
and procedures for the issue of seafarers' identity documents, including
quality-control procedures, are set out in Annex III to this Convention. These minimum
requirements establish mandatory results that must be achieved by each Member in the
administration of its system for issuance of seafarers' identity documents.
2. Processes and procedures shall be in
place to ensure the necessary security for:
(a) the production and delivery of blank
seafarers' identity documents;
custody, handling and accountability for blank and completed seafarers' identity
(c) the processing of
applications, the completion of the blank seafarers' identity documents into
personalised seafarers' identity documents by the authority and unit responsible for
issuing them and the delivery of the seafarers' identity documents;
(d) the operation and maintenance of the
quality control of procedures and periodic evaluations.
3. Subject to paragraph 2 above, Annex III
may be amended in the manner provided for in Article 8, taking account of the need to
give Members sufficient time to make any necessary revisions to their processes and
4. Each Member shall carry out an
independent evaluation of the administration of its system for issuing seafarers'
identity documents, including quality-control procedures, at least every five years.
Reports on such evaluations, subject to the removal of any confidential material,
shall be provided to the Director-General of the International Labour Office with a
copy to the representative organisations of shipowners and seafarers in the Member
concerned. This reporting requirement shall be without prejudice to the obligations of
Members under Article 22 of the Constitution of the International Labour Organisation.
5. The International Labour Office shall
make these evaluation reports available to Members. Any disclosure, other than those
authorised by this Convention, shall require the consent of the reporting Member.
6. The Governing Body of the International
Labour Office, acting on the basis of all relevant information in accordance with
arrangements made by it, shall approve a list of Members which fully meet the minimum
requirements referred to in paragraph 1 above.
7. The list must be available to Members of
the Organisation at all times and be updated as appropriate information is received.
In particular, Members shall be promptly notified where the inclusion of any Member on
the list is contested on solid grounds in the framework of the procedures referred to
in paragraph 8.
8. In accordance with
procedures established by the governing body, provision shall be made for Members
which have been or may be excluded from the list, as well as interested governments of
ratifying Members and representative shipowners' and seafarers' organisations, to make
their views known to the governing body, in accordance with the arrangements referred
to above and to have any disagreements fairly and impartially settled in a timely
9. The recognition of seafarers'
identity documents issued by a Member is subject to its compliance with the minimum
requirements referred to in paragraph 1 above.
Article 06 Facilitation of shore leave and transit and transfer of
1. Any seafarer who holds a valid seafarers'
identity document issued in accordance with the provisions of this Convention by a
Member for which the Convention is in force shall be recognised as a seafarer within
the meaning of the Convention unless clear grounds exist for doubting the authenticity
of the seafarers' identity document.
verification and any related inquiries and formalities needed to ensure that the
seafarer for whom entry is requested pursuant to paragraphs 3 to 6 or 7 to 9 below is
the holder of a seafarers' identity document issued in accordance with the
requirements of this Convention shall be at no cost to the seafarers or shipowners.
3. Verification and any related inquiries and
formalities referred to in paragraph 2 above shall be carried out in the shortest
possible time provided that reasonable advance notice of the holder’s arrival was
received by the competent authorities. The notice of the holder’s arrival shall
include the details specified in section 1 of Annex II.
4. Each Member for which this Convention is
in force shall, in the shortest possible time, and unless clear grounds exist for
doubting the authenticity of the seafarers' identity document, permit the entry into
its territory of a seafarer holding a valid seafarer’s identity document, when entry
is requested for temporary shore leave while the ship is in port.
5. Such entry shall be allowed provided
that the formalities on arrival of the ship have been fulfilled and the competent
authorities have no reason to refuse permission to come ashore on grounds of public
health, public safety, public order or national security.
6. For the purpose of shore leave seafarers
shall not be required to hold a visa. Any Member which is not in a position to fully
implement this requirement shall ensure that its laws and regulations or practice
provide arrangements that are substantially equivalent.
Transit and transfer
7. Each Member for which this Convention is
in force shall, in the shortest possible time, also permit the entry into its
territory of seafarers holding a valid seafarers' identity document supplemented by a
passport, when entry is requested for the purpose of:
(a) joining their ship or transferring to
(b) passing in transit to join
their ship in another country or for repatriation; or any other purpose approved by
the authorities of the Member concerned.
Such entry shall be allowed unless clear grounds exist for doubting the authenticity
of the seafarers' identity document, provided that the competent authorities have no
reason to refuse entry on grounds of public health, public safety, public order or
9. Any Member may, before
permitting entry into its territory for one of the purposes specified in paragraph 7
above, require satisfactory evidence, including documentary evidence of a seafarer’s
intention and ability to carry out that intention. The Member may also limit the
seafarer’s stay to a period considered reasonable for the purpose in question.
Article 07 Continuous possession and withdrawal
1. The seafarers' identity document shall
remain in the seafarer’s possession at all times, except when it is held for
safekeeping by the master of the ship concerned, with the seafarer’s written consent.
2. The seafarers' identity document shall
be promptly withdrawn by the issuing State if it is ascertained that the seafarer no
longer meets the conditions for its issue under this Convention. Procedures for
suspending or withdrawing seafarers' identity documents shall be drawn up in
consultation with the representative shipowners' and seafarers' organisations and
shall include procedures for administrative appeal.
Article 08 Amendment of the annexes
1. Subject to the relevant provisions of this
Convention, amendments to the Annexes may be made by the International Labour
Conference, acting on the advice of a duly constituted tripartite maritime body of the
International Labour Organisation. The decision shall require a majority of two-thirds
of the votes cast by the delegates present at the Conference, including at least half
the Members that have ratified this Convention.
2. Any Member that has ratified this
Convention may give written notice to the Director-General within six months of the
date of the adoption of such an amendment that it shall not enter into force for that
Member, or shall only enter into force at a later date upon subsequent written
Article 09 Transitional provision
Any Member which is a party to the Seafarers' Identity Documents
Convention, 1958, and which is taking measures, in accordance with Article 19 of the
Constitution of the International Labour Organisation, with a view to ratification of
this Convention may notify the Director-General of its intention to apply the present
Convention provisionally. A seafarers' identity document issued by such a Member shall
be treated for the purposes of this Convention as a seafarers' identity document
issued under it provided that the requirements of Articles 2 to 5 of this Convention
are fulfilled and that the Member concerned accepts seafarers' identity documents
issued under this Convention.
Article 10 Final provisions
This Convention revises the Seafarers' Identity Documents
The formal ratifications of this Convention shall be communicated
to the Director-General of the International Labour Office for
1. This Convention shall be binding only upon
those Members of the International Labour Organisation whose ratifications have been
registered with the Director-General.
shall come into force six months after the date on which the ratifications of two
Members have been registered with the Director-General.
3. Thereafter, this Convention shall come
into force for any Member six months after the date on which its ratification has been
1. A Member which has ratified this Convention
may denounce it after the expiration of 10 years from the date on which the Convention
first comes into force, by an act communicated to the Director-General for
registration. Such denunciation shall take effect 12 months after the date on which it
2. Each Member which has
ratified this Convention and which does not, within the year following the expiration
of the period of 10 years mentioned in the preceding paragraph, exercise the right of
denunciation provided for in this Article, shall be bound for another period of 10
years and, thereafter, may denounce this Convention at the expiration of each period
of 10 years under the terms provided for in this Article.
1. The Director-General shall notify all
Members of the registration of all ratifications, declarations and acts of
denunciation communicated by the Members.
When notifying the Members of the registration of the second ratification of this
Convention, the Director-General shall draw the attention of the Members to the date
upon which the Convention shall come into force.
3. The Director-General shall notify all
Members of the registration of any amendments made to the Annexes in accordance with
Article 8, as well as of notifications relating thereto.
The Director-General of the International Labour Office shall
communicate to the Secretary-General of the United Nations, for registration in
accordance with Article 102 of the Charter of the United Nations, full particulars of
all ratifications, declarations and acts of denunciation registered by the
Director-General in accordance with the provisions of the preceding Articles.
At such times as it may consider necessary, the governing body of
the International Labour Office shall present to the General Conference a report on
the working of this Convention and shall examine the desirability of placing on the
agenda of the Conference the question of its revision in whole or in part, taking
account also of the provisions of Article 8.
1. Should the Conference adopt a new Convention
revising this Convention in whole or in part, then, unless the new Convention
(a) the ratification by a
Member of the new revising Convention shall ipso jure involve the immediate
denunciation of this Convention, notwithstanding the provisions of Article 13, if and
when the new revising Convention shall have come into force;
(b) as from the date when the new revising
Convention comes into force, this Convention shall cease to be open to ratification by
2. This Convention shall in any
case remain in force in its actual form and content for those Members which have
ratified it but have not ratified the revising Convention.
The English and French versions of the text of this Convention are