MEPC 82 Ballast Water Record Keeping Updates: Stay Compliant with Electronic Logbooks

Jussi Siltanen, Head of Training Services​, Safety Solutions, NAPA. 

New regulations under the Ballast Water Management (BWM) Convention will take effect on 1 February 2025, and MEPC 82 has made some new clarifications. Here’s what ship operators need to know to ensure compliance. 

The Marine Environment Protection Committee (MEPC) held its 82nd session from September 30 to October 4, 2024. While significant discussions focused on reducing GHG emissions and creating new environmental control areas (ECAs) in the Canadian Arctic and Norwegian Sea, there was another critical topic that shipowners and seafarers should not overlook: ballast water management (BWM) and updates to the Ballast Water Record Book (BWRB). 

In February 2025, new regulations under the BWM Convention will take effect, including mandatory updates to ballast water record-keeping in a new format. These changes, aimed at improving compliance and environmental protection. It includes updated guidance for ships operating in challenging water quality (CWQ) and new rules for recording ballast water management system (BWMS) maintenance. Ballast Water Management Record Books (BWRB) can be kept electronically or on paper. 

Here’s what you need to know about these changes and how digital solutions, such as NAPA’s electronic logbook, automatically ensure that you stay BWRB compliant.

Revision of Guidance on Ballast Water Record-Keeping and Reporting 

MEPC 82 approved revised guidance on ballast water record-keeping, particularly for CWQ scenarios. Ships often face water quality challenges in specific ports, which can hinder normal ballast operations. To address this, two new scenarios have been added: 

• Scenario 3: Reactive bypass of ballast water treatment systems due to unexpected water quality issues. 

• Scenario 4: Pre-emptive bypass based on anticipated CWQ challenges. 

These updates are essential for ships operating internationally, particularly those over 400GT. Non-compliance, often due to poor record-keeping, has been on the rise, particularly in ports with water quality issues. The additions clarify how ship crews should document alternative ballast operations, such as ballast water exchange combined with treatment (BWE + BWT), ensuring compliance with the BWM Convention.  

Our take: NAPA welcomes the clarification, as improper record-keeping has become a significant challenge for compliance under the BWM Convention. The new updates will lead to more data being recorded. Which could be seen as a challenge, but with proper digital tools and guidance, it can be handled efficiently. 

NAPA’s Logbook is already implementing the requirements from MEPC.369(80), ensuring that crews can seamlessly comply with the new record-keeping requirements. By using NAPA’s ballast water logbook, shipowners and seafarers can easily maintain error-free records adhering to the latest IMO guidance. 

For ships already using the NAPA Logbook, the transition to the updated BWRB is straightforward. Most ship operators will receive the update remotely. Once the update is complete, they can apply for the Declaration of BWM Convention Electronic Record Book from their flag. This is required by MEPC.372(80), and ensures international compliance. 

NAPA Ballast Water Record Book: Ready-made entry templates are pre-configured to follow the latest guidelines. This minimizes the need for manual data entry.

Ballast Water Management System Maintenance Procedures 

MEPC 82 also addressed BWMS maintenance procedures, requiring that maintenance activities be logged in the BWRB, in accordance with the ship’s Ballast Water Management Plan (BWMP). The new rule ensures all BWMS maintenance follows the Original Equipment Manufacturer (OEM) manual. It also ensures the records are signed by the responsible crew members. 

This change, when implemented, will help prevent duplication of existing ship maintenance processes while ensuring all critical maintenance is documented. Keeping these logs updated improves safety, operational reliability, and regulatory compliance. 

Our take: Recording system maintenance in logbooks is already standard practice for other onboard systems, so this addition for BWMS is a logical step.  

With NAPA’s electronic logbook solution, shipowners can monitor system maintenance in real-time, ensuring that maintenance schedules are followed and documented correctly. This not only aids compliance but also increases operational safety and system reliability.  

How Electronic Logbooks Can Ease Ballast Water Record-Keeping and Compliance 

By digitizing the ballast water record-keeping process and integrating BWMS maintenance tracking, NAPA provides a seamless solution for compliance, keeping you prepared for the February 2025 deadline and beyond. 

NAPA Logbook’s Ballast Water Management Record Book is designed to meet the latest amendments from MEPC.369(80), which align with the International Convention for the Control and Management of Ship’s Ballast Water and Sediments (2004). These changes ensure that the forms and reports in the logbook automatically comply with the most recent updates.  

NAPA works closely with shipowners to configure record book templates according to each vessel’s specific ballast water management processes, ensuring accuracy and ease of use. 

NAPA’s electronic logbook offers several features that simplify compliance. Like, ready-made entry templates that are pre-configured to follow the latest guidelines. This minimizes the need for manual data entry. When connected to onboard systems, the logbook can automatically populate data fields, reducing the risk of errors. Input validation further helps crews avoid mistakes by restricting data entries to predefined ranges. This ensures all information is accurate and meets regulatory requirements. 

Beyond the Ballast Water Record Book, the NAPA Logbook also helps comply with a wide range of regulatory requirements, including MARPOL, EU-ETS, and EU-MRV, making it a comprehensive tool for maintaining regulatory compliance across the board.