Frequently asked questions

Scan Doc Systems is a marine and vessel IT company in Mumbai. We digitize ship documents and drawings, build and migrate planned maintenance system (PMS) data, prepare statutory plans and get them approved, handle flag exemptions and approvals, supply ship log books, shipboard manuals, passes and notices, print large-format plans, produce AutoCAD and SolidWorks drawings, handle ship registry and mortgage documentation, and provide Excel-based PMS and other IT solutions for small fleets.

F-42, Bhangwadi Shopping Arcade, Marine Lines (E), Mumbai 400002, India.

Since 2004. The company was founded by Mr. Karan Verma, who started his career in merchant shipping in 1991.

Yes. Besides India, we have worked with clients in the UAE, Saudi Arabia, Bahrain, Singapore, Hong Kong, the United Kingdom, Nigeria and the Bahamas.

Use “Get a quote” on any service page or the pricing page. It opens an email that already lists the details we need for that service. You can also call or WhatsApp us. We price per vessel, per lot or per plan, with no long contracts.

No large minimum. We accept even a single plan, one machinery spare or section routine, or one log book.

SpecTec AMOS, Marad, DNV ShipManager, ABS NS5, BASSnet, SERTICA, MariApps eInsight, Ramco Marine, Veson IMOS, SmartPAL, MESPAS, Danaos PMS, Blue Ocean PMS, NAPA Fleet Intelligence and Maintenance modules, and in-house ERP systems.

We prepare plans and facilitate approval with ABS, IRS, DNV, BV and NK, and work with the flag administration and the Mercantile Marine Department.

Yes. We offer pickup and delivery from ports at the vessel’s arrival or departure schedule, and on-board document scanning.

Monday to Saturday, 10 am to 8 pm (IST). Closed on Sunday.

Vessel-specific uniform PDF data with index, bookmarks, hierarchy and global keyword search, which runs on Acrobat Reader and also works on network drives, SharePoint and other document management systems.

Yes. Jumbo (large) pages are scanned in good printable quality in their original size and scale.

Yes. We offer on-board vessel document scanning, and pickup and delivery from ports to match the vessel’s arrival or departure schedule.

Tankers, LPG carriers, rigs, accommodation barges, offshore PSVs, OSVs, ROV vessels, tugs, MOPUs, dredgers and special purpose ships.

Based on the nature and volume of the hard-copy boxes, we take on as many vessels as possible while maintaining good quality, and our office staff work in shifts to meet the delivery schedule.

SpecTec AMOS, Marad, ShipManager (DNV), ABS NS5, BASSnet, or any other in-house ERP, using an Excel template with SFI coding for import.

Marine engineers prepare maintenance procedures and job descriptions from the maker’s manuals, supported by our IT team.

No. We refer to the OEM manuals and provide PMS feeds for import into the system you already use in the office or on the vessel.

Yes. We do data validation, correction and modification, and add IMPA consumable store item trees to existing data.

Depending on your software structure and vessel machinery list, we work on two to three vessels at a time.

No. We take care of the complete data history and logs, keeping the settings and formatting intact.

Migrating lets you reuse the data work and time already invested, by moving the same data to your current ERP or software.

We prepare statutory plans and facilitate their approval from class, including ABS, IRS, DNV, BV and NK.

Preparation of Life Saving Appliances (LSA), fire control and safety plans, ship security plans/assessment, ballast water management, cyber security manual, escape route plans, SOPEP/SMPEP Manual, General Arrangement (GA) plan, mooring plan, crew accommodation plans, light/shape/sound signal plans, trim stability addendum, emergency towing booklet and MARPOL compliance documents with class approval support.

Yes. We modify/upgrade existing plans and make revisions based on inspection or audit/survey queries on owner requirement.

Sometimes a vessel cannot meet a compliance requirement because of new regulatory changes, and needs an exemption from the flag administration. We assess the documents available and support the vessel in obtaining the exemption.

The flag administration (for Indian-flag vessels, the Directorate General of Shipping and the Mercantile Marine Department) and classification societies such as ABS, IRS, DNV, BV and NK.

No. The decision always rests with the administration. We make sure the application is complete, well justified and submitted in the right format, which gives it the best chance and avoids delays.

Usually the vessel’s GA, ship particulars, existing approved plans or class records, and details of what is being requested and why. We confirm the exact list for your case.

Navigation and bridge: Deck Log Book, Bridge Order Book / Night Order Book, GPS / Radar Log Book, Compass Observation Book, GMDSS Radio Log Book; Engine room: Engine log book, Engine order book, Engine sounding / tank log book; Cargo, ballast and tanks: Cargo control log book, Ballast water record book, Deck sounding / tank log book; Safety, security and compliance: Access control register / Gangway register, Fire patrol register, Security patrol register, Special operations register, Checklist compliance log, Garbage record log book, Drug and alcohol log book, Bell / Moment log book, Radio battery log book; Crew welfare and stores: Medical log book, Material in/out log book.

Yes. We can follow your company’s own formats and SMS forms, or can prepare a standard layout for you to review and approve.

Yes. We can supply the required quantity of log books at short notice to meet your vessel’s arrival and departure schedule.

Yes. We scan and digitize existing log books and re-publish them in fresh formats.

Yes. We can prepare one uniform set of log books for every vessel in the fleet, with each vessel’s name and IMO number.

Company manuals: Fleet operations manual, Safety management manual, Safety manual, Special operations manual, Forms manual, Checklist manual, ERP manual, Integrated management manual, Training manual, Cyber risk management system manual; Plans and booklets: Garbage management plan, Fire safety operational booklet, Food safety management plan; Registers and files: LSA / FFA register; Passes and seals: Photo ID passes, Seal ties with serial number with company name; Framed policies and plans for onboard display: Company smoking regulations frames, Company drug and alcohol policy frames, Company credo, vision and values frame, QHSE policy & awards, Laminated notices (Jumbo), Garbage disposal criteria, laminated, Garbage segregation / colour code, laminated; Signs, charts and flags: IMO symbols, charts and flags.

Yes. Manuals, plans, passes and frames are prepared in your company’s format and branding.

Yes. We supply framed company policies covering smoking regulations, drugs and alcohol, QHSE, and credo, vision and values, along with laminated garbage disposal criteria and segregation colour-code notices.

Yes. We provide photo ID passes and seal ties with serial numbers and your company name.

Yes. We can prepare one uniform documentation set for every vessel in the fleet and re-issue it when documents are revised.

Yes. We do jumbo (large format) printing of plans and yard drawings in their original size and scale, from A0 to A3.

Yes. We prepare urgent hard copy print sets and submission documents for class, the Mercantile Marine Department or the vessel’s directorate.

Yes. We offer pickup and delivery from ports at the vessel’s arrival or departure schedule.

Yes. We provide CAD services even for smaller jobs, and we accept even a single plan.

Yes. We do image raster to vector conversion and PDF to AutoCAD file conversion.

Yes. We handle ship mortgage creation and discharge of mortgage sum related work with government authorities and banks.

Yes. We prepare owners’ documentation with reference to the vessel’s change of flag, and changes to the certificate of registry.

Ship owners and managers with only a few vessels, who prefer not to buy large software systems and pay for their periodic maintenance.

A simplified, automated planned maintenance system in Excel for the deck and engine departments: day-to-day entries, running hour and counter management, and machinery history, kept as authenticated records for audits and the technical superintendent.

Yes. Plans and manuals are provided as searchable PDF data, so users can find any keyword and go straight to the exact page. The system can also be deployed and accessed through the cloud.

The as-built yard data helps shore teams, ship staff, purchasing departments and technical superintendents prepare requisitions, identify the correct spare parts, place orders and get supplier quotations quickly.