To pursue a career at sea, Indian seafarers must possess several mandatory documents issued by the Directorate General of Shipping (DG Shipping). This guide breaks down the official seafarer documentation process for obtaining key credentials like the Indian National Database of Seafarers (INDOS) number and the Continuous Discharge Certificate (CDC). Following the correct seafarer documentation process is essential to ensure your qualifications are valid and to avoid legal penalties for submitting false documents under the Merchant Shipping Act, 1958.
What is INDOS Registration and Why is it the Foundation of the Seafarer Documentation Process?
This section covers the purpose and application procedure for obtaining an Indian National Database of Seafarers (INDOS) number. The INDOS is a unique lifelong identification number that is mandatory for any individual wanting to undergo pre-sea maritime training in India. It serves to centralize the identity of all Indian seafarers and links to all future certifications, making it a vital part of the seafarer documentation process.
What Are the Key Steps in the INDOS Seafarer Documentation Process?
The entire application is handled online through the DG Shipping portal.
- Portal Access: To start, you must visit the official DG Shipping website and navigate to the INDOS/Seafarer Registration section under e-Governance services. New users will need to register an account.
- Form & Documents: You will need to fill out an online application form with your personal details and upload scanned copies of several required documents. These include a recent passport-size photograph, your Class 10th pass certificate, an ID proof like an Aadhaar Card or Passport, and a medical fitness certificate from a DG Shipping-approved doctor.
- Submission & Verification: After filling out the form and uploading documents, you must pay the prescribed application fee through the online payment gateway. Once submitted, DG Shipping verifies the application and documents. Upon successful approval, a unique INDOS number is issued and sent via email. Following this seafarer documentation process is mandatory.
What Are the Eligibility and Application Steps for a New CDC?
The entire application is handled online and requires several prerequisites.
- Prerequisites: Before applying, you must be an Indian citizen, at least 18 years old, and possess a valid INDOS number. You must also have successfully completed pre-sea training from a DG-approved institute and be medically fit, as certified by a DG-approved medical examiner.
- Online Application: You’ll need to log in to the DG Shipping e-Governance portal using your registered seafarer credentials and select “Apply for New CDC” under Seafarer Services. You will fill out an online form with your personal details, educational qualifications, passport number, and pre-sea course details.
- Document Uploads: To complete this crucial seafarer documentation process, you must upload self-attested, scanned copies of several documents. These include your passport, INDOS certificate, 10th standard mark sheet, pre-sea course completion certificate, and a medical fitness certificate. You will also need to upload a recent passport-size photograph with a white background.
- Issuance: After you pay the prescribed fee and submit your application, DG Shipping verifies all the information. Upon successful verification, the CDC is issued and dispatched to your registered address via Speed Post, or an e-CDC copy is made available for download under your login.
What is the Seafarer Documentation Process for CDC Renewal, Duplicates, and Replacements?
The process for maintaining your CDC is also handled through the DG Shipping portal.
- When to Renew: The renewal part of the seafarer documentation process is required when your CDC has expired (typically valid for 10 years), when there are no pages left for sea service entries, or if your personal details have changed. The process involves logging into the portal, selecting “Renew CDC,” uploading a scanned copy of your old CDC and passport, and paying the fee.
- Applying for a Duplicate: If your CDC is lost or stolen, you must first file a police complaint (FIR) and obtain a notarized affidavit on ₹100 stamp paper explaining the circumstances of the loss. You then apply for a “Duplicate CDC” on the portal by uploading the FIR, affidavit, and copies of your passport and old CDC (if available).
- Replacing a Damaged CDC: The seafarer documentation process for a damaged or illegible CDC, or one that needs a name correction, is similar to applying for a duplicate. However, instead of an FIR, you must upload a letter explaining the damage along with the original damaged CDC itself.
What Other Certifications Are Part of the Seafarer Documentation Process?
This section covers other essential documents, highlighting the specific seafarer documentation process for each.
How Do You Get a Cookery Certificate?
This certificate certifies that a seafarer has the required training for a Ship’s Cook, as per MLC, 2006 standards.
- Eligibility: You must be an Indian national with a valid INDOS number and have completed a Ship’s Cook Course from a DG Shipping-approved maritime training institute. You also need a valid passport and medical fitness certificate.
- Application & Duplication: The online application process involves logging into the DG portal, selecting “Cookery Certificate Application,” and uploading your training certificate and other required documents. The seafarer documentation process for getting a duplicate if the certificate is lost or stolen requires filing an FIR and submitting a notarized affidavit, similar to the CDC process.
Why is Uploading Supporting Documents a Mandatory Step?
Uploading documents is required for all online applications to ensure transparency, reduce forgery, and build a secure digital repository of seafarer records.
- Purpose: This step allows DG Shipping, MMDs, and other authorities to access and verify your authenticated digital records, which helps prevent fraud.
- Process & Best Practices: You must upload documents like your passport, INDOS certificate, and training certificates in the required format (usually PDF/JPEG under 500 KB-1 MB). It is recommended to use color-scanned copies and ensure your name and INDOS number match across all documents.
How Do You Update Your Passport or Personal Details?
Keeping your personal records in the DG Shipping system up-to-date is essential for consistency across all your maritime documents.
- What Can Be Updated: You can update details like your passport number and its issue/expiry dates, address, mobile number, and email ID. Minor name corrections may also be allowed with proper documentation.
- Online Steps: To update information, you must log in to the DG Shipping portal, navigate to the “View / Edit Profile” section, make the necessary changes, and upload supporting documents, such as a scanned copy of your new passport or an address proof.
What is the Correction Mechanism for Errors in Your Profile?
The DG Shipping system has a correction mechanism for inadvertent errors or typographical mistakes in your profile.
- Types of Corrections: You can request corrections for personal details (name spelling, DOB), passport details, addresses, and errors in course or CDC certificates.
- Process & Timelines: You submit a request through the “Profile Correction” section on the portal, enter the correct information, and upload clear supporting proof. Approval timelines vary from a few days for minor corrections to several weeks for changes requiring legal review, like a name change supported by an affidavit. This official seafarer documentation process ensures accuracy.
Why is Linking Your Seafarer Profile to e-governance Essential?
Linking your profile is a mandatory step that creates a single digital identity for each seafarer within the DG Shipping system.
- Purpose: This single identity is the gateway to all online services and enables the tracking of your training, certification, and placement history, all governed by official circulars and the e-Governance system.
- Who Must Link: The process is mandatory for all Indian nationals aspiring to become seafarers as well as existing seafarers who received their documents before the e-Governance system was fully rolled out.
- Step-by-Step Process: The seafarer documentation process involves registering on the DG Shipping portal, linking your existing INDOS number (or applying for a new one), filling in your detailed profile information, and uploading all required documents for verification. This is the final step in the initial seafarer documentation process, and this entire seafarer documentation process is managed online.
FAQs related to Seafarer Documentation Process
1. What is the very first document I need to begin a maritime career in India? The first mandatory document you must obtain is the Indian National Database of Seafarers (INDOS) number. It is a unique lifelong identification number that is required before you can even enroll in any pre-sea maritime training at a DG Shipping-approved institute.
2. What is a Continuous Discharge Certificate (CDC) and why is it important? A CDC is a mandatory official document that certifies you as a qualified seafarer eligible to work on ships. It is crucial because it functions like a seafarer’s passport, where all your sea service details are officially recorded.
3. What is the immediate procedure if my CDC is lost or stolen? If your CDC is lost or stolen, you must first file a police complaint (FIR) and get a notarized affidavit on ₹100 stamp paper explaining the circumstances of the loss. You will then need to upload these documents to the DG Shipping portal when applying for a “Duplicate CDC”.
4. Can I submit applications for my documents manually or in person? No, all applications for new, renewed, duplicate, or replacement CDCs must be submitted online. The official rule states that no manual process is allowed; everything is handled through the DG Shipping e-Governance portal.
5. What should I do if I get a new passport or my address changes? You must promptly update these details in your seafarer profile on the DG Shipping e-Governance portal. The process involves logging in, navigating to the “View / Edit Profile” section, making the changes, and uploading supporting documents like a scanned copy of your new passport or a new address proof.
Conclusion
In conclusion, the modern seafarer documentation process is a fully integrated digital experience managed through the DG Shipping e-Governance portal. From your initial INDOS registration to maintaining your CDC and other certifications, every step is centralized for security and efficiency. The responsibility now lies with each seafarer to keep their online profile accurate and their documents current. A complete and verified digital profile is no longer just a requirement—it’s the fundamental tool for navigating a compliant and successful career in the global maritime industry.