INTERNAL AND EXTERNAL

COMMUNICATIONS PROCEDURE

REVISION MONITORING PAGE

Rev. No 0 1 2 3 4 5 6 7 8

Date 01.03.10 11.01.11 15.06.11

Version of this document seen on the computer screen is current and valid. In case of absence of the seal “Controlled Copy” on printed
copies, copies are not valid.

1. PURPOSE

Aim of this procedure is to ensure acceptance of internal communications and documents and requests
from the parties concerned by ensuring dialogue on Quality, Environment, Occupational Health and Safety,
define the method for recording and replying them in order to achieve efficiency of internal and external
communications. In this way, it is intended to contribute in continuous improvement of performance of
management systems.

2. SCOPE

This procedure covers all internal and external communications made in the framework of the Integrated
Management System.

3. RELATED DOCUMENTS

 Procedure for Human Resources Process

 Monitoring and Measuring Procedure
 Proposal Systematic Procedure

4. DEFINITIONS

Internal communications: Written and verbal dialogue reciprocally established for dialogue between
employees, departments and Top Management.

External communications: Written and verbal dialogue with authorities such as legal authorities, public
opinion, customers, suppliers, shareholders, non-governmental authorities, fire department, civil defence
etc.

5. RESPONSIBILITY and APPLICATION

Announcements for all activities are made via Microsoft Share Point, e-mail and boards. Announcements
for ships are made through Inmarsat-C and announcements for such ships without Inmarsat-C are
delivered by mobile phone or satellite telephone.
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COMMUNICATIONS PROCEDURE

Arrangement of all boards other than boards of the departments is under the responsibility of the
Correspondence Manager. Documents on boards are subject to control by the General Coordinator.

5.1. INTERNAL COMMUNICATIONS

Internal communications are realized as follows under the Integrated Management System;

 Communications Boards
 Proposal Systematic
 E-mail
 Microsoft Share Point
 Internal Communications Form
 Trainings
 Meetings
 Reports
 Inmarsat-C
 Satellite telephone
 Telephone

5.1.1. Integrated Management System Board

Announcements related to activities of Quality, Environment, Occupational Health and Safety are made
through Microsoft Share Point and IMS board. Arrangement of the IMS board is under the responsibility of
IMS Supervisors. Document to take place on the IMS board passes from control of the General
Coordinator.

The information listed below is published on the IMS board.

 IMS Policy,
 Mission and Vision,
 Activities and brochures related to Environment and Occupational Health and Safety,
 Environmental performance indicators,
 Results for Proposal Systematic,
 News and photos in the domestic and international press,
 Developments related to projects

Responsibilities for the boards

Name of board Formation of Approval Removal

document
IMS and Proposal Board Quality Director General Coordinator Quality Director
HSE Director HSE Director
Personnel Board Personnel Supervisor General Coordinator Personnel Supervisor

5.1.2. Microsoft Share Point and e-mail

 INTERNAL AND EXTERNAL
COMMUNICATIONS PROCEDURE

Any projects, activities, documents, reports, minutes, procedures, instructions and forms published in the
organization in respect of the Integrated Management System are published by IMS Supervisors to the
public by e-mail and all documents are shared with all employees on Microsoft Share Point to be available
to everybody.

5.1.3. Trainings

 Steps to be followed and principles are delivered to the personnel in respect of Quality,
Environment, Occupational Health and Safety through trainings. Trainings are arranged in
accordance with the Procedure for Human Resources Process.
 The Management Representative is also responsible for preparing awareness-raising trainings for
all personnel and making communications widespread on the relevant matters.
 IMS Supervisors are responsible for ensuring participation in these trainings and keeping records.
 The Quality Directors provides newly employed personnel with a personnel handbook including
business policies and practices at the time of employment.

5.1.4. Meetings

The top management and Management Representative hold meetings to increase productivity,
coordination and effective information flow in respect of;

 Policy, objectives and goals

 Improvement activities and projects under Human Resources, Quality, Environment and OHS
Management Program
 Actual and potential amendments to the legislation
 Operation of the General Management System, non-conformities and irregularities.

Meeting Plan
Subject Matter Attendants Frequency Reporting
 General Manager
 Management
Integrated Management Representative
System  Quality Director Annually Management
Management Review Meeting  HSE Director Representative
 Department Directors
 Process Leaders
 General Manager
 Management
Integrated Management
Representative
System
 Quality Director Annually Management
Meeting for Evaluation of legal
 HSE Director Representative
Compliance
 Department Directors
Process Leaders
Executive Board  General Manager Weekly Accounting Manager
 Accounting Manager
 Construction Works
Marketing Manager
 Trade Manager
 Operation Manager
 Machinery Manager
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 IMS Managers
 Emergency Response
Manager
 DPA
 Project Managers

 Shareholders
 General Manager
 Accounting Manager
Shareholders’ Assembly If required Accounting Manager

Minutes of Meetings are issued for any meetings held and sent to the relevant departments.

5.1.5. Proposal Systematic

Proposals are evaluated and scored in accordance with the Proposal Systematic Procedure. Results of
operations are posted by the Quality Director on the communications board.

5.2. EXTERNAL COMMUNICATIONS

. announces its activities and policy for the Integrated Management System to all parties through its
website and to all customers with catalogues it prepared.

5.2.1. Incoming/Outgoing Document

All letters and faxes delivered to . are given the present date and incoming document number and are
recorded by the Correspondence Department in the Incoming Document Register and the Incoming
Document Record Form in computer. Incoming document is included in the Incoming Document Folder
No 18 following consecutive numbers. A copy of it is delivered to the General Coordinator for processing.
The General Coordinator delivers the incoming request to the relevant department for processing following
examination.

All letters and faxes sent from . (except for those of the Accounting Department) are given the present date
and outgoing document number and are recorded by the Correspondence Department in the Outgoing
Document Record Form in the electronic medium. Outgoing document is included in the Outgoing
Document Folder No 18 following consecutive numbers.

Outgoing numbers of any letters prepared by the Accounting Department are recorded by the
Correspondence Department in the Outgoing Document Record Form in the electronic medium.

Reference numbers are obtained from the Correspondence Department for all letters sent from . to the
related parties and prepared by using letterhead. Letter numbers of any offers prepared by the Trade
Department and sent by e-mail are given by the Trade Department. Letter numbers of any letters prepared
by the Accounting Department are given by the Accounting Department.
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COMMUNICATIONS PROCEDURE

Reference number is issued as follows.

Ref No: XX / YY / SS-NNNN

XX : symbolizes initials of name and last name of the person to sign the letter.
YY : symbolizes initials of name and last name of the person who prepared the letter.
SS : * symbolizes Folder Number.
NNNN : symbolizes the reference number received from the Correspondence Department.

(*) Folder Numbers are as follows;

18 – Document Incoming to ./ Outgoing from .

23 – Request for Proposal
24 – Final Order
25 – Offer from .
30 – Correspondence with the relevant Customer/Subcontractor/Legal Authority etc. regarding
Ongoing/Completed works
A copy of any letters having the folder number above is included in the Incoming/Outgoing Document
Folder No. 18 and its original is included in the relevant folder (23,24,25,30) by the Correspondence
Department.

Folders No. “30” for completed works are kept by the relevant Department Director (Construction Works
Marketing Manager, Trade Manager, Operation Manager etc.).

5.2.2. Communications with Related Parties

The Management representative is responsible for accepting, recording and responding any documents,
complaints and requests regarding the Integrated Management System (Quality, Environment,
Occupational Health and Safety) coming from related parties such as Governmental authorities, public
opinion, customers, suppliers, shareholders, non-governmental authorities and universities. In requests for
information from related parties in respect of environmental issues or Occupational Health and Safety, HSE
Director and Management Representative conduct evaluation and make a decision with the General
Manager and keep related records.

Related Party Subject Matter/Applicable Regulation Communications

Supervisor
Istanbul Metropolitan Istanbul Solid Waste Regulation
Municipality Metropolitan Packing Wastes Regulation
Municipality Waste Oils Control Regulation HSE Director
Department of Hazardous Waste Control Regulation
Environmental
Protection and
Control Waste
Management
Branch Office
Istanbul Water Water Pollution Control Regulation
and Sewerage Air Pollution Control Regulation
Administration
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COMMUNICATIONS PROCEDURE

Department of
Environmental
Protection and
Control Waste
Water Control
Permit Branch
Office
Istanbul Governorate Provincial Solid Waste Regulation HSE Director
Directorate of Environment and Forestry Packing Wastes Regulation
Waste Oils Control Regulation
Hazardous Waste Control Regulation
Water Pollution Control Regulation
Air Pollution Control Regulation
Istanbul, Tuzla Mayoralty Solid Waste Regulation HSE Director
Packing Wastes Regulation
Waste Oils Control Regulation
Hazardous Waste Control Regulation
Water Pollution Control Regulation
Istanbul, Tuzla Medical Group Presidency Water Pollution Control Regulation HSE Director
Istanbul, Provincial Directorate of Health Air Pollution Control Regulation HSE Director
Provincial Directorate of Agriculture Aquaculture Law HSE Director
T.R. Istanbul Governorate Provincial Occupational Health and Safety HSE Director
Directorate of Civil Defence Regulation
T.R. Ministry of Labor and Social Security Occupational Accidents (Istanbul
Regional Directorate of Labor Regional Directorate of Labor) Personnel Supervisor
T.R. Ministry of Labor and Social Security Personnel Supervisor
Social Insurances Institution Employment Declaration, E-Declaration
T.R. Ministry of Labor and Social Security Monthly Personnel Status Letter Personnel Supervisor
Turkish Employment Institution Release Declaration
Disabled/Former Convicted Declaration
Chamber of Shipping General Accounting Manager
T.R. Ministry of Labor and Social Security General Accounting Manager
Transportation Tax Office
T.R. Ministry of Labor and Social Security Payment of port fee of ships registered Accounting Manager
Hisar Tax Office with TUGS
General Directorate of Coastal Safety Chartering, General Trade Manager
Port Departments General DPA
Class Institutions General DPA

6. RELATED RECORDS

Record Name Person Responsible for Storage Storage Period

Minutes of Meeting Management Representative 2 years

External Communications Records Correspondence Supervisor 5 years
Communications Board Letters IMS Supervisors 2 years

7. ENCLOSURES

Minutes of Meeting
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COMMUNICATIONS PROCEDURE

Internal Communications Form

Incoming Document Record Form
Outgoing Document Record Form
Delivery Record