SHIPBOARD OPERATIONAL PROCEDURES PLAN

Section 6
(SOP)
Doc. 6.1 – Vessel’s Filing System ISM Code: All

6.1 Vessel Filling System

Masters and Chief Engineers shall maintain files containing all incoming correspondence and copies
of all outgoing correspondence (either hard copy or electronical as indicated in specific
correspondence). The Master’s File should contain correspondence of all Departments (except
Engine Department).

The Chief engineer’s Files should contain all correspondence relating to the Engine
Department. These files should be kept in properly marked folders, in a neat and orderly manner, so
that a relieving Master or Chief Engineer may readily locate any correspondence.

The filing system on board the ship is divided in into departments as follows:

A. Master Office Files / Conference Room.

B. Vessel Safety Files / Conference Room.
C. Purchasing Files / Conference Room.
D. Crew Files / Conference Room.
E. Chief Officer Files / Ship’s Office Files.
F. Chief Engineer Files / Conference Room & ECR.
G. Technical Files / Conference Room
H. Navigation Bridge Files.
I. Navigation Files.
J. Communication Files / Conference Room.

6.1.1 Master’s Office Files

The following files must be created and maintained on board each vessel to the responsibility of the
Master.

A Company Correspondence – Incoming (In electronic format)

B Company Correspondence – Outgoing (In electronic
C format) General Correspondence
D Charterers Correspondence In /Out (in electronic format / per voyage)
Classification Correspondence / Reports
Class Status
E Class Survey Reports
Class Statements
CMS Audit by Class
Flag State Administration
Tonnage Tax Certificate Cyprus
F
Tonnage Tax Certificate Liberia
Tonnage Tax Certificate Marshall
G PSC / USCG Inspections (All PSC MOU)
rd
H Rightship, P&I & 3 party Inspections
I Company Circulars (OPE/TEC/DPA/CREW)
J Company Bulletins (OPE/TEC/DPA/CREW)
K Company Safety Alerts (OPE/TEC/DPA/CREW)
L Claims/Protests
M Official Certificates VS-042 Vessel’s Certificates Report

6.1.2 Vessel Safety Files for Vessel in Office/Conference Room

FILE VSAF -1

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Doc. 6.1 – Vessel’s Filing System ISM Code: All
FILE VSAF -1
Responsible Person in
Form No Description Location
Person Charge
VS-025 Vessel Forms Register and Follow Up DPA DPA Conference
VS-026 Management of Change Master Master Conference

FILE VSAF -2
Responsible Person in
Form No Description Location
Person Charge
VS-001 Master Review Report Master Master Conference
Shipboard Safety Committee Meeting
VS-002 Master Master Conference
Minutes

FILE VSAF -3
Responsible Person in
Form No Description Location
Person Charge
VC-011 Ship Master Report Master Master Conference
VS-029 Near Miss / Hazard Identification Report Master Master Conference
VS-030 Incident Investigation Report Master Master Conference
VS-031 Witness Statement Report Master Master Conference
VS-034 Behavioral Safety Report Master Master Conference

FILE VSAF -4
Responsible Person in
Form No Description Location
Person Charge
VS-005 SMS Change Request & C.A.R. Master Master Conference
VS-027 Vessel Internal Audit Schedule Master Master Conference
VS-028 Vessel Internal Audit Report / Checklist Master Master Conference
VS-038 Non-Conformity Report Master Master Conference

FILE VSAF -5
Responsible Person in
Form No Description Location
Person Charge
VS-006 Hot Work Permit Master Master Conference
VS-008 Enclosed Space Entry Permit Master Master Conference
VS-010 Working Aloft or Overside Permit Master Master Conference
VS-032 Diving Checklist Master Master Conference
VS-039 Permits Register Master Master Conference

FILE VSAF -6
Responsible Person in
Form No Description Location
Person Charge
VS-003 Schedule of Shipboard Drills Master Master Conference
VS-004 Drill Evaluation Master Master Conference

FILE VSAF -7

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Section 6
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Doc. 6.1 – Vessel’s Filing System ISM Code: All
FILE VSAF -7
Responsible Person in
Form No Description Location
Person Charge
VS-024 Risk Assessment Report1 Master Master Conference
VS-035 Job Hazard Analysis Form Master Master Conference

FILE VSAF -8
Responsible Person in
Form No Description Location
Person Charge
Weekly, Healthy and Hygiene
VS-021 Master Master Conference
Inspection Checklist
VS-036 PSC Checklist Master Master Conference
VS-036 PSC Checklist Master Master Conference

6.1.3 Purchasing Files for Vessel in Office / Conference Room

FILE PUR-1
Responsible Person in
Form No Description Location
Person Charge
VP-001 Requisition for Spare Parts Master C/E Conference
VP-002 Requisition for Stores Master C/O Conference
VP-003 Requisition for Provisions Master C/O Conference
VP-015 Wire Rope Requisition Form Master C/O Conference

FILE PUR-2
Responsible Person in
Form No Description Location
Person Charge
Engine Thermometers & Inserts
VP-013 C/E C/E Conference
Requisition Form
VP-014 Requisition for Electric Motors C/E C/E Conference

FILE PUR-3
Responsible Person in
Form No Description Location
Person Charge
VP-004 Spare Parts Inventory Form C/E C/E Conference
VP-005 Major Spare Parts Onboard C/E C/E Conference
Critical & Environmental Critical Spare Parts
VP-006 C/E C/E Conference
Inventory
VP-009 Store’s Inventory Form C/E C/E Conference
Chemicals and Gases Monthly Inventory
VP-010 C/E C/E Conference
Supply Record
VP-011 Medicine Chest Inventory C/E C/E Conference

1 Form “Risk Assessment Report” to be used only when the Risk Management Software is not
functional.

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Section 6
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Doc. 6.1 – Vessel’s Filing System ISM Code: All

6.1.4 Crew Files for Vessel in Office Files / Conference Room

FILE VCREW-1
Responsible Person in
Form No Description Location
Person Charge
VC-005 Deck Ratings Familiarization Checklist Master Master Conference
Deck Officers Familiarization and Handover
VC-006 Master C/O Conference
Checklist
Engine Officers Familiarization and
VC-007 Master C/E Conference
Handover Checklist
VC-018 Engine Ratings Familiarization Checklist Master Master Conference

FILE VCREW-2
Responsible Person in
Form No Description Location
Person Charge
Familiarization Checklist for Third Party
VC-008 Master Master Conference
Personnel
VC-017 Visitors Letter of Indemnity (Britannia P&I) Master Master Conference
VC-017 Visitors Letter of Indemnity (Gard P&I) Master Master Conference
VC-017 Visitors Letter of Indemnity (UK P&I) Master Master Conference

FILE VCREW-3
D Responsible Person in
Form No escription Location
Person Charge
Master Familiarization and Handover C/E
VC-003 C/E Conference
Checklist
Chief Engineer Familiarization and C/E
VC-004 C/E Conference
Handover Checklist

FILE VCREW-4
Responsible Person in
Form No Description Location
Person Charge
VS-011 Training of Crew Members Master C/O Conference
VS-012 Extra Training Report Master Master Conference
VS-013 Higher Rank Training in Master Duties Master Master Conference
Higher Rank Training in Chief Officers
VS-014 Master Master Conference
Duties
nd
VS-015 Higher Rank Training in 2 Officers Duties Master Master Conference
rd
VS-016 Higher Rank Training in 3 Officers Duties Master Master Conference
Higher Rank Training in Chief Engineer’s
VS-017 Master Master Conference
Duties
nd
VS-018 Higher Rank Training in 2 Engineers Master Master Conference
Duties
VS-019 rd
Higher Rank Training in 3 Engineers Duties Master Master Conference
VS-020 th Master Master Conference
Higher Rank Training in 4 Engineers Duties

FILE VCREW-5

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Doc. 6.1 – Vessel’s Filing System ISM Code: All
Responsible Person in
Form No Description Location
Person Charge
VC-019 Ratings Appraisal Report Master Master Conference
VC-020 Officers Appraisal Report Master Master Conference

FILE VCREW-6
Responsible Person in
Form No Description Location
Person Charge
Seafarer’s Contract / Service Extension
VC-009 Master Master Conference
Request
VC-010 Medical Report Master Master Conference
VC-016 On board Drug and Alcohol Test Record Master Master Conference
VP-012 Controlled Drugs Register Master Master Conference

FILE VCREW-7
Responsible Person in
Form No Description Location
Person Charge
VC-001 Schedule of Working Arrangements Master Master Conference
VC-002 Records of Hours of Rest Master Master Conference
VC-012 Crew List Master Master Conference

FILE VCREW-8
Responsible Person in
Form No Description Location
Person Charge
VC-013 Onboard Complaint Form Master Master Conference
VC-014 Complaint Log Master Master Conference
VC-015 Dismissal Form Master Master Conference

6.1.5 Chief Officer Files

Non-auditable attached to each voyage for vessel for chief officer files / Ship’s Office

FILE VOYAGE (Per Voyage)

Person
D Responsible
Form no escription in Location
person
charge
VO-004 Pre-arrival and Loading Checklist Master C/O Ship’s Office
VO-005 Draft survey Master Master Ship’s Office
VO-006 Cargo Holds Temperatures & Gases Log Master Master Ship’s Office
VO-009 Loading/Discharging Sequence Plan Master C/O Ship’s Office
VO-010 Cargo Operation Checklist Master Master Ship’s Office
VO-011 Completion of Loading Checklist Master Master Ship’s Office
VO-012 Notice of Damage by Stevedores Master C/O Ship’s Office
VO-013 Ship / Shore Safety Checklist Master Master Ship’s Office
VO-014 Pre-arrival and Discharging Checklist Master Master Ship’s Office
VO-015 Completion of Discharging Checklist Master Master Ship’s Office

VO-019 Bunker Distribution – Maximum Bunker Master Ship’s Office

Master & C/E
Intake in empty tanks

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Doc. 6.1 – Vessel’s Filing System ISM Code: All
FILE VOPE-1
Responsible Person in
Form No Description Location
Person Charge
VO-007 Cargo Hold Inspection Report Master Master Ship’s Office
VO-008 Cargo Holds Overall Assessment Form Master Master Ship’s Office
VS-007 Cargo Hold Entry Permit Master C/O Ship’s Office

FILE VOPE-2
Responsible Person in
Form No Description Location
Person Charge
VO-002 Changing over the Deck Watch in Port Master C/O Ship’s Office
Mooring / Bridge Checks during Cargo
VO-003 Master C/O Ship’s Office
Operations
VO-017 Daily Work Plan Master C/O Ship’s Office

FILE VOPE-3
Responsible Person in
Form No Description Location
Person Charge
Ship’s Gear Grease Maintenance Log in
VO-016 Master C/O Conference
Port
VO-018 Cargo Crane Report Master C/O Conference
VS-022 Accommodation Inspection Checklist Master C/O Conference
VS-023 MLC Inspection Report Master C/O Conference
Gas Detection Equipment & Calibration
VS-040 Master C/O Conference
Card

FILE PMS-D
Responsible Person in
Form No Description Location
Person Charge
PMS-D-001 Steering Gera Test Checklist C/O Master Ship’s Office
PMS-D-002 Wires and Ropes Inspection Log C/O Master Ship’s Office
PMS-D-003 Hatch Covers Maintenance (side rolling) C/O Master Ship’s Office
Hatch Covers Maintenance (folding
PMS-D-004 C/O Master Ship’s Office
type)
PMS-D-005 Crane Inspection / Works Checklist C/O Master Ship’s Office
PMS-D-006 Tank / Void Space Inspection Checklist C/O Master Ship’s Office
PMS-D-007 Winch Brake Test Report C/O Master Ship’s Office
PMS-D-008 Grabs Inspection Work Checklist C/O Master Ship’s Office
Accommodation / Pilot Embarkation
PMS-D-009 Ladders (inspection-maintenance C/O Master Ship’s Office
checklist)
Ultrasound Test of Side Rolling Hatch
PMS-D-010 C/O Master Ship’s Office
Covers
Ultrasound Test of Holding Hatch
PMS-D-011 C/O Master Ship’s Office
Covers
PMS-D-012 Cargo Gers Monthly Operational Status C/O Master Ship’s Office
PMS-D-013 Rocking Test Slewing Bearing C/O Master Ship’s Office
PMS-D-014 Deck Machinery Greasing Log C/O Master Ship’s Office

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Doc. 6.1 – Vessel’s Filing System ISM Code: All

6.1.6 Chief Engineer Files / Conference & ECR

A. Company Circulars (same as Master’s)
B. Company Bulletins (same as Master’s)
C. Company Safety Alerts (same as Master’s)
D. Company Correspondence In / Out (in electronic format)
E. Classification Correspondence / Reports (same as Master’s)
F. Class Quarterly Condition Reports (same as Master’s)
In more details:

6.1.7 Technical Files for Vessel for Chief Engineer Files / Conference
FILE VMAINT-1
Responsible Person in
Form No Description Location
Person Charge
Engine Department Monthly
PMS-E-022 C/E C/E Conference
Maintenance Report
UTM Scrubber Overboard Pipe Thickness
PMS-E-032 C/E C/E Conference
Measurement

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FILE VMAINT-2
Responsible Person in
Form No Description Location
Person Charge
VE-013 Engineering Audit

FILE VMAINT-3
Responsible Person in
Form No Description Location
Person Charge
PMS-E-007 Emergency Batteries Log C/E C/E Conference
Oxygen and Acetylene Equipment
VE-016 C/E C/E Conference
Checklist

FILE VMAINT-4
Responsible Person in
Form No Description Location
Person Charge
Overhauling Report for TPS
PMS-E-002 C/E C/E Conference
Turbochargers
PMS-E-006 Diesel Generator Performance C/E C/E Conference
Overhauling Report for IHI
PMS-E-008 C/E C/E Conference
Turbochargers
Turbochargers Overhauling Report ABB
PMS-E-011 C/E C/E Conference
Type
Turbochargers Overhauling Report MAN
PMS-E-012 C/E C/E Conference
Type
PMS-E-015 Other Auxiliary Equipment C/E C/E Conference
PMS-E-016 Kathodic Protection MGPS C/E C/E Conference
Overhauling Report for MITSUBISHI D/G
PMS-E-017 C/E C/E Conference
Turbochargers
PMS-E-021 Alternator Air Gap Measurement C/E C/E Conference

FILE VMAINT-5
Responsible Person in
Form No Description Location
Person Charge
PMS-E-003 Megger Test Report C/E C/E Conference
PMS-E-005 Crankshaft Deflection (M/E – D/G) C/E C/E Conference
PMS-E-010 Cylinder Condition Report C/E C/E Conference
PMS-E-013 D/G Piston Overhauling Report C/E C/E Conference
PMS-E-014 D/G Connection Rods Report C/E C/E Conference
PMS-E-023 Boiler Water Treatment Report C/E C/E Conference
PMS-E-024 Cooling Water Treatment Report C/E C/E Conference
VE-012 Onboard Drain Oil Analysis C/E C/E Conference

FILE VMAINT-6
Responsible Person in
Form No Description Location
Person Charge
Critical Equipment Activation / De- C/E
PMS-E-001 C/E Conference
Activation Report

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FILE VMAINT-6
Responsible Person in
Form No Description Location
Person Charge
Temperature & Pressure Gauge
VE-008 C/E C/E Conference
Calibration Report
VE-014 Defect Report C/E C/E Conference
VE-015 Defect Report Log C/E C/E Conference
VP-008 Maintenance Tools Inventory C/E C/E Conference
VS-009 Cold Work Permit C/E C/E Conference
VS-033 Lock-out/Tag-out Checklist C/E C/E Conference
VS-037 Isolation (electrical) Permit C/E C/E Conference

FILE VMAINT-7
Responsible Person in
Form No Description Location
Person Charge
VE-001 Alarms & Trips Report C/E C/E Conference

FILE VMAINT-8
Responsible Person in
Form No Description Location
Person Charge
VE-009 Bunkering Plan & Survey Report C/E C/E Conference
VE-010 Bunkering Pollution Prevention Checklist C/E C/E Conference
VE-011 Bunkering Log C/E C/E Conference
VP-007 Goods Landed Form C/E C/E Conference

FILE VMAINT-9
Responsible Person in
Form No Description Location
Person Charge
PMS-E-004 M/E Indicator Cards C/E C/E Conference
PMS-E-009 M/E Bearings Inspection C/E C/E Conference
M/E Cylinder Inspection through
PMS-E-018 C/E C/E Conference
Scavenge Ports
PMS-E-019 Exhaust Valve Condition Report C/E C/E Conference
PMS-E-020 M/E Piston Rod Measurement Report C/E C/E Conference

FILE VMAINT-10
Responsible Person in
Form No Description Location
Person Charge
E/R Restricted Waters Visibility
VE-004 C/E C/E Conference
Checklist
VE-005 Unmanned E/R Operation Checklist C/E C/E Conference
Changing over the Engine Watch
VE-006 C/E C/E Conference
Checklist
Checks for Every Engine Watch
VE-007 C/E C/E Conference
Checklist

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Doc. 6.1 – Vessel’s Filing System ISM Code: All

6.1.8 Navigation Bridge Files

A. Navtex Radio Warnings / Navigational Warnings
B. Safety Booklets (SB1 folder, SB2 folder)
C. Preliminary and Temporary (P&T) Notices
D. Navigation Warnings from NTM
E. Weather Reports from Facsimile
F. Weather Reports and Warnings from Inmarsat Station
G. Weather Reports and Warnings from Navtex
H. GMDSS Records of Tests
In more details:

6.1.9 Navigation Files for Vessel in Navigation Bridge

FILE VNAV-1
Responsible Person in
Form No Description Location
Person Charge
VN-001 Passage Plan-Departure (berth) Pilotage Master C/O Bridge
VN-002 Passage Plan-Full Away / E.O.S.P. Master C/O Bridge
VN-003 Passage Plan-E.O.S.P. / Berth Master C/O Bridge
VN-004 Underkeel Clearance Calculation Master C/O Bridge
VN-022 Passage Planning Appraisal Master C/O Bridge

FILE VNAV-2
Responsible Person in
Form No Description Location
Person Charge
VN-011 Pilotage Checklist Master C/O Bridge
VN-012 Ship-Shore Master / Pilot Exchange Master C/O Bridge
VN-013 Mooring Plan Master C/O Bridge
VN-014 Pilot Card Master C/O Bridge

FILE VNAV-3
Responsible Person in
Form No Description Location
Person Charge
VN-005 Taking Over the Bridge Watch Checklist Master OOW Bridge
VN-019 Daily Tests and Checks Checklist Master C/O Bridge

FILE VNAV-4
Responsible Person in
Form No Description Location
Person Charge
Navigation in Narrow Waters / Straits
VN-007 Master C/O Bridge
Checklist
VN-015 Pre-Departure Checklist Master C/O Bridge
VN-016 Pre-arrival Checklist Master C/O Bridge
VO-001 Pre-Arrival Mooring Checklist Master C/O Bridge
VS-041 Navigational Audit Checklist by Master Master C/O Bridge

FILE VNAV-5

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Doc. 6.1 – Vessel’s Filing System ISM Code: All

FILE VNAV-5
Responsible Person in
Form No Description Location
Person Charge
VE-002 E/R Pre-departure Checklist C/E C/E E/R
VE-003 E/R Pre-arrival Checklist C/E C/E E/R

FILE VNAV-6
Responsible Person in
Form No Description Location
Person Charge
VN-006 Navigation in Coastal Waters / TSS Checklist Master C/O Bridge
VN-008 Navigation in Restricted Visibility Checklist Master C/O Bridge
Navigation in Heavy Weather / Tropical
VN-009 Master C/O Bridge
Storms Checklist
VN-010 Navigation in Ice Checklist Master C/O Bridge

FILE VNAV-7
Responsible Person in
Form No Description Location
Person Charge
VN-017 Anchoring & Anchor Watch Checklist Master C/O Bridge

FILE VNAV-8
Responsible Person in
Form No Description Location
Person Charge
VN-018 Helicopter – Ship Operations Checklist Master C/O Bridge

FILE VNAV-9
Responsible Person in
Form No Description Location
Person Charge
VN-023 Ship’s Library List Master C/O Bridge

FILE VNAV-10
Person
Responsible
Form No Description in Location
Person
Charge
VN-020 ECDIS Familiarization Checklist Master Master Bridge
ECDIS Commissioning and Familiarization
VN-021 Master Master Bridge
Checklist

6.1.10 Communications Files

A. Company In / Out Tlx / Fax / E-mail (in electronic format).
B. Charterers In / Out Tlx / Fax / E-mail (in electronic format).

6.1.11 Instructions Manuals, Vessel Plans / Drawings

Manufacturer’s instruction manuals are maintained on board each vessel for basic machinery
and critical equipment and are filed in the Ch. Engineer’s office (or conference room). In the
event of amendments or updates are received from manufacturer, they are incorporated in a similar
manner as

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Doc. 6.1 – Vessel’s Filing System ISM Code: All

other amendment. Each vessel is equipped with all those drawings required to ensure safe and
efficient operation.

The Chief Engineer is to maintain an accurate inventory of all drawings and instruction manuals
on board. The Chief Engineer maintains a list of any drawings / manuals removed from the files
during maintenance or repaired periods or for use by authorized personnel. Extra copies of
drawings / manuals relating to stability, safety and pollution prevention are maintained in Master’s
office.

Officers on board the vessel are responsible for identifying any missing manual / drawing and
request replacement or assistance from the Company’s Technical Department.

6.1.12 Records and Reports

The Master ensures that all Officers are diligent in completing the records (forms – check lists)
and reports required to be submitted at the intervals specified in the Company’s Management
System. He is also required to check the validity and correctness of all documents before final
dispatch to the Company. Copies are to be retained on board and filed as appropriate.
Company’s form VS-025 “Vessel Forms Register & Follow Up” may be used as guidance.

6.1.13 Garbage Record Book

A Garbage Record Book is to be maintained on every vessel in accordance with the provisions
of applicable Maritime Regulations. The Garbage Record Book must always be available for
examination by Nautical Inspectors or Inspectors of any Port State when within the jurisdiction of
that State. The Garbage Record Book must be preserved for three years (3 Y) from the date
of the last entry. Masters and Officers are reminded that, in addition to statutory
requirements concerning maintenance of a Garbage Record Book, this record is a valuable mean
or providing proof that the ship has complied with anti-pollution regulations.

6.1.14 Oil Record Book

An Oil Record Book is to be maintained on every vessel in accordance with the provisions
of applicable Maritime Regulations. The Oil Record Book must always be available for examination
by Nautical Inspectors or Inspectors of any Port State when within the jurisdiction of that State. The
Oil Record Book must be preserved for three (3) years from the date of the last entry. All entries
must be written by using always ink pen and signed by the Master. Any errors must be ruled out
with a single line and initialed. Master and Officers are reminded that, in addition to statutory
requirements concerning maintenance of an Oil Record Book, this record is a valuable mean or
providing proof that the ship has complied with anti-pollution regulations.

6.1.15 Publications / Conventions / Regulations

In addition to the identification of applicable rules / codes / regulations etc., carried out by the
DPA working group and its incorporation into the CMS, every Head of Department and senior
officers on board managed vessels are responsible for familiarizing themselves with such
applicable requirements, to a practical extent.

6.1.16 Official Certificates

The Master is responsible for ensuring that the originals of all official certificates appropriate for the
vessel are always valid and maintained on board.

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Doc. 6.1 – Vessel’s Filing System ISM Code: All

6.1.17 Classification Society Reports

All relevant correspondence for the vessel concerning Class matter and reports is to be maintained in
the appropriate files maintained by the Master and Ch. Engineer.

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