IMO Maritime Single Windows: BIMCO survey reveals demand for standardised solutions

Published: 13 December 2023

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The IMO Facilitation Committee's decision to mandate a "single window" for data exchange from 1 January 2024, has been well received by many in the shipping industry, despite a lack of awareness of new requirements being one of the challenges.

The single window requirement is an important step towards a more digital and efficient maritime industry. To gain insight into how advanced the digital process is today when ships call at ports, BIMCO teamed up with other industry organisations in launching a survey.  

The survey, jointly conducted by BIMCO, The International Association of Ports and Harbors (IAPH), International Federation of Shipmasters' Associations (IFSMA), and the Federation of National Associations of Ship Brokers, and Agents (FONASBA) between September and December 2023, sought to understand the current state of readiness for digitalisation and information submission processes between ports and ships. A total of 487 responses were received. 

The responses came mainly from shipmasters (78%), but as some of the required port call documentation is collected by other third parties to the ship, agents (11%) and ship managers (3%) were also invited to take part in the survey. 

Surprisingly, 40% of respondents were unaware of the IMO resolution mandating national port authorities to establish a single window reporting system for data exchange in ports worldwide. Furthermore, with 64% of the port calls made by the respondents, the port authorities were still requiring either paper submissions or a mix of paper and digital submissions.  

Another significant challenge is that many ships, illustrated by 80% of respondents to the survey, stated that they did not have a suitable IT application onboard. Such applications could (semi)automatically collect the required information from the ship’s systems and pass it on to the receiving authorities. Having the IT infrastructure needed is crucial for maritime digitalisation as it facilitates the flow of data amongst various stakeholders, from the ship towards the port authorities and other entities involved in maritime logistics. 

The main reason for this slow adoption is to be found in the diverse range of port call interfaces used to receive the required data. These interfaces vary greatly from port to port because of different national protocols and regulations. These differences make it difficult for the maritime industry to agree on a common IT application linking to all necessary port interfaces, effectively acting as a one-stop solution for data collection and management. 

Time-consuming processes 

The survey also revealed that the process of collecting and submitting port call documentation is laborious and time-consuming. On average, respondents spent more than three hours (191 minutes) preparing and submitting the necessary documents required at every single port call. 

The survey also highlighted the need for standardisation across ports, with respondents expressing frustration at having to prepare different formats of the same information for different ports. This is not the first time the maritime industry has raised its voice on this matter. A survey conducted back in 2009 as part of the EU-funded research project called EfficienSea2, showed the same trend, although the time spent collecting and submitting the required information was a little higher at 241 minutes.  

Despite the challenges, the respondents to the recent BIMCO survey were optimistic about the potential benefits of establishing a global, digital MSW. 

The survey also showed a strong call for a centralised digital platform that could serve as a repository for all ship-related data and documentation, accessible by authorised personnel from any port around the world. This would significantly simplify administrative tasks and reduce the potential for errors associated with paper submissions. 

However, establishing such a platform would require international cooperation and careful consideration of data privacy and security issues. As one respondent noted, digitalisation in the shipping industry is “not merely about faster internet or data collection”.  It is about “crafting intelligent human interfaces with existing technology to strengthen efficiency." 

The results of the survey underscore the urgent need for a more efficient, harmonised, and digital approach to ship documentation. While significant challenges remain, the potential benefits of a Maritime Single Window system are clear and compelling. As the shipping industry moves towards a more digital future, the call for a standardised system is likely to grow louder. 

The outcome of the survey will now be presented to the IMO Facilitation Committee for further consideration.