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Ship-Shape

Ship-Shape is an end-to-end, maritime-ready platform for managing your Safety Management System (SMS) documents and forms across the fleet. It centralizes creation, control, distribution, and evidence of use, so ship and shore personnel work from a single source of truth with full version history, acknowledgments, and audit trails. Built with secure cloud architecture, rich metadata and tagging, powerful search/navigation, and smart update suggestions aligned to evolving regulations, Ship-Shape streamlines day-to-day compliance while cutting admin time. Co-developed by Alpha Marine Consulting P.C. and SlashBack, it blends deep industry expertise with robust, tailored software engineering, delivering a solution that fits real ship/shore workflows and integrates cleanly with existing systems.

  1. Document Repository

A centralized hub that allows for the efficient submission, easy processing, secure storage, easy retrieval, and efficient organization of SMS forms and procedures. This feature ensures seamless collaboration by providing users with quick and secure access to important records.

 

  1. Version Control & History Tracking

Track all modifications made to documents over time, maintaining a detailed revision history. This system enables users to revert to previous versions when necessary and ensures compliance by providing an audit trail of all changes, including the identity of the person making the changes, the date, and the time of the changes.

 

  1. Digital Forms Integration

Create, complete, and submit digital forms with ease. The system supports the integration of forms into existing workflows, reducing paperwork and administrative overhead while ensuring quick processing of forms such as SMS forms, crew certifications, and maintenance checklists.

 

  1. Document Distribution Hub

Streamline the process of distributing documents that require acknowledgment or further actions from relevant parties. This feature sends automated notifications and tracks responses in real-time, ensuring full visibility into the status of key documents and keeping all stakeholders informed.

 

  1. Document Response Log

Monitor and log user acknowledgments or further actions of documents, ensuring compliance with internal procedures and maintaining a clear record of who has reviewed, amended, responded to, or accepted each document. This feature supports regulatory and procedural compliance and simplifies the auditing process.

 

  1. File Organization & Categorization

Categorize documents according to predefined criteria such as document type, ship’s name, and regulatory or industry requirements. This feature facilitates the efficient organization of large volumes of documents and enhances workflow by enabling the rapid and accurate retrieval of critical information.

 

  1. Tagging & Metadata Management

Enable users to assign specific tags to documents for improved organization. By using metadata, such as vessel name, cargo type, or compliance status, documents can be sorted and filtered more effectively, allowing users to quickly locate the necessary documents.

 

  1. Document Navigator

The Document Navigator helps users search, filter, and navigate through documents based on assigned tags or metadata. This feature offers a visual interface for quick access to relevant documents, enabling users to locate specific files without delay.

 

  1. Document Update Suggestions

This feature intelligently analyzes documents and suggests updates based on changes in regulations, industry best practices, or internal standards. By providing automatic recommendations, the system helps users keep documents up to date and compliant.

 

  1. Content Delivery & Sharing

Effortlessly upload, publish, and share documents across platforms. This feature ensures that important documents, such as safety records, are accessible to the right stakeholders, facilitating smooth collaboration between internal teams and external partners.

 

  1. Secure Information Vault

A secure, cloud-based storage solution for all critical business data, providing high-level security and compliance with data retention policies. The Information Vault ensures that sensitive documents are only accessible to authorized personnel and are securely stored for easy retrieval when needed.

 

This module is a collaboration with SlashBack, a specialized provider of custom database solutions and software development services. SlashBack brings its expertise in creating tailored software applications, ensuring the module meets the highest standards of functionality, security, and integration, while we provide in-depth knowledge and experience in the maritime sector to ensure the solution is perfectly aligned with the unique regulatory and industry-related needs.