How AI Can Help You Find Safety Procedures Faster

July 17, 2025 By Yodaplus

In the maritime industry, safety is the foundation of every operation at sea. From routine drills to emergency responses, vessels rely on well-documented safety procedures to protect crew members, cargo, and the environment. But even though the procedures exist, finding the right one at the right moment isn’t always easy. Safety-related ship documents are often spread across manuals, SOPs, circulars, or PDF files. These documents are long, updated regularly, and follow complex maritime regulations. A single vessel may hold hundreds of documents related to SOLAS, ISPS Code, STCW, and more. Searching through these during a drill or inspection wastes time and increases the risk of mistakes. This is where Artificial Intelligence (AI) can help. AI-powered document intelligence systems are transforming how ships access and use safety procedures making them searchable, accessible, and easier to follow when it matters most.

 

The Challenge: Finding the Right Maritime Documentation

Let’s say your vessel needs to perform an enclosed space entry. The crew member knows the procedure is documented, but where? Is it in the general safety manual, the STCW training guide, or under ISM Code circulars?

Now imagine this scenario during an inspection or an emergency. You don’t have time to check 10 different folders or scroll through a 200-page manual. Even a 5-minute delay can disrupt the drill or make the ship look unprepared.

Maritime safety documents include:

• Fire Control Plans
• Muster lists
• Safety Management System (SMS) documents
• Checklists under ISPS Code
• Evacuation procedures
• SOLAS-related documentation
• HSEQ protocols

All of these fall under the broader category of shipping documents, and most are required under shipping compliance frameworks.

 

How AI Helps

Modern AI tools are trained to understand and organize large volumes of maritime documentation. These tools don’t just store documents, they read and interpret them. Here’s how they make safety procedures faster to find:

1. Smart Search

Instead of remembering file names or folder paths, crew can use natural language search. You type:
“Show procedure for oil spill cleanup” or “Fire alarm response checklist”
And the system fetches the relevant page or section instantly.

This is possible through document intelligence, which means the AI understands the content and context, not just the file name or metadata.

2. Tagging and Classification

AI tools tag ship documents automatically based on their content. So if a document mentions SOLAS requirements, the system tags it accordingly. Same with STCW, ISPS Code, or COLREGs.

This helps in:

• Filtering by type (e.g., emergency vs maintenance)
• Sorting by regulation (e.g., MARPOL, ISGOTT)
• Prioritizing vessel safety content

3. Version Tracking

No more guessing if you’re using the latest version of the safety checklist. AI tools show the most recent update and alert you if a newer version is available. This ensures that crews always follow the right procedure, especially when compliance is being monitored.

4. Multilingual Support

Many vessels operate with multicultural crews. AI tools can translate or simplify complex procedures into easy-to-read formats, improving understanding and reducing safety risks.

 

Use Cases: Faster Access in Real Life

Here are a few ways AI helps in real-world safety situations:

During a Drill

Let’s say your vessel is performing a fire drill. Instead of pulling out the manual, the crew types “fire drill steps” into the tool. The system highlights the Fire Control Plan and lists action steps on-screen. No flipping pages, no delay.

Before a Port Inspection

Inspectors ask to see procedures under ISPS Code or ISM Code. The compliance officer searches “security threat procedure” or “oil spill checklist.” The system brings up the document and the relevant section with highlights.

In Case of Emergency

Suppose there’s a gas leak in the engine room. The officer needs to refer to enclosed space entry procedures immediately. AI tools allow a voice or typed prompt like “ventilation protocol before entry,” and the safety guideline is retrieved on the spot.

 

Benefits for Maritime Compliance and Safety

AI-enabled systems bring major advantages to vessel operations:

• Speed: Safety procedures can be accessed in seconds, not minutes.
• Accuracy: Crews follow the most recent and correct document version.
• Compliance: Helps meet IMO regulations and standards like MARPOL, HSEQ, and SOLAS.
• Efficiency: Reduces time spent searching through outdated folders.
• Confidence: Ensures crew can respond with clarity and speed in inspections or emergencies.

 

A Step Toward Safer, Smarter Ships

As vessels get larger and documentation grows, manual document handling becomes a liability. AI enhances crew’s knowledge. Instead of relying on memory or printed guides, the team gets intelligent assistance when they need it most.

AI in shipping is no longer just about navigation or fuel optimization. It’s about improving day-to-day readiness. Document intelligence systems are the foundation of this transformation, helping you turn maritime compliance into a faster, simpler, and safer process.

 

How Yodaplus Helps

At Yodaplus, we design AI tools that help shipping companies organize, manage, and retrieve their most important documents. Our solution, Ocean Docs, brings document intelligence into the heart of vessel operations.

From maritime environmental compliance to safety checklists and regulations like ISGOTT or STCW, OceanDocs makes it easy for teams to stay compliant, prepared, and confident at sea or at port.

Want to see how it works? Book a demo with us.

 

Final Thoughts

Safety doesn’t start with action, it starts with access. If your crew can’t find the right procedure fast, even the best training won’t help. AI makes sure that safety documents are never more than a few clicks or commands away.

In a high-pressure environment like shipping, that speed can make all the difference.