**Executive Summary**
This document, DGS Order No. 37 of 2020, dated November 10, 2020, outlines the revised procedure for updating seafarer profiles in the Indian National Database of Seafarers (INDOS). It addresses issues with incorrect or missing data, particularly email IDs and mobile numbers, and aims to streamline the profile updating process while enhancing data integrity and security. The order temporarily suspends the fine imposed on INDOS issuing MTIs for the next three months.
**Key Points / Main Content**
* **INDOS Number & Profile Data:**
* The INDOS number is a unique identifier mapped to a seafarer's profile containing details like name, signature, photograph, course certificates, and passport/CDC details.
* MTIs are responsible for initiating the process for INDOS number generation and ensuring the correctness of data entered in the seafarer's profile.
* **Seafarer Profile Updates:**
* Requests for changes from seafarers who took admission in a course at a MTI on/after October 1, 2020, and their batch details have been uploaded, shall not be accepted.
* Seafarers must enter their own email ID and mobile number in their profile. Log in to the e-governance module on the Directorate website using the INDOS number as user ID and INDOS number followed by digit "1" as password to carry out the changes.
* The facility to change email ID or mobile number will eventually require online verification through a one-time password sent to the seafarer's mobile number (and vice versa).
* While updating photographs, signatures, or personal details, seafarers should add their email ID and mobile number. The system will lock the email ID and mobile number, requiring online verification for future changes.
* If two seafarers register the same email ID or mobile number, both INDOS profiles will be deactivated.
* **Photograph and Signature Updates:**
* Seafarers must forward a recent passport-sized photograph and a copy of their signature (as specified) to MTT at ttc-dgs@nic.in, mentioning their INDOS number and registered email ID.
* MTT will verify the documents and grant permission for updating within two working days.
* Seafarers must update the changes within two days of permission. Verify the updated photograph on a specified URL, and rewrite to MTT if the matching is unsuccessful.
* **Personal Detail Correction:**
* Seafarers can request changes to their name, date of birth, gender, place of birth, birth country, nationality, or permanent address through the e-governance portal on www.dgshipping.gov.in.
* MTT will verify the requested changes and grant permission for updating within two working days.
* Update the changes within two days of permission.
* **Escalation Matrix:**
* If change requests are not addressed within two working days, escalate to CEO-MTT email: mttindos@gmail.com.
* If not addressed within three working days, escalate to ADG (Training)email: singh.deependra@gov.in.
* **MTI Responsibilities & Penalties:**
* MTIs are responsible for ensuring the correctness of candidate details, including photographs and signatures, when generating INDOS numbers.
* Strict punitive action may be taken against MTIs found entering incorrect email IDs or mobile numbers in the INDOS database.
* MMDs are instructed not to process any change request in the Seafarer Profile.
* The fine of INR 3000/- per change for correction requests received from MTIs after INDOS issuance is temporarily suspended for the next three months.
**Impact Analysis**
**Stakeholder: Seafarers**
* **Impact:** The revised procedure affects how seafarers update their profiles, especially email IDs, mobile numbers, photographs, and other personal details. They must provide accurate information and follow the outlined process for updates. The inability to update profiles or complete necessary processes if data is inaccurate.
* **Action Required:** Seafarers must ensure their profiles contain their personal email ID and mobile number. They must follow the specified procedures for updating photographs, signatures, and other personal details, including logging into the e-governance portal and providing necessary documents.
**Stakeholder: Maritime Training Institutes (MTIs)**
* **Impact:** MTIs are responsible for the correctness of seafarer data during INDOS number generation. Incorrect entries may lead to penalties.
* **Action Required:** MTIs must sensitize their staff to ensure accurate data entry for seafarer profiles. They must avoid using their own or third-party email IDs and mobile numbers in seafarer INDOS databases.
**Stakeholder: Directorate General of Shipping (DGS) and MTT Cell**
* **Impact:** The DGS and MTT Cell are responsible for overseeing the profile updating process, verifying data, and granting permissions for changes.
* **Action Required:** The MTT Cell must efficiently process and verify update requests within the specified timelines. The DGS must monitor compliance and enforce penalties for MTIs violating the guidelines.
**Stakeholder: MMDs**
* **Impact:** MMDs are no longer able to process change requests in the Seafarer Profile.
* **Action Required:** MMDs must comply to this new instruction.
Key Entities Referenced
Directorate General of Shipping: The issuing authority of the order, responsible for maritime affairs.
INDOS (Indian National Database of Seafarers): A database containing seafarer information; this order concerns updating seafarer profiles within INDOS.
MTI (Maritime Training Institute): Institutions responsible for seafarer training and involved in the INDOS registration process.
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DTRECTORATE GENERAL OF SHIPPING, MUMBAI
File NO. 20-161812020-TRG-DGS Dated: 10.11.2020
DGS Order No.37 of 2020
Subiect:
l.
Whereas an INDOS (Indian National Database of Seafarers) number is a Unique
Identification number allotted to each candidate intending to work as a seafarer.
The seafarers profile containing various details including Name, Signature and
Photograph, course certificates, Passport /cDC details etc. is mapped with this
INDOS number. The MTIs are responsible for initiating the process for
generation of INDOS number and details being entered in the seafarer's profile
while ensuring the correctness and authentication of such details.
2. Whereas the requirement of details such as Name, Photograph, signature etc. in
the seafarer's profile for purposes of e-pass, e-leaming, exit examination,
automatic generation of watch-keeping certificates/DCEs etc. revealed that the
required data in the seafarer's profile were either missing or unusable due to
poor quality ofphotograph and signature, name wrongly entered etc. The above
resulted in allowing the seafarers to make changes in their profile which was
allowed with due control measures.
3. It has been further noticed that the Email ID, address and mobile number of the
seafarer are either incorrectly filled or not present in his profile. Apart from
difficulty in communicating with the seafarer, this also renders many facilities
available to the seafarers in the Directorates E-govemance system unusable
including regeneration of passwords.
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'ww.dgshlpplns.gov.ln4. The increasing use of digital technology is an unavoidable and pressing
requirement which has been fairly evidenced in the recent pandemic and the
increased use of data in the seafarer's profile for 3 tier examination process,
generation of digital certiflcate etc. has necessitated further simplification of the
seafarer's profile updation process and also the need for correct capture ofdata
at the initial stages. Facial recognition is now an integral part of the various e-
govemance process for ensuring integrity and security of all processes and
facilities available to the seafarers.
5. The Directorate vide DGS Order 27 of 2020 dated 01.10.2020 imposed
responsibility on the MTI to verifu correctness of details of a particular
candidate on his seafarer profile prior uploading the batch details and gave a
detailed procedure in case changes are needed on the seafarer profile of a
particular candidate. This included forwarding of change request by the
Candidate through the MTI to the MTT Cell of the Directorate and the escalation
matrix, provided the response to change request is not received by the Candidate
within a certain time frame. The Directorate hereby reaffirms the
continuation of said procedure and all MTIs are hereby directed once again
to ensure correctness on seafarer profile of a candidate prior uploading
batch details.
6. Noting that INDOS Cell Circular No. 2 of 2018 dated 09 March 2018 gives
detailed procedure for up-dating changes in personal details of a seafarer on his
profile.
7. Also noting that the Training Circular 08 of 2019 dated 30.04'2019 has assigned
added responsibility on MTI to ensure colrectness of a Candidates personal
details including photograph and signature while initiating the on-line
mechanism of generation of INDOS number.
Page 2 of 78. In partial modification to Training Circular 08 of 2019 and INDOS Cell
Circular No. 02 of 2018, the Directorate has now devised following procedure
for making a change request for the purpose of E-Leaming, enrolment at a MTI
prior uploading of batch details by MTI, Automatic Watch-Keeping/Dangerous
Cargo Endorsement issuance and E-Migration:
8.1. Request for change from those seafarers who have taken admission in a
I
Course at a MTI on/after October 2020 and the batch details have been
uploaded, shall not be accepted. Same will be verified with uploaded batch
details.
8.2. All seafarers are hereby directed to put their own e-mail id and mobile
number in their seafarer profile. At present there is no permission required to
change email id and mobile number. All a seafarer is required to do is log-in to
his seafarer profile on e-govemance module available on Directorates web-site
using his INDOS number as user id and password as INDOS number followed
"l"
by digit (in case seafarer has not already changed his password) and carry
out the changes.
8.3. The above facility to carry out change in e-mail id or mobile number will
not be in existence for a long time and then any further changes in a seafarer
mobile number or e-mail id will be through on-line verification, that is a request
for change in e-mail id shall only be permitted by an on-line verification through
a one-time password sent to a seafarer mobile number and vice-versa.
8.4.
While carrying out a change of photograph,/signature or personal details
now, the Seafarer is also advised to put their own mobile number and e-mail id
on their profile. Please note after this change the system will lock a seafarer e-
mail id and mobile number and any further changes in e-mail id or mobile
number will only be permitted through on-line verification as detailed in
Paragraph 8.3
Page 3 of 78.5. If two seafarers are found registering the same e-mail id or mobile number
after completion of their change request now' the INDOS profile of both shall be
deactivated and they will not be able to utilize the same for any purpose'
8.6. All request for photograph andior signature changes to be forwarded to
MTT at ttc-dgs@.nic.in by a Seafarer mentioning his INDOS number and from
hisregisterede-mailid.Incase,thecorrecte-mailisnotregisteredonhis
profile,mailtobesentfromthee-mailid,whichheintendstogetregistered
along with registered mobile number or the mobile number which he
intends to get registered now'
8.7.
RequestfotChangeofPhotograph:
8.7.1. Seafarer to forward recent photograph (which should be ofstandard passport
size with white background and the face size should be75% to 80% of the
photograph and in jpg form) along with self-attested copies of his passport
and CDC and mobile number'
8.7.2. MTT shall verifl photograph and INDOS number with that on his passport
andCDCandaftersatisfactoryverificationwillgivegrantpermissionfor
updating the changes. The permission shall be granted within two-working
day ofreceipt ofrequest from seafarer'
8.7.3'Theseafarerisexpectedtoupdatethechangeswithintwodaysofgrantof
permissionandinthemeanwhileshouldnotgetenrolledinacourseatany
MTI. After updating his Photograph on his seafarer profile' the candidate
shouldensurethatqualityofupdatedphotographisasrequiredforpresentor
future E-Leaming,Exit Examination/DCE purposes' This is to be done by
visiting the LrRL: https:11220.156.188.2291 and logging-in using his user-id
andpasswordforseafarerprofileandmatchhiscurrentfaceprofileonline
with the photograph in his seafarer INDOS profile, existing or updated'
g.7.4. In case the matching is not successful, the candidate can re-write to ttc-
dgs@nic.inwithanewphotograph.Providedtheseafarerre-writestoMTT
Page 4 of 7within two days of permission granted and his INDOS number is not
submitted in any batch details by any MTI, the MTT shall grant him
permission again for re-uploading the new photograph.
8.7.5. Aftertwo days of grant of permission and non-receipt of any mail by MTT
regarding photo match, the MTT will veri8, satisfactory updating of
photograph, e-mail id and mobile number and shall close the case.
8.8.
RequestforChangeofsignoture:
8.8.1. The Seafarerto forward a copy ofthe strip (not page) ofhis signature (on a
white paper strip using blue/black ink & not on a blank page) along with self-
attested copy of his passport and CDC. MTT to veriS, that the signature is as
per required format or else mail the seafarer to submit his signature in correct
format.
8.8.2. MTT shall verifu signature and INDoS number with that on his passport and
cDC and after satisfactory verification will give grant permission for
updating the changes. The permission shall be granted within two-working
day ofreceipt ofrequest from seafarer.
8.8.3. The seafarer is expected to update the changes related to signature and also
mobile number/e-mail ID, if required within two days of grant of permission.
8.8.4. After two days of grant of permission, the MTT will verif,, satisfactory
updating of photographs and e-mail id and mobile number, if required, and
shall close the case.
8.9' change of Name4Date of Birth/Gender/prace of Birth/Birrh
C o u ntry/N atio n al ity/P e r mane n t A ddr e s s :
8.9.1. Request for change in personal profire from those seafarers who have been
issued INDOS number prior to 30.04.2019 or after 30.04.2019 can be raised
using the following procedure:
8.9.1.1. Go to www.dgshipping.gov.in
8.9.1.2. Click on "e-govemance"
Page 5 of 78.9.1.3. Enter the User ID &Password and Click on "Login". Use your INDOS
number as User-Id and INDOS number followed by digit I as password in
case the password has not being changes earlier.
8.9.1.4. Click on "Request for Personal Details Correction in Seafarer Profile"
8.9.1.5. Click on "Request for correction ofpersonal details".
8.9.1.6. Please enter the desired details in the column "Proposed Changes"
& Upload your scanned copy oflatest passport.
8.9.1.7. Click on "Submit for correction" which will submit your request and
generate a reference number for future correspondence.
8.9.2. MTT shall verifu the changes requested from details on his passport and after
satisfactory verification will give grant permission for updating the changes.
The permission shall be granted within two-working day of receipt of request
from seafarer.
8.9.3. The seafarer is expected to update the changes related to signature and also
mobile number/e-mail ID, if required within two days of grant of permission.
8.9.4. After two days of grant of permission, the MTT will veriff satisfactory
updating of personal details, e-mail id and mobile number and shall close the
case.
8.10. If
Escalation Matrix: the change request is not addressed within 2
working days (excluding Saturday and Sunday) the first level of escalation of
the request will be CEO-MTT email: mttindos@gmail,com and the second
level of escalation, if the request is not addressed within three working days of
raising the request is ADG (Training)email: singh.deependra@gov.in
9. Whereas to ensure that correct data of a seafarer is available on his seafarer
profile, the Directorate vide Training Circular 08 of 2019 dated 30.04.2019, has
given the responsibility of generation of INDOS number to MTIs. Further to
ensure correctness of Seafarer data, the Directorate vide the same Order has also
Page 6 of 7stated that any coffection request received from MTI after issuance of INDOS
shall only be done after ensuring a payment of INR 3000/- per change except
when the personal details are changed due to issuance of new passport after
issuance of INDOS number. The fine of INR 3000/- per change was to be
imposed on INDOS issuing MTT vide the same Order. .Itt partial modificalion
to said Order, no fine shall be imposed for next three months.
f 0. All MMDs are hereby instructed not to process any change request in the
Seafarer Profile for the above said purposes.
11. Many INDOS number generating MTIs are seen to be providing their own or 3'd
party email ids and mobile numbers in the INDOS database of the seafarers.
This practice compromises with the integrity and security of the e-govemance
data and creates problems for the seafarer in their subsequent transactions
including training, e-migration, examination and issuance of digital certificates.
Accordingly, if any MTI is found to have enrered wrong email id or mobile
number of seafarers in their INDOS database, then strict punitive action may be
initiated against them. MTI may sensitise their staff accordingly.
,km.5,fd,
Director General of Shipping &
Additional Secretary to the Government of India
Page 7 of 7