Carnival UK has selected Filestream’s electronic document management software (EDMS) to manage all seafarer employment agreements (SEAs) for crew working on its two famous cruise brands – Cunard Line and P&O Cruises.
Lynn Cossey, Carnival UK’s senior manager of vetting and compliance, says, “In terms of the on-boarding function, it’s a legal requirement to have accurate and signed contracts for all our seafarers when they join a ship and for the duration of their employment. Filestream allows us to store all this information centrally so it’s available both at sea and onshore.”
Employment contracts are complex and varied – some are annual, others are fixed term based on the specific ship and voyage – and differ due to the employing entity and nationality of the individual. Last year alone, 27,000 different documents were generated. The Filestream-based seafarer contract management system allows Carnival UK to meet the International Labour Organisation’s Maritime Labour Convention rules which set out minimum working and living standards for all seafarers.
Filestream’s EDMS integrates with Carnival UK’s HR system, Mistral, which is used to generate each SEA. This shows the date of employment, terms and conditions, salary, entitlements and so on. This is emailed to each person, signed when they join the ship and then scanned so that a ‘wet’ signature can be shown.
Charles Hooker, Filestream’s managing director, says, “Our EDMS is an essential and robust tool for Carnival UK. It means they can not only comply with legislation but effectively manage the volume of their contractual arrangements with employees given the fluid movement of seafarers on and off ships.”