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In the evolving maritime and industrial compliance landscape, Inventory of Hazardous Materials (IHM) maintenance has become more critical than ever. With stricter global regulations, increased environmental awareness, and tighter port state controls expected in 2026, organizations must treat IHM not as a one-time document but as a living compliance system.
This Guide to IHM Maintenance is designed to help ship owners, operators, recycling yards, and facility managers understand best practices, regulatory expectations, and the role of professional hazardous material experts—especially when asbestos is involved.
What Is IHM and Why Is Maintenance Important?
An Inventory of Hazardous Materials (IHM) is a structured document listing hazardous substances present onboard ships or in industrial facilities. These substances include:
- Asbestos
- PCBs
- Ozone-depleting substances
- Heavy metals (lead, mercury, cadmium)
- Hazardous coatings and insulation materials
While creating an IHM is mandatory under the Hong Kong Convention (HKC) and EU Ship Recycling Regulation (EU-SRR), IHM maintenance is equally important throughout the operational life of a vessel or facility.
Without regular updates, your IHM becomes outdated, non-compliant, and potentially dangerous.
Why IHM Maintenance Will Be Even More Crucial in 2026
By 2026, enforcement of hazardous material regulations is expected to intensify due to:
- Full implementation of the Hong Kong Convention
- Increased inspections by port state control authorities
- Greater scrutiny of asbestos-containing materials
- Digital audits and documentation reviews
- Stronger penalties for non-compliance
This makes following a reliable Guide to IHM Maintenance essential for long-term compliance and safety.
Key Elements of an Effective IHM Maintenance Program
1. Treat IHM as a Living Document
Any modification, repair, or replacement onboard must be reflected in the IHM. This includes:
- Equipment changes
- Machinery upgrades
- Pipe replacements
- Insulation or flooring work
Failing to update IHM after such activities is a common compliance gap.
2. Control of Hazardous Materials During Maintenance
Before installing new components, ensure:
- Supplier Material Declarations (SMD)
- Material Declarations (MD)
- Hazardous material screening
This step is especially important for asbestos, which may still be present in legacy components.
3. Regular Asbestos Risk Assessment
Asbestos remains one of the most regulated and dangerous materials listed in IHM. Regular inspection and assessment by the best Asbestos Removal Service in India is critical to:
- Identify hidden asbestos
- Prevent accidental exposure
- Plan safe removal or encapsulation
Greenship Services, recognized as the best Asbestos Removal Service in India, provides certified asbestos surveys aligned with IHM requirements.
4. Professional Asbestos Removal & Disposal
If asbestos is identified:
- Removal must be conducted by licensed professionals
- Disposal must follow national and international hazardous waste norms
- Documentation must be updated in the IHM
Choosing the best Asbestos Removal Service in India ensures safety, compliance, and environmental responsibility.
5. Periodic IHM Audits
Annual or bi-annual IHM audits help:
- Identify documentation gaps
- Verify physical conditions onboard
- Prepare for port state inspections
A structured audit process is a cornerstone of any modern Guide to IHM Maintenance.
6. Crew & Staff Awareness
Crew members and maintenance staff should be trained to:
- Understand hazardous material labels
- Follow safe handling procedures
- Report changes that affect IHM
Awareness reduces accidental exposure and compliance failures.
How to update IHM Part I for ships with new installations?
Updating IHM Part I for new ship installations involves collecting supplier documents, verifying hazardous materials, and integrating changes into the live inventory under IMO guidelines. This process ensures ongoing compliance with the Hong Kong Convention during the vessel’s operational life.
Required Documents
Gather Material Declarations (MDs) and Supplier’s Declaration of Conformity (SDoCs) from suppliers for all new machinery, equipment, or hull coatings using updated formats from MEPC.405(83) since June 2025. No update needed for identical replacements.
Step-by-Step Update Process
Appoint an IHM Designated Person (DP) to supervise via procedures in the Safety Management System (SMS).
- Identify scope-relevant items per HKC Appendix 2 (e.g., asbestos, PCBs).
- Obtain and review MDs/SDoCs for hazardous content thresholds.
- Enter verified data into Part I, noting locations, quantities, and dates.
- Sign and date changes; retain originals on board.
- Verify during audits or ownership changes.
Verification and Records
The IHM DP confirms conformity, maintains dated records of updates, and ensures continuity across flag/owner changes. Digital tools aid real-time tracking for 2026 PSC inspections.
Common Challenges
Suppliers may lack compliant documents; request pre-purchase confirmations. For asbestos risks, engage certified services like Greenship Services.
Also Read: Asbestos Surveys in Maritime Inventory of Hazardous Materials
How to integrate IHM updates into procurement workflows?
Integrating IHM updates into procurement workflows ensures continuous compliance by embedding hazardous material checks into purchasing processes. Appoint an IHM Designated Person (DP) to oversee this via Safety Management System (SMS) procedures, automating where possible with digital platforms.
Policy and Training
Embed IHM requirements in procurement policies: require MDs/SDoCs for scope-relevant items before approval. Train procurement teams and crew on HKC thresholds (e.g., asbestos >0.1%) and supplier vetting.
Workflow Steps
- RFQ/PO Stage: Flag potential hazardous items via AI or checklists; request compliant MDs/SDoCs upfront.
- Supplier Submission: Automate reminders for documents; validate via built-in checkers.
- Review and Update: IHM DP imports data into Part I, logs changes, and updates change log.
- Dashboard Monitoring: Use vessel/shore dashboards for real-time status and reports.
- Audit Prep: Generate maintenance reports for PSC or class surveys.
Tools and Best Practices
Leverage integrated software (e.g., ShipServ, ProcureShip) linking procurement to IHM databases for auto-tagging and alerts. Maintain supplier databases of verified MDs/SDoCs to streamline repeats. For asbestos, coordinate with services like Greenship Services during procurement of replacements.
Common IHM Maintenance Mistakes to Avoid
❌ Treating IHM as a one-time certification
❌ Ignoring asbestos in older vessels or buildings
❌ Failing to update IHM after repairs
❌ Using non-certified asbestos removal contractors
❌ Poor documentation and record-keeping
Avoiding these mistakes is a key recommendation in every professional Guide to IHM Maintenance.
Checklist for asbestos surveys to include in IHM
Asbestos surveys for IHM integration identify and quantify asbestos-containing materials (ACMs) through visual inspections and sampling, feeding data into Part I of the live IHM document. Certified surveyors follow IMO MSC.1/Circ.1045 and HKC guidelines, covering common locations to ensure compliance.
Pre-Survey Preparation
Develop a Visual/Sampling Check Plan (VSCP) listing equipment, systems, and areas based on ship plans and historical records. Assemble a team with accredited analysts (ISO 17020) and ensure access to confined spaces.
Essential Checklist Items
Use this checklist during surveys to systematically assess ACM risks:
- Hull and Structure: Insulation in bulkheads, decks, pipework; gaskets in windows/doors; caulking/sealants.
- Machinery Spaces: Engine room insulation, lagging on boilers/exhausters, electrical panels, cable insulation.
- Accommodation: Ceiling tiles, fire doors, flooring/vinyl tiles, ventilation ducts.
- Piping Systems: Lagging/jacketing, flanges/gaskets, valves/pumps.
- Electrical/Deck Areas: Switchboards, generators, winches, lifeboats/davits.
- Samples: Collect from suspect homogeneous materials; analyze per lab standards (e.g., >1% asbestos).
Sampling and Analysis Protocol
Sample non-homogeneous or friable materials; presume similar items ACM if confirmed. Log locations with photos/markings; test for chrysotile/amphiboles; retain records until removal. Monitor air fibers post-survey if ACMs remain.
Post-Survey IHM Integration
Update IHM Part I with ACM locations, quantities, conditions; plan removals via services like Greenship Services. Verify during audits for HKC compliance.
Role of Greenship Services in IHM Maintenance
At Greenship Services, we provide end-to-end solutions for:
- IHM preparation and updates
- Asbestos identification and risk assessment
- Safe asbestos removal and disposal
- Compliance documentation support
- Environmental and safety consulting
As the best Asbestos Removal Service in India, we combine technical expertise, regulatory knowledge, and safety-first execution to support long-term IHM compliance.
Steps to appoint an IHM maintenance responsible person
Appointing an IHM Designated Person (IHM DP) is a key step in maintaining Part I of the Inventory of Hazardous Materials under HKC and EU SRR requirements. The shipowner designates this individual, who can be ashore or onboard, to oversee updates and integrate procedures into the Safety Management System (SMS).
Preparation Requirements
Develop an IHM maintenance procedure/manual outlining responsibilities, review periods (e.g., monthly/quarterly), and workflows for purchases and changes. Ensure the candidate has knowledge of HKC-regulated substances like asbestos and IMO guidelines (MEPC.379(80)).
Appointment Steps
- Select a qualified person (e.g., technical superintendent or senior engineer) with authority to review procurements and coordinate surveys.
- Issue a formal designation letter stating the person’s name, contact, company/department, and vessel details (IMO number).
- Integrate the appointment into SMS, including training on IHM lifecycle, document collection (MDs/SDoCs), and change logging.
- Notify flag state/class society and retain the letter onboard with IHM records.
- Train related personnel (master, chief engineer, procurement) on DP’s role.
Responsibilities Overview
The IHM DP reviews purchases for scope items, verifies documents, updates Part I with dates/changes, and prepares for audits/renewals. For asbestos issues, the DP coordinates with experts like Greenship Services.
How to integrate the IHM DP into the safety management system?
Integrating the IHM Designated Person (IHM DP) into the Safety Management System (SMS) requires embedding their role and procedures into existing ISM Code structures for seamless compliance. This ensures IHM maintenance aligns with safety and environmental policies under HKC and SOLAS.
Develop Integration Procedure
Create or update the IHM maintenance manual, explicitly linking it to SMS sections on risk assessment, procurement, and audits. Define DP responsibilities: reviewing purchases for MDs/SDoCs, logging changes to Part I, and coordinating surveys.
Embed in SMS Components
- Safety Policy: Reference IHM in environmental/hazard control policies, mandating DP oversight.
- Defined Roles: Assign DP alongside DPA/master; include in organizational charts and delegation letters.
- Procedures: Add workflows to SMS for procurements (e.g., hazardous material checks), maintenance, and non-conformities.
- Training: Mandate DP and crew training on IHM via SMS plans, covering asbestos handling.
Verification and Audits
Conduct internal SMS audits to verify integration; prepare DP reports for PSC/renewals. Use digital tools for SMS-IHM linkage, ensuring records are onboard. For asbestos, DP coordinates with services like Greenship Services.
IHM Maintenance Checklist for 2026
✔ Updated IHM after every modification
✔ Verified supplier declarations
✔ Regular asbestos inspections
✔ Certified asbestos removal & disposal
✔ Audit-ready documentation
✔ Compliance with HKC & EU-SRR
Following this checklist ensures your operations align with the latest Guide to IHM Maintenance standards.
Future Trends in IHM Maintenance
Looking ahead to 2026 and beyond:
- Digital IHM systems will become standard
- Greater focus on asbestos-free materials
- Stricter penalties for non-compliance
- Higher demand for certified asbestos specialists
Partnering with the best Asbestos Removal Service in India will no longer be optional—it will be essential.
FAQ
1. What does IHM maintenance mean?
IHM maintenance means keeping the Inventory of Hazardous Materials updated whenever changes occur, ensuring it accurately reflects hazardous substances present at all times.
2. Is IHM maintenance mandatory after certification?
Yes. Even after certification, IHM must be continuously maintained throughout the operational life to remain compliant with regulations.
3. What activities require an IHM update?
Repairs, retrofitting, equipment replacement, material changes, and asbestos removal all require immediate IHM updates.
4. How does proper IHM maintenance improve safety?
It helps identify hazardous materials early, reduces exposure risks, and ensures safe handling, removal, and disposal practices.
5. What is the biggest compliance risk in IHM maintenance?
Ignoring updates after maintenance work is the biggest risk, often leading to inspection failures and regulatory penalties.
Conclusion
IHM maintenance is not just about compliance—it is about safety, sustainability, and responsible operations. As regulations tighten in 2026, organizations that proactively follow a structured Guide to IHM Maintenance will avoid penalties, reduce risks, and demonstrate environmental leadership.
With proven expertise in asbestos management and hazardous material compliance, Greenship Services stands as the best Asbestos Removal Service in India, helping you maintain accurate, compliant, and future-ready IHM documentation.