Annex 4 - Current Arrangements in the Secretariat for the Production of Working Papers During Meetings
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Statutory Documents - IMO Publications and Documents - Circulars - Maritime Safety Committee-Marine Environment Protection Committee Circulars - MSC-MEPC.1 Circulars - MSC-MEPC.1/Circular.4/Rev.4 – Guidelines on the Organization and Method of Work of the Maritime Safety Committee and the Marine Environment Protection Committee and their Subsidiary Bodies – (10 June 2015) - Annex – Guidelines on the Organization and Method of Work of the Maritime Safety Committee and the Marine Environment Protection Committee and their Subsidiary Bodies - Annex 4 - Current Arrangements in the Secretariat for the Production of Working Papers During Meetings

Annex 4 - Current Arrangements in the Secretariat for the Production of Working Papers During Meetings

1 The details of how to handle the preparation of working papers produced during meetings, which are agreed at a coordination meeting held between the Conference Division and the relevant technical division(s) during the week preceding each meeting, will be conveyed by the Secretary of the IMO body to the Chairman of that body, as well as the Chairmen of the working and drafting groups.

2 To ensure that all working papers, including the draft report, are available when needed in all three working languages, these documents should be as concise as possible, with a limited number of pages containing new text. The following provisions apply:

  • .1 Advance text

    • Whenever possible, for working/drafting group reports, advance text should be provided to the translation sections. This could be whole annexes or documents prior to the meeting, or parts thereof submitted as the work of the groups progresses.

  • .2 Final text

    • Final text should be delivered to the translation sections as early as possible in the course of the meeting week as follows:

      • .1 Working papers – these should be delivered no later than 9 a.m. on the day of the report night, so that they may be processed during the day shift.

      • .2 Draft report – the night shift is to be dedicated to the processing of the draft report and will end at 1 a.m. on the following day. In order to meet the established deadline, items for the draft report not delivered throughout the week should be sent to the translation sections as early as possible on the report night, with the last remaining item to be delivered no later than 11 p.m.

Parent topic: Annex – Guidelines on the Organization and Method of Work of the Maritime Safety Committee and the Marine Environment Protection Committee and their Subsidiary Bodies
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