The original purpose of a keeping a log aboard ship was to serve as a repository for navigation information. Explorers kept records of the lands and waterways they visited, what they saw and, perhaps most important, how to get home. Today, the path home is less important, but logbooks still play a major role on vessels of all kinds.

Record keeping is still a major part of life on commercial and military vessels, mandated and all-inclusive. In fact, the documentation may include multiple logs–engine, deck and the ship's official log–with detailed information to help crews navigate in the event of equipment failure and provide sufficient data to reconstruct events should a disaster occur.

Keeping a log is voluntary for recreational captains, but many consider it a matter of good seamanship. A proper log can help you track maintenance, get a captain's license, make an insurance claim or survive a legal battle. How much data you keep is largely a matter of personal preference–what information you want and how much time you want to spend collecting it–and there are a myriad of ways to do so. Keeping a log may be as simple as a few sentences jotted down in a spiral notebook or as complex as a large-scale database maintained by state-of-the-art commercial software. Often, it is something in between.

David Kroenke, author of Know Your Boat, devoted several pages to keeping a proper maintenance log and notes that such documentation can actually increase the value of your vessel. "Future owner(s) will be able to see exactly what was done to the boat," he wrote.

Logs are mandatory on commercial and military vessels, including those that track information on engines, maintenance and weather conditions. A log is voluntary on a recreational boat, but can be extremely useful.

A PROPER LOG

So, what are the absolute must-have categories in a recreational boat log? That's a matter of opinion, and online boating forums are full of discussions on the topic. A captain in Merritt Island, Florida, gave a tidy response in a forum last year: "Date, time, weather, destination, passengers (guests), engine hours, fuel (start and finish), events," he wrote. The list is well-considered and stands as a good, basic trip log that can grow as you like.

Other forum participants preferred a more expanded approach. "I would add a full contacts database so you'll have names, address, phone, (and the) latitude/longitude of all the places you like," said a Virginia boater, who also wanted "PDF files with all sorts of documentation about parts and systems and manuals for the boat." One South Carolina captain suggested, "a maintenance log and a fuel log." This recommendation is interesting on several counts. There are those who prefer to keep maintenance records separate, which is done on commercial and military vessels, while others favor an all-in-one approach. There is no right or wrong. It's a matter of what works best for you and your boat.

Part of the decision will rest upon how you prefer to keep a log. If you like to write by hand and use paper records, then you'll have to decide whether to use multiple books or a single log and set a strategy for keeping them waterproof and safe. If you prefer electronic entry, this too comes with options. You can use a simple spreadsheet, a log program or a log function that is part of a larger suite of navigation software.

The best approach is to consider your needs first. Make a list of the information you would like to keep, then decide whether you are inclined to do so in one log or several. Consider your habits. Will you fill it out at the helm? In the cabin? Back at home in your office? Once you have some basic information on what you plan to track and how you plan to track it, you can go shopping for products that fit your style.

BOOKS AND SOFTWARE

There is a wide range of products from which to choose, starting with paper logs. Paper logbooks are everywhere. You can make your own, with a binder and some paper, or opt to buy a bound version at a book or stationary store. There are also many commercial versions available. Constantine Ventures has an attractive one for $19.99 (hardcover) and $9.99 (soft cover). Aspinal of London has a deluxe edition for $195. There are even options to personalize your logbook with a photo or a brass plate. Whichever you choose, it is probably a good idea to buy a waterproof case or chart bag to protect it.

Electronic options are equally numerous. Some are stand-alone programs and some are part of a suite. Some are software and some are web applications. Some are free and some must be purchased. When looking at options, be sure to think about how you plan to back up your data in the event of a computer crash.

The simplest – and perhaps the cheapest – electronic log may be a spreadsheet that you configure yourself. Using Microsoft's Excel, or any similar program, you can set up the log your way, without having to learn new software or adapt your data and habits to a pre-determined workflow. Information can be kept in one large log or spread across multiple sheets. The file can then be stored on a USB drive that can be taken with you, making backup to multiple machines easy. The cost, assuming you have spreadsheet software, is less than $20.

If you don't have spreadsheet software, you can use a service like Google Documents, which is free (see link below). This is a web application, meaning the file is stored on Google's servers and you access it via the Internet, though you also have the option to save a copy to your local computer. The service is accessed through a Google account, also free and available anywhere you have an Internet connection. Simply log in, give the password and see your document. The spreadsheet containing your log can be downloaded in many different formats, printed and shared with people you invite. Google's service also maintains previous versions of your log, allowing you to track the changes you made.

The software is a little quirky at times, but it's a nice package for a freebie and, because it is offered by Google, it is apt to be around for awhile.

COMMERCIAL OPTIONS

CAPTN'S LOGCaptn's Log is one of the commercial software packages available. It is free, but a paid version offers more features.

There are also many commercial programs available, which save you the work of configuring a spreadsheet. One example is Flotsom, a free program written by live-aboard cruiser and computer expert Tom Gillespie III (see link below). Gillespie and his wife, Amy, wanted a single, easy-to-access program that would allow them to keep a daily log and to track everything from engine maintenance records to fishing details.

Flotsom, which runs on Windows XP, offers two versions of a cruising log: a bare-bones "Quick Log," allowing for minimum input, and a deluxe version for more detailed records. Additional categories include expenses, contacts, locations, recipes, notes and to-do list. There is also a tide program and a feature allowing access to government weather forecasts, provided you have an Internet connection.

Captn's Log, which operates on Windows XP, comes in two editions. The Free Edition can log trip information, such as miles traveled, weather and sea conditions, crew members, average speed and personal notes. You can also post your trips to sailblogs.com, get online help and share your destination records (including photos) with other Captn's Log users. The paid version, which costs $17.97, adds expense, fuel and maintenance tracking, printable reports, global searching, filtering, integrated digital photograph and more. You can download a free 30-day trial version (see link below).

SHIP'S LOGMost log software, like Ship's Log Deluxe shown here, offers a graphic interface to help input information.

 

Ship's Log Deluxe, developed by Northwest Data systems, is a windows-based program modeled after the traditional paper logbook. Described as "a complete vessel management package," it combines three programs on a single CD and includes an electronic logbook, screen saver and a set of Coast Guard navigation regulations. The software includes a trip log, general log and logs for fuel, radio transmissions, maintenance, vessel inventory, passengers, GPS waypoints and watches. It also has multiple vessel capabilities.

The Ship's Log's query engine accommodates the database engine of your choice, increasing both flexibility and portability and resulting in increased options. Thus, boaters and boating organizations can keep their data on a shared server if they wish, enabling them to view the logs of others, itineraries and other information. On a simpler level, a boater may choose to keep separate logbooks for different vessels or to use the Ship's Log program on his home computer, then print paper logs to be used aboard ship.

Program options include multiple-log formats, maintenance scheduling, inventory management and both online and on-screen help. Ship's Log Deluxe sells for $89.95. A free demo is available for download (see link below).

BoatExec is a vessel management system created by career IT professional and boat owner David Schramm. Designed to be more than a ship's log, BoatExec is a database to record information about virtually every aspect of your boat. The windows-based software is completely customizable, allowing you to specify aspects of your boat such as the number of engines, generators, fuel tanks and their layout, water tanks and their layout, capacities, performance characteristics and more.

General headings and sub-headings are comprehensive. For instance, under the heading "At the Dock," you'll find parts and equipment shopping lists, inventory and locations; maintenance schedules; automated to-do lists generated from maintenance schedules; fuel and oil maintenance records; a contact directory designed for marine communications; and many other functions.

BOATEXECBoatExec is vessel management software that goes beyond simple log functions. The database captures a variety of information.

With BoatExec, you license a database for $225. When you sell your boat, you can leave a copy of the database with the new owner, who can then download and install BoatExec for use on their own computer. The new owners can continue to use the BoatExec database with that boat. When you buy your new boat, you'll add the new boat to your license at a reduced fee, currently $50. You can add an additional license for your dinghy at a reduced price, if you want to keep separate records.

You can also create your ship's log from data supplied by one of the large navigation software packages, such as Nobeltec. The company's Visual Navigation Suite is an electronic charting program designed for use as a navigation resource. A GPS data feed from the boat records data every few minutes, which can then be combined with notes to provide essential data for a ship's log.

Nav suites don't come cheap. Visual Navigation Suite sells for about $430 and a more fully-featured suite called Admiral costs about $1,000. Clearly, a navigation suite isn't the program of choice if you want a ship's log only. But if you already have a navigation suite or plan to purchase one, you may find it a good fit that prevents having to purchase additional software for your log.

USING A LOG

Don't imagine that keeping records is only for the pros. A ship's log is useful for a host of reasons. Sure, it's nice to think in terms of keeping a journal to provide a written "snapshot" of where you've been, but there are practical reasons, too. Indeed, a log can help you manage your boat.

Maintenance is a good example. A properly-kept log can help you monitor fuel levels, let you know when it is time to change the fuel filters and tell you when it is time for a 50-hour engine service. It can also help you avoid impending difficulties. When did you last check your steering fluid or the hydraulic fluid in your trim tabs? How about charging your fire extinguishers or having the rigging inspected aloft? Have you had the life raft inspected and re-packed? A log can tell you all these things, saving you from having to rely on memory.

If you are studying to earn a captain's license from the Coast Guard, you must provide documentation of the time you have spent on the water. You will need to prove that you have operated a specific type of vessel for a set number of days, which varies according to the type of license you are seeking. A well-documented ship's log can provide that proof.

A log can also be a major asset if you are involved in an accident or have to file an insurance claim. Whether a logbook or database will be admissible in court as evidence is debatable, but it can help you reconstruct events, remember dates and details and provide other helpful documentation.

The more thorough your log, and the more consistent you are in filling it out, the more helpful it will be.

Linda Hoff is a former communications manager turned freelance writer. Her articles have appeared in Woman’s Outlook magazine and on Rezoom.com. She has won awards for corporate filmmaking and for her first full-length film script.