It is a fact of boating life, and something we rarely talk about: these vessels of ours come with a heck of a lot of paper. There are receipts, registrations, manuals, warranties, parts lists, insurance records and a great deal more.

Sorting through it all is no one's idea of fun, but there are good reasons to have the documentation for your boat and equipment organized and readily accessible. Some would even call it good seamanship.

Conducting an inventory of your vessel's paperwork and organizing it properly can pay dividends in many different ways. It can help you stay on top of maintenance schedules, keep your boat registered and insured, and track all the associated costs.

It is also a matter of safety. When something breaks–and everything eventually does–you will have a manual on hand to help with the diagnosis or repair, and a list of parts to turn to for guidance. Get organized enough and you may even have the part on hand and know where it is located.

Of course, assembling all that paper in a way that makes sense can be daunting, but it is also something that can be done in stages and it costs almost nothing. In fact, it may actually save you money–and perhaps increase the value of your boat.

PAPER TRAIL

Proper onboard documentation is not achieved overnight. Ideally, the process should begin when you take possession of your boat and continue until you sell it, providing a consistent paper trail that documents maintenance, usage and repairs.

The reality for many people, however, is that they have some records and­ some sort of system, but they don't put a great deal of energy into either until it is absolutely necessary. While the situation is understandable, it is also worth fixing–and there is much you can do.

At home, start by collecting the documents associated with your purchase, including tax receipts, loan papers, surveys, inspections and records showing state registration or Coast Guard documentation. Include your insurance forms, along with any supporting receipts, and add copies of the family passports to the pile.

On the boat, you will want to do an inventory of the onboard systems so you can find the appropriate documentation. Done properly, this inventory can also form the basis of a comprehensive maintenance schedule and spare parts list later on.

Start at one end of your boat and move to the other, listing the major pieces of equipment in a notebook, along with their manufacturer, model number, serial number, purchase date (if you know it) and any other pertinent information. This can be messy work because not everything is easily accessible, so give yourself enough time.

The list you create can then be used to locate manuals, parts lists, warranty information, receipts and other important documents. Owner's manuals are a good place to start. In an ideal world, they would be on board when you take possession of the boat, but that often is not the case.

Start with the operation, maintenance, repair and parts manuals for your engine(s) and generator. Even if you don't intend to do maintenance yourself, having the manuals onboard can save you money, because a mechanic won't have to waste time locating them. The same applies to any other system aboard your boat.

If you need to obtain missing materials, start at the equipment manufacturer's website. More and more manufacturers are placing their documentation online and downloads are usually free. Websites also have quick-start and installation guides, diagrams, pictures and listings of parts and dealerships, as well as other helpful information.

Another place to look is owner groups that support your vessel. Many have files containing maintenance information and manuals addressing the equipment used most often aboard models similar to yours. You can also ask members if they have manuals that can be copied for you, but be sure to offer compensation.

You may also be able to obtain drawings, plans or blueprints for some or all of your boat. Wiring and plumbing diagrams may also be out there. If they are available, get them. These can be invaluable when it comes to locating problems, planning an overhaul or assisting anyone doing work on your boat.

LOGS AND LISTS

Another part of proper vessel documentation is the information you maintain as captain. Log books, for example, can be important records. Your boat might have a traditional ship's log, as well as logs for major equipment that require regular maintenance (known as engineering logs). These contain information about operating hours, fuel consumption, maintenance such as oil changes and any major repairs. If work was done, you can include the estimate and receipt. (For a story on logs, see link below.)

Lists are another helpful tool. They are an important part of operating complex machinery and commercial and military personnel have been using them for decades. As you gain experience with your boat and its systems, you should consider developing check lists or written procedures for regular maintenance like changing the engine oil or replacing the impeller. This way, you record anything unusual in the process and avoid having to learn things twice. You can also keep an inventory list of the parts you have on the boat, how many you have, when you bought them and where they are stored.

As you develop your spares list, be aware that many different manufacturers make equivalent parts. Generate crossover lists for parts like oil filters, sparkplugs and impellers. Jabsco, for example, makes many parts for other manufacturers' pumps. If you have those crossover lists with you when you go shopping for spares and you are able to give the store clerk several numbers to check, you will increase your chances of finding what you want.

You can extend your lists to cover almost anything you store onboard. It takes discipline to keep these lists accurate and up-to-date, but the ability to quickly locate a spare or to know what provisions you need at the next stop can be invaluable.

PROTECTING PAPER

Even on a modern boat, many of the documents you gather or create will be paper, and it is worth thinking about where and how to store them.

Loose leaf binders work well and allow you to organize your documents by category. Keep one binder for electronics, one for electrical equipment, one for spares and so on. Documents that are rare or that you consult often can be laminated with materials purchased at your local office supply store.

Water, of course, is the enemy and so you will want to protect your documentation. If you leave a large laminated edge around the document, it should be water resistant. Waterproof pouches, sold at marine stores, and large zip lock bags can also be useful, especially if you include a drying agent. You can also make duplicate copies of your records and store them at home.

ELECTRONIC RECORDS

Of course, computers can also play their part. While it may be difficult to go completely paperless, keeping electronic records using an onboard laptop can significantly cut down the amount of paper you store.

Many equipment manufacturers now offer their documentation online in the form of PDF files. One simple system is to collect these files for the equipment on your boat, store them on your onboard computer and then take the paper copies home as a backup. Paper documents that are not available electronically can be scanned in, saved as PDF files and stored the same way.

A second step might be to copy the list of equipment on your boat into a spreadsheet or database program. Add in maintenance dates for each piece of gear, a list of spares onboard and where they are located and you have a far more comprehensive–and searchable–vessel inventory.

There are dozens of software options that might help with this task. On the free end of the spectrum, a no-cost Google account will allow you access to the company's spreadsheet, word processing and calendar programs, which a computer-savvy captain could use to create a home-grown system. Because it is a web application, this information would be available from any computer with an Internet connection.

There are also many commercial options available, including software created just to maintain boat documentation. These packages range from simple databases to elaborate systems designed for professional crews aboard mega yachts.

One product is called BoatNotes Vessel Management Software, offered by Latitudes & Attitudes magazine. The free package gives you the ability to maintain logs, documentation and records relating to repair and maintenance items, provisioning, stowage, contacts and other information. An enhanced version, which costs $24.95, allows you to upload your information to a website and interact with other boaters.

At the other end of the spectrum is Vessel Management System's Single Vessel Edition (often known as VMS/SVE). This software is an offshoot of a larger VMS Professional package designed for fleets or large vessels. The Single Vessel package, which costs $99, provides a comprehensive suite of features and the ability to log a wide range of inventories. Engine and equipment maintenance tasks can be managed along with inventory items associated with the tasks. As maintenance is done, the inventory is reduced. Logs can be maintained, along with crew lists and contact information. It can also be networked, so multiple users can access the system.

Keep in mind that, whatever software or systems you use, backing up your data is critical. Critical files should be copied to a CD, DVD or USB drive and held in a secure location.

With the ship's log telling you when you did a task, your checklist telling you what you did and your inventory confirming that you have the required supplies, maintenance headaches should be just a little easier. And if you have more questions, just pull the paperwork.

Paul Esterle is Technical Editor for Small Craft Advisor Magazine, and his freelance work has appeared in Sail, BoatWorks, Voyaging and Good Old Boat magazines. He has produced a series of boating videos and lectures widely. He also works at West Marine and has written product reviews for the company.