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.