Annex 1

Record keeping

The majority of small-scale fishers keep few or, at best, very basic records. Usually these are only in sufficient detail to satisfy the tax department or an absent owner or to help divide profits and costs among crewmembers. Seldom are records kept with the idea that they can be used to monitor the performance of the vessel or crew.

However, to have an idea about how well or efficiently a fishing vessel is operating, basic record keeping is of fundamental importance. The maintenance of daily records is one of the few methods by which an owner or operator can be aware of changes in a vessel's performance or be able to compare the performance of one vessel with another. The collection of simple performance information provides the basis for a choice of optimum speed (see Annex 3) and, in the long term, is the only method by which the owner is able to measure the justification for an investment in newer technologies.

Records should be the "barometer" of a fishing enterprise, illustrating the highs and lows and measuring success or failure. There are several important tenets that should be observed in record keeping to ensure the information collected is useful and to the point:

• Be concise. What information is really necessary? Collect only this information, as anything more is a burden.
• Be basic. Try to compile simple information - the more complicated the information, the less likely it is to be accurate.
• Be consistent. Whatever the information, as far as possible it should be collected in the same way and by the same people.
• Be regular and frequent. Collect information often and at the time of the event. It is difficult to recall details of a fishing trip that occurred six months ago! It is a good idea to record information after each fishing trip and then make monthly summaries.

For the purpose of monitoring fuel efficiency, the principle items of information to be gathered on a regular basis include:

• the quantity of fuel and oil purchased;
• the cost of fuel and oil purchased;
• hours of engine operation;
• distance travelled (if the vessel is fitted with a log).

In order to maintain an idea of the vessel's earnings and of costs, there should also be records of:

• catch weight and value;
• maintenance costs;
• other daily costs such as crew food, bait, ice and docking and unloading fees;
• crew payments or crew share.

Care should be taken to record the dates when a cost was incurred or a sale made. Without these dates, it is difficult to make periodic summaries. An accounting book is useful for laying out details of costs, activity and earnings. Tables 9A and 9B present a possible format for this information.

Keep the tables well organized, using a new line for each cost item, comment or sale (earnings). Starting a new pair of pages for each month helps when the time comes to write the monthly summaries.

Table 9A

Table 9B