Single port call data set
Can build a data set with the items that repeat across the port call declarations, so that each piece of information is entered once and reused, as the IMO proposes.
Deliverable: single data set with the origin of each itemOcto and the maritime single window
Report once, reuse every time.
Under the IMO FAL Convention, electronic data exchange has been mandatory since April 2019, and the single window has been mandatory in all ports since January 2024. The IMO's idea is that each piece of information is sent once and reused as much as possible. In Brazil, Porto sem Papel was developed to cut red tape in ship port-call procedures. Octo can help your company organize the data so that each item is entered once.
Electronic exchange04/2019mandatory under the FAL Convention
Single window01/2024mandatory in all ports
FAL 5003/2026digitalization strategy approved
Sources3listed at the end of the page
01
What Octo does for the single window.
Four possible deliverables. Your team reports to the authorities, through the official channel.
Cross-check between declarations
Can check whether the same item appears identically in every declaration and list the differences before submission.
Deliverable: list of discrepanciesField map
Can link the fields in your company's system to the data sets of the IMO Compendium, which supports the harmonization of single windows.
Deliverable: field map for reviewIMO monitoring
Can follow IMO publications on facilitation and digitalization and summarize for the team what changes, with the document cited.
Deliverable: summary with the reference
02
Eight arms, one data item at a time.
The same Octo cycle, applied to this topic. Each arm has a narrow role; the people who approve and sign are on your team.
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Discovery
Lists the declarations
Which declarations the port call requires of your company and where each one is filed today.
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Data
Finds the repeated item
Each item that appears in more than one declaration becomes a row in the single data set.
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Security
Respects port call data
Crew, passenger and cargo data are sensitive. Octo works only in the approved environment.
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Architecture
Chooses the reference
The IMO Compendium as a common dictionary, linked to the fields in the company's system.
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Development
Builds the database
Single data set, field map and cross-checking between declarations.
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Review
Checks against a known port call
Compares with a port call the team has already declared.
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Release
Delivers with your OK
The data set only goes into use with your approval.
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Documentation
Records the version
Which version of the Compendium and the guidelines was used.
Octo does not submit declarations on behalf of your company. Your team reports to the authorities, through the official channel.
03
Each topic, its reference.
The IMO references on facilitation and the single window. The IMO text remains the reference.
| Topic | IMO reference | What it says |
|---|---|---|
| Electronic data exchange | FAL Convention | Mandatory since April 2019 |
| Single window | FAL Convention | Mandatory in all ports since January 2024 |
| Setting up a single window | FAL.5/Circ.42/Rev.4 | Guidelines for the maritime single window |
| Harmonizing the data | IMO Compendium | Supports the harmonization of single windows and port call optimization |
| Digitalization | IMO strategy approved at FAL 50 | March 2026 |
04
From request to routine.
Three steps. Each one only makes sense once the previous one has shown results on your team.
A proposal, not a promise
Map of what repeats
Octo lists the items your team enters more than once per port call.
- List of declarations
- Items repeated across them
Single data set
The repeated items now come from a single data set.
- Single data set with the origin
- Cross-check between declarations
Harmonized fields
The fields in the company's system are linked to the IMO Compendium.
- Reviewed field map
- Monitoring of IMO changes
05
Confirmed by source.
Each point below has a source published by the agency responsible for the standard or the system, or by the IMO. The sources are in the next section.
5
points with a published source, each with its reference alongside.
- ConfirmedMandatory requirement
- Under the FAL Convention, electronic data exchange has been mandatory since April 2019 and, from January 2024, the single window is mandatory in all ports.Source: IMO, FAL Convention
- ConfirmedReport once
- In the maritime single window, information is sent only once and reused as much as possible.Source: IMO, Maritime Single Window
- ConfirmedGuidelines
- The IMO publishes the guidelines for setting up a maritime single window in document FAL.5/Circ.42/Rev.4.Source: IMO, Maritime Single Window
- ConfirmedDigitalization
- FAL 50, in March 2026, approved the IMO Strategy on Maritime Digitalization.Source: IMO, Maritime Single Window
- ConfirmedIMO Compendium
- The IMO Compendium supports the harmonization of maritime single windows (MSW) and the optimization of the port call.Source: IMO, IMO Compendium
06
What Octo does and what stays with you.
Octo prepares everything, but does not sign. The document of record stays with whoever is accountable for it.
Octo prepares
Gathers, calculates, organizes and produces the documents: spreadsheets, reports, dashboards and drafts.
Deliverable: material ready for reviewYour team reviews
The licensed professional reviews what Octo delivered before signing. If something doesn't add up, it goes back to Octo with the correction.
Step: review by whoever signsWho signs
Octo does not sign. Designs, technical reports, ART/RRT, accountability reports and any official document are still signed by the licensed professional at the company or agency: here, the professional of record and the port authority.
Signature: professional of record and port authority
07
Sources.
IMO pages on facilitation. Accessed October 28, 2026.
- IMO: FAL ConventionMandatory electronic exchange and single window
- IMO: Maritime Single WindowReport once, guidelines and FAL 50
- IMO: IMO CompendiumHarmonization of single windows
How many times does your team enter the same data?
The assessment starts with the declarations your team already files, without changing anything. You get a proposal for what can be reused and decide with it in hand.