Monarch EDRMS for ports

Monarch EDRMS, built on SharePoint Online and Microsoft 365, helps ports securely manage records on vessels, docking, mooring, berthing, pilotage, customs and anchorage operations. All documentation is stored in structured libraries with a consistent taxonomy for compliance.

With automated workflows and advanced search, port staff can quickly reach navigation logs, cargo records, dry dock reports and safety files, supporting efficient operations, transparency and coordination across maritime authorities and stakeholders.

The Monarch EDRMS home screen with search, quick links and a task list, as used by ports teams. — Monarch EDRMS home screen (local government configuration shown; each organisation is configured for its own teams). Demonstration data.

Records port teams manage in Monarch EDRMS

Vessels, docking, mooring and berthing
Pilotage, customs and anchorage operations
Navigation logs, cargo records and dry dock reports
Safety files in structured, consistent libraries

Capabilities port teams can use

Search Center (core): Quickly search and filter documents and records in SharePoint. Simple filters narrow results, and permission settings mean each person only sees what they are allowed to access.
QR codes (core): Generate QR codes that link to the latest version of a document or folder: ideal for assets, projects and site files.
Secure file sharing (add-on): Share files externally with full control and visibility: add cover sheets, set expiry dates and keep an audit trail of every access and download.
Monarch eSignature (add-on): Officials can sign from any device. Send directly from your library; the signed PDF and audit certificate are filed back automatically.

Every deployment includes the Search Center, Convert to PDF, secure and lock and QR codes. Add approvals, digitisation and OCR, secure file sharing, eSignature or Policy Publish as you need them.

Questions port teams ask

Can we share records with other maritime authorities and stakeholders?

Yes, with the Secure file sharing add-on, which adds expiry dates, watermarks and an audit trail of every access and download.

Can documents on site link to the current version?

Yes. QR codes always point to the latest version of a document or folder.

Can sign-offs be done electronically?

Yes, with the Monarch eSignature add-on, using sequential or parallel signers from any device.

More answers on our questions and answers page, or request a demo to see Monarch EDRMS with your own records.

Also built for: Local government · Schools · Water utilities.