By Antonis Fringas, MSc, PhD
SQLearn General Manager
Artificial intelligence (AI) is rapidly transforming the maritime industry, not just through futuristic visions of autonomous ships, but by quietly revolutionizing the way shipping companies manage daily operations, compliance, and decision-making. Among the most promising developments is the application of Retrieval-Augmented Generation (RAG) systems, powered by large language models (LLMs), such as OpenAI ChatGPT, to a company’s Safety Management System (SMS). This integration is reshaping how crews, managers and shore-based staff access, interpret, and act on the vast troves of regulatory and operational information that underpin safe and efficient maritime operations. Embracing AI maritime technologies is key to navigating this transformation.
The Challenge: Navigating complex procedures and information overload
As the industry evolves, embracing AI maritime technologies is becoming essential for maintaining competitiveness. Modern maritime operations are governed by a labyrinth of regulations, procedures, and best practices, all meticulously documented in a company’s SMS. These manuals, while essential for compliance and safety, can be overwhelming. Seafarers and managers alike must sift through hundreds or thousands of pages to find answers to urgent questions about safety protocols, equipment maintenance, or regulatory changes. This cognitive load is compounded by frequent updates, new international conventions, and the operational pressures of running a vessel or fleet.
Traditional approaches—manual searches, static indexes, or even keyword-based digital systems—often fall short, leading to delays, errors, or missed information. The result: increased risk, inefficiency, and frustration for those on the front lines of maritime operations.
Enter RAG: Next-Gen AI for the Maritime Industry
Retrieval-Augmented Generation (RAG) systems combine the power of LLMs (like GPT-4) with a tailored search over a company’s document base. Instead of relying solely on the model’s “memory”, RAG systems retrieve the most relevant passages from the SMS or other company documents in real time, then generate precise, context-aware answers to user queries.
For example, if a chief engineer asks: “What are the procedures for enclosed space entry on our tankers?” the RAG system first fetches the exact section from the SMS that covers this operation. The LLM then synthesizes this information into a clear, concise response, potentially highlighting the most critical steps or recent updates. This approach ensures that answers are accurate and fully aligned with the company’s current policies and regulatory requirements.
AI Maritime: Enhancing Operational Efficiency
Everyday Use Cases: Supporting Operations and Decisions
Case 1: Rapid Compliance Checks
When a crew member is unsure about a safety protocol or needs to verify compliance during an inspection, the RAG system provides instant, authoritative guidance reducing the risk of errors and non-compliance.
Case 2: Maintenance and Technical Support
Engineers can query the system for maintenance schedules, troubleshooting steps, or equipment-specific procedures, drawing on both the SMS and historical maintenance records. Predictive analytics, powered by AI, can even suggest when equipment is likely to require attention, minimizing downtime and optimizing resource allocation.
Case 3: Incident Response
In the event of an incident or near-miss, crews can quickly access relevant emergency procedures, reporting protocols, and best practices, improving response times and outcomes.
Case 4: Decision Support for Managers
Fleet managers and shore-based staff use RAG systems to benchmark fleet performance, analyze safety trends, and make informed decisions about training, resource allocation, or operational changes. By surfacing insights from across the company’s knowledge base, AI empowers leaders to act proactively rather than reactively.
Case 5: Training and Onboarding
New crew members benefit from AI-driven Q&A systems that provide instant answers to operational questions, accelerating learning and reducing the burden on experienced staff.
The Human Element: AI as a Partner, not a Replacement
A key insight from real-world deployments is the importance of human oversight. While RAG systems deliver rapid, relevant information, expert review remains essential, especially in nuanced or high-stakes situations. Case studies show that the most effective implementations use a “human-in-the-loop” approach, where AI-generated answers are reviewed and, if necessary, refined by experienced personnel before action is taken or advice is given.
This partnership ensures accuracy and builds trust in the system, encouraging widespread adoption and continuous improvement. As AI systems learn from user feedback and real-world usage, their recommendations become more tailored and reliable over time.
Technical Foundations: Why RAG Works for Maritime SMS
The strength of RAG lies in its ability to bridge the gap between unstructured, domain-specific documents and the flexible reasoning of LLMs. Maritime SMS documents are often lengthy, complex, and filled with company- or vessel-specific terminology. RAG systems, especially when enhanced with metadata filtering and knowledge graphs, can pinpoint the most relevant context before generating an answer, dramatically improving both speed and accuracy.
Additionally, RAG systems can be fine-tuned to respect company-specific interpretations of regulations, ensuring that responses align with internal standards and industry best practices. This is particularly important in a sector where compliance, reputation, and safety are paramount.
Looking Ahead: The Future Maritime Operations through AI
As the maritime industry continues its digital transformation, the integration of AI, especially RAG-powered solutions, into daily operations is set to become the norm. The benefits are clear: reduced cognitive load, faster and more reliable decision-making, improved compliance, and enhanced safety across the fleet.
However, successful adoption requires more than just technology. It demands a commitment to data quality, user training, and ongoing collaboration between AI developers and maritime professionals. By embracing these principles, shipping companies can unlock the full potential of AI, turning their SMS from a static repository into a dynamic, interactive partner in safe and efficient operations.
How to Leverage AI in your daily operations: Introducing CaptAIn Premium
CaptAIn Premium is SQLearn’s next-generation, ChatGPT-style AI assistant expertly developed to make internal operations and training faster, smarter, and fully aligned with your company’s data, policies, and workflows.
This personalized approach ensures that every employee accesses relevant and up-to-date information directly aligned with your organizational needs and compliance standards. CaptAIn Premium can securely embed your internal documents, protocols, and guidelines, while also keeping track of international maritime regulations.
With 24/7 support accessible from anywhere, multilingual capabilities for global crews, and an intuitive, learner-focused interface, CaptAIn Premium delivers a seamless user experience. It enhances emergency readiness and decision-making, strengthens regulatory compliance, and helps identify training gaps to support continuous improvement across your organization. With SQLearn’s CaptAIn Premium, you’ll be able to handle complex procedures and information overload with ease—accessing all company knowledge quickly and efficiently.
Book your free demo today and see CaptAIn in action: accountmanagers@sqlearn.com
