Container Loading :
Container Loading/Unloading Security Procedure Guidelines :
1. All containers loading or unloading must be operated at a loading area designated by the factory. If factory cannot provide a designated loading area for container loading, then factory has to appoint at least 1 security guard to monitor the whole loading process, so as to assure that no unauthorized person nor unidentified object tampering with the container.
2. When the containers enter the factory, the entrance guard should identify and register the following details :
a) The date (year/month/day), time of entry, origin of the container.
b) The driver’s identification document, company name, phone number, and the registration number of the truck.
c) The container and the seal is still intact, and the container number/seal number is the same as it stated on the delivery note, Bill of Lading or others related shipping documents.
3. During loading process, the company should appoint at least one supervisory employee to monitor the whole process, and have to check and verify whether the goods match with the information stated on the documents, and the packing of the goods are intact. In case any items/quantity of the good are not match with the information stated on the relative documents or the package is damaged, then the supervisory employee should report to the management and relevant departments. Stop all loading process and investigate the reasons immediately.
4. For all cargoes move in/out the warehouse, the warehouse supervisor should issue a cargo receipt/delivery order for record. And the cargo receipt/delivery order should include the following details :
a) The date (year/month/day) and time of the in-cargo/ex-cargo
b) The container number/seal number and the origin of the container
c) Details of the cargo, e.g. type, style/model, color, quantity, etc.
d) The name and employee number of the worker who store/extract the cargo. If the carrier is the employee of the factory, then the warehouse supervisor has to verify and register the carrier’s personal information, such as name, identity card number, company name, phone number, etc.
5. After the loading/unloading procedures finish, the warehouse supervisor has to assure that the procedure and the details on all the relevant documents are clear and correct. The warehouse supervisor has to monitor the employee to lock up the container with a seal, and has to take photos for verification and record. After the loading finish, the supervisor has to pass all the relevant documents to the shipping department and also has to send a copy to the warehouse department for record.
6. When the truck leaves the factory, the security guard at the entrance gate should register the date (year/month/day), time and container number for record.
Security Procedure for Container Loading :
1. In and Out Warehouse:
* For all in-cargo/ex-cargo, the carrier must have valid in-cargo receipts/delivery orders for record and verification.
* The Delivery Order should contain the following details :
a) The issue date
b) The style reference number
c) The description of the cargo
d) Ex-warehouse date
e) Quantity and unit
f) The name and signature of the Department Head issuing the Delivery Order.
g) The name and signature of the carrier
(If the carrier is the employee of the factory, then, the warehouse supervisor has to verify and register the carrier’s personal information, such as name, identity card number, company name, phone number, etc., and the carrier should be accompanied by the company employee to extract the cargo)
h) The name and signature of the warehouse supervisor
* For the in-cargo receipt, the following details should be included :
a) The issue date
b) Container number (only applicable for container loading) or other reference number (if applicable)
c) The description of the cargo
d) In-cargo date
e) Quantity and unit
f) The name and signature of the department head issued the in-cargo receipt.
g) The name and signature of the carrier
(If the deliverer is not the employee of the factory, then the warehouse supervisor has to verify and register the carrier’s personal information, such as name, identity card number, company name, phone number, etc., and the carrier should be accompanied by the company employee to store the cargo)
h) The name and signature of the warehouse supervisor
* The warehouse supervisor has to verify and monitor the procedure for in-cargo and ex-cargo in order to assure that all the cargoes in/out the warehouse, quantity, and others are clear and correct.
* The warehouse supervisor has to keep all the in-cargo receipts/delivery orders for record.
* The warehouse supervisor has to keep daily warehouse reports and monthly summary reports in order to have a detailed record of the goods in the warehouse for verification and tracing, or the warehouse can verify the records with other departments.
2. Packing:
The packing department should follow the guidelines below:
* Appoint at least one employee to monitor the whole packing process.
* The monitoring employee should be alert if there is any unidentified objects being packed in the polybags/cartons during the packing process
* Before packing starts, all the packing materials, such as carton box, plastic bags, have to be pre-checked in order to assure that no unidentified object will be packed in the polybags/cartons.
* During packing, check and verify the description of the shipping mark printed on the carton, including the style, color, quantity, gross weight and net weight of the merchandises against the details provided by other departments. Pay special attention to the color, quantity, gross weight and net weight of the goods.
* Assure that all the packed merchandises and carton box are intact.
* In case if packed merchandises or carton box are opened, record the date, time, reason and the details of the add on or take off materials, then verify the revised information with the shipping forwarder or the courier. All the relevant documents must be copied and sent to all related departments for record and file.
3. Container Loading and Unloading:
* Container inspection :
When receiving an empty container, a designated employee must be appointed to inspect the container, and assure that the container is intact and without damage/contamination. A standard procedure to inspection the contain includes :
> Front wall
> Left side
> Right side
> Floor
> Ceiling / Roof
> Inside / Outside doors
> Outside / Undercarriage
> The container number
If the said unusual circumstances were found, the employee needs to inform the shipping forwarder immediately.
* Loading area security:
a) The company should assign a specially designated area for loading and unloading purposes. Only authorized employee are allowed to enter this area. The company has to appoint one supervisor to coordinate, record and monitor the whole loading process
b) Only authorized people are allowed to enter and work in this specially designated loading area. All visitors are prohibited to enter or stay in this area except the truck driver.
* Loading and Unloading procedure :
a) The appointed loading coordinator has to record and verify the type, style, quantity or other necessary details of the loaded cargo and has to monitor the whole loading process, in order to assure that the whole process is faultless (no unidentified objects are loaded into the container during the loading process)
b) In case of the type, style, quantity, unit and other details are not conformed with the documents, then, the nonconformity must be clarified the with the related departments, and should wait for the final judgement from the Heads of the packing and shipping department.
c) The appointed loading coordinator should file all the records after the loading process completed.
* The register & verification of the shipment details:
a) The employee of the related departments should register and verify the details of the cargo to be shipped. The details should contain the following items :
> Invoice copy
> Packing list copy
> Customs documents (such as export license, country of origin, etc.)
> The type, style, color, quantity and unit of the cargo
> The gross weight and net weight of the cargo
b) All the above said documents should be file for record tracing
* The container seals:
a) The container seal is a very important object, so it should be a high security mechanical seal and should meet the current PAS ISO 17712 standard. Besides, the seal should be properly kept and the appointed loading coordinator should monitor the sealing of the container/closed truck and make sure that
i. the seal is intact
ii. the seal is properly affixed to the container
iii. the affixed seal cannot be open under hand pressure
b) The loading coordinator should have a full record of :
ü Serial numbers or Forwarders’ Booking numbers
ü Affixing seals or Sealing numbers
ü Replacing seals or Transshipment reference
ü Recording seals or Cargo receipt
ü Tracking seals or Bill of Lading number
c) For the closed truck, after the whole loading process is completed and correct, the truck should be locked with a high security mechanical lock and should be recorded and filed.
d) The seal number only provides for purpose of the related documents. (e.g. quoted on the Bill of Lading)
* Report Container Information:
The assigned loading coordinator should submit a report and all related documents to the shipping department for reference and file.
4. The responsibility of the shipping department
- The shipping department should receive a report and all related documents from the loading employee after the loading process completed. He should verify all the information (including the time when the container leaving the factory and arriving the forwarder’s warehouse/terminal), and file all the documents for record. All the records/reports should be kept for at least 12 months.
5. Reporting System:
- In case of the loading information is not conformed, such as over-shipment or short-shipment, the employee who discover this nonconformity should report to his/her department head firstly. Then, the employee should further clarify with all correlated departments whether there is any typo error or because of other reasons. All department heads involved should take appropriate arrangement and decision as soon as possible after they receive the inquiries of the nonconformity queries.
If the situation is serious, all loading and unloading operations should be stopped immediately, until the problems are correct.
Security Procedure for Closed Truck Loading
1. All LCL cargo must be transported by closed truck from factory to forwarder’s warehouse.
2. Assign a designated employee to monitor the cargo stuffing and escort the cargo from factory to forwarder’s warehouse.
3. Verify and record the Truck Driver’s identity documents.
4. Issue the Delivery orders for record and verification.
5. The Delivery Order should contain the following details
> The issue date
> The style reference number
> The description of the cargo
> Ex-warehouse date
> Quantity and unit
> The name and signature of the Department Head issuing the Delivery Order.
> The name and signature of the carrier and driver
> The name and signature of the warehouse supervisor
6. Closed Truck inspection
Assign a designated employee to inspect the container of the closed truck for damage/contamination under the following standard procedures:
> Front wall
> Left side
> Right side
> Floor
> Ceiling/Roof
> Inside/Outside doors
> Outside/Undercarriage.
If the said unusual circumstances were found, the employee needs to inform the shipping forwarder immediately.
7. Loading area security:
> Assign a specially designated area for loading and unloading purposes. Only authorized employees are allowed to enter this area. The company has to assign one supervisor to coordinate, record and monitor the whole loading process
> Only authorized people are allowed to enter and work in this specially designated loading area. All visitors are prohibited to enter or stay in this area except the truck driver.
8. Loading and Unloading procedure:
>The assigned loading coordinator has to record and verify the type, style, quantity or other necessary details of the loaded cargo and has to monitor the whole loading process, in order to assure that the whole process is faultless (no unidentified objects are loaded into the truck during the loading process)
> In case of the type, style, quantity, unit and other details are not conformed with the documents, then, the nonconformity must be clarified the with the related departments, and should wait for the final judgement from the Heads of the packing and shipping department.
> The loading coordinator should file all the records after the loading process completed.
9 . The register & verification of the shipment details:
The employee of the related departments should register and verify the details of the cargo to be shipped. The details should contain the following items :
> Invoice copy
> Packing list copy
> Customs documents (such as export license, country of origin, etc.)
> The type, style, color, quantity and unit of the cargo
> The gross weight and net weight of the cargo
All the above said documents should be file for record tracing.
10. Assign a designated employee to inspect the mechanical lock and lock the closed truck, After the whole loading process is completed and correct. The locking process should be recorded and filed.
11. A designated employee must escort the cargo from factory to forwarder’s warehouse, and hand over the cargo to forwarder. The employee records the time when the truck leaving the factory and arriving the forwarder’s warehouse. The cargo hand over should be recorded with receipt document, chop and signature.
12. Report cargo loading and trucking Information:
The assigned loading coordinator should submit a report with all related
documents to the shipping department for reference and file.
13.The responsibility of the shipping department:
The shipping department should receive a report and all related documents from the loading employee after the loading process completed. He should verify all the information (including the time when the truck leaving the factory and arriving the forwarder’s warehouse) and file all the documents for record. All the records/reports should be kept for at least 12 months.
14.Reporting System:
In case of the loading information is not conformed, such as over-shipment or short-shipment, the employee who discover this nonconformity should report to his/her department head firstly. Then, the employee should further clarify with all correlated departments whether there is any typo error or because of other reasons. All related department heads should take immediate action to investigate the case after they receive the inquiries of the nonconformity queries.
If the situation is serious, all loading and unloading operations should be stopped immediately, until the problems are correct.
