Supply Chain Security Procedures Manual

INTRODUCTIONThe purpose of a seal security program is to ensure a proper process with detailed procedures is put into policy. The best made seal security seals, or any other security device is only as good as the procedures and checks used for their applica-tions. The following manual is designed to aid a security seal user in developing the correct practices and procedures in order to halt pilferage and theft.

ORDERING AND STORAGEA. Ordering

1. The responsibility of buying Security Seals should belong to only one person with a backup substitute and typically is handled by the security team and/or loss prevention.

2. All security seal orders should originate from the home office or a predetermined ordering location.

3. The security seal manufacturer should be instructed to ship the seals to a specific person’s attention at either the home office or another designated location(s)

4. In addition to consecutive numbering, the company name or initials should be laser marked onto each security seal. Bar coding with 1D, 2D, or QR code will enhance the security and track and trace process.

5. To further enhance security each terminal or transfer facility can be coded by letter, numeral or color.

B. B. Storage1. All security seals and security devices should be kept

in a controlled area in order to prevent unauthorized individuals from obtaining them for illegal use.

RECORDING AND TRACKINGA. Maintain one log book for outbound

security seal recording and a separate log book for inbound security seal recording.

B. Use hardcover books, do not use loose leaf books.C. The Outbound Log should contain the following informa-

tion:1. The date and time the security seal is applied.2. The number of the trailer and load destination.3. The name of the person applying the security seal

including the name of the driver.D. If the driver is not part of the shippers’ organization, the

goods inventory count and the security seal application should be made in the presence of the shippers’ represen-tative. The driver will note on the bill of lading or on the shipping order the security seal number applied at the shippers’ dock.

APPLICATION PROCEDUREA. In order to maintain control over your

security sealing program, all seals must be properly applied and checked by a security or loss prevention representative.

B. Select your security seal based on point of destination, value, susceptibility to theft, pilferage, and contamination.

Supply Chain Security Procedures

C. A high security ISO 17712 compliant barrier security seal should be used to ensure maximize security and tamper evidence but also used in conjunction with indicative plastic security seals and VOID message security tapes and labels.

D. In order to prevent a pattern from developing, assorted low value shipments should also be ISO 17712 high securi-ty sealed.

E. The following procedures for application should be used:1. Seal the side as well as the rear door hasps 2. Run the security seal strap through the hasp, cinch

tight to finger loop diameter for cable seals and indica-tive adjustable plastic seals.

3. For fixed length security seals, loop, lock and listen for the “click” when inserting the locking point of the security seal into the locking sheath.

4. In order to ensure a positive security seal pull the seal strap and twist the section of the seal that was inserted into the locking mechanism.

HIGH SECURITY ISO 17712 COMPLIANT BARRIER SEALSA. As outlined in the minimum security cri-

teria (MSC) by the U.S. CBP for Customs Trade Partnership Against Terrism (C-TPAT) high security barrier seals are a required layer of security to provide vi-sual tamper evidence and protect against theft, pilferage, and contamination within the supply chain

B. To ensure you are receiving a compliant ISO 17712 high security barrier seal the following information should be obtained and verified from the security seal manufacturer:1. ISO 17712 Independent A2LA test laboratory Certificate

of Conformance verifying its High Security Rating2. ISO 17712 Clause 6 Audit and Inspection Certificate3. ISO 9001 certificate for quality assurance controls and

to prevent counterfeits 4. Ensure the high security barrier seal manufacturers

name is embedded or laser marked on the security seals body including the “H” rating symbol

C. The use of ISO 17712 high security barrier seals are recom-mended for the following areas:1. High security and high value shipments.2. ruck, rail, ship, air freight and intermodal shipments.3. Cross Border and International shipments.4. Shipping or storing in high crime and high risk areas.5. Sensitive food, beverage, chemical, and pharmaceutical

shipments F. Either heavy duty cable or bolt cutters are required to

remove high security barrier seals.1. The use of the cutting tools should be carefully con-

trolled.2. Drivers should not be allowed to carry cutters except

for special occasions.E. Conventional light and medium duty metal and plastic

security seals are critical in any complete supply chain se-curity program and ensure a robust multilayered program to cover all vulnerabilities and to reduces risk

ISO17712

Supply Chain Security Procedures

BROKEN SEALSA. Should it be necessary to break a security

seal before its arrival at the final destina-tion, the following information should be recorded, especially at highway weigh stations:1. The name of the person breaking the security seal.2. The reason for breaking the security seal.3. The time and date the security seal was broken.The

serial number of the broken security seal.4. The serial number of the replacement security seal.5. The names of witnesses to the breaking of the security

seal.B. The broken security seal report must be filed with the ter-

minal manager and/or the security officer at the outbound terminal, regardless of how far the driver is from the point of origin.

GATE PROCEDURESA. All drivers must surrender or present

their gate passes to the guard.B. The guard will verify the information,

as presented by the driver.C. A guard should record the following

information:1. Tractor number company and license plate number.2. Trailer container number.3. The security seal(s) number, color and coding.4. The driver’s name and driver license number.5. The date and time.

D. The guard should have different colored seals at his dis-posal to permit spot checking of loads at random.

E. All spot checks should be made in the presence of another security officer and the driver

SEAL REMOVAL AND INBOUND RECORDINGA. In order to ensure the integrity of a

security seal before its removal, a physical check must be made.

B. The following procedures for security seal removal are recommended:1. Only authorized security or loss prevention personnel

should remove security seals.2. Enter in the in-bound security seal log the name, serial

number and all coding information appearing on the security seal.

3. Be sure to verify that it is the original seal from the manifests.

4. Compare the name, serial number and all coding information appearing on the security seal with the corresponding shipping papers.

5. Prior to removing the security seal, ensure that it has not been shortened or falsely sealed.

6. Check for strange marks and tampering evidence at the locking points and take pictures of any suspected tampering

7. Pull and twist the security seal to the left and right to ensure that the seal head has not been violated.

8. Any discrepancy should be reported to the person(s) assigned to accept such statements, as well as recorded in the in-bound security seal log.

9. All shipments received with a violated security seal must be reported as noted in the previous section and resealed if additional transportation is required.

10. Any evidence of theft should be reported to the secu-rity and/or loss prevention department so an investi-gation can begin, regardless of the hour.

SUPPLEMENTARY PROCEDURESA. The following additional steps may be

taken to further reinforce the security seal control program and discourage would-be pilferers:1. Ensure that the fastening devices and hinges securing

the doors or lids including the locking handles cannot be removed without violating the security seal.

2. Use color coded security seals to differentiate com-modities, terminals, warehouses, plants, in-bound or out-bound shipments, and time periods.

3. Use different colored security seals for trailers, con-tainers or railcars returning with empty loads in order to prevent drivers from privately utilizing trailers on return trips and from transporting cargo without au-thority.

4. Periodically change the security seal colors to prevent usage of unauthorized or older seals.

5. Companies shipping a trailer load of merchandise within a local area making 2 to 7 stops may secure the trailer with a different colored seal after each stop.

CONCLUSIONThese procedures will not interfere with the receipt, sorting, processing and moving of your cargo. As with any new pro-cedures and/or programs, the necessary training and consis-tent review of the programs procedures will ensure a robust system is utilized to protect your facilities, operations, assets, and brand reputation.

WHO WE ARETydenBrooks brings our customers more than 140 years of experience in the manufacturing of security seals and has consistently exhibited market leader-ship through innovation, research, quality, design and manufacturing on a global basis. We are commit-ted to producing competitively priced, high quality, customizable security seals, tapes, labels and other security devices with short lead times and a strong commitment to customer service and peace of mind solutions. We are continually “Leading the Way, Securing the World.”

ANCILLARY LAYERED SECURITY SOLUTIONS

KEYED PADLOCKSA. Seals function primarily to protect cargo

over long distances; the padlock’s basic function is to secure cargo on less-than-truck load or local deliveries.

B. The following padlock procedures should be established to ensure their effective use in your security program1. A key and padlock control log book should be created.2. Use hard cover books, do not use loose leaf books.3. The key and padlock control log book should contain

the following information a. The date and time the key and padlock are taken. b. The number of the trailer. c. The load destinations.

4. All keys and padlocks must be numbered.5. Master keys must be restricted to two specific individ-

uals.6. Locks should be fastened to the truck with a cable or

chain.7. The padlock should incorporate heel and toe locking of

the shackle.8. The padlock should incorporate a key retention feature

when the lock is open in order to a. Prevent the loss of the key. b. Insure mandatory locking after each use.

9. In the event that a key is broken, all parts must be pre-sented before a replacement key is issued.

10. All locks, keys and the key and padlock control logs must be kept in a secure place.

11. The additional use of a plastic or cable security seal will further ensure your padlock security programs.

TRAILER KINGPIN – LANDING GEAR LOCKSA. Trailer kingpin and landing gear locks

provide supplementary protection against theft in:1. Terminal yards.2. Road emergencies, when the truck is separated from

the trailer.B. A trailer kingpin and landing gear lock will provide

anti-hijacking protection if the proper procedures are followed:1. Record in the security load register whether or not the

kingpin lock has been applied; if so by whom.2. The kingpin and or landing gear lock and key should

be numbered.3. Control over keys and locks must be maintained.4. Follow all security procedures as noted in the previous

section.5. Choose a kingpin and landing gear lock with a simple

design in order to encourage its usage by the employ-ees.

6. Periodic maintenance and cleaning of the kingpin and landing gear locks will ensure an effective locking mechanism, as well as long life and continuous usage.

7. Maintain a separate security load area.8. The security load area should be readily visible to oper-

ations and/or security personnel.9. All trailers with high value cargo left in terminal yards

should be kingpin or and landing gear locked and kept in the secured area visible to cameras with ample lighting

10. Kingpin and landing gear locks should be sizable, round to prevent false hook-up on a fifth wheel and should be constructed of forged, not cast steel.

11. Place a sign on the air and electrical hook-up to fore-warn drivers of the kingpin and landing gear lock.

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