TRAINING ON C-TPAT by Mohammed Khuda Dipu

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B Y M O H A M M E D K H U D A D I P U , T H E D E V I L . . . .

Prepared by : Mohammed Kudret E Khuda DipuDate :

Venue :

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Objectives:To understand

1. What is C-TPAT2. Key Aspects of C-TPAT

3. Implementation of C-TPAT

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What is C-TPAT?

CUSTOMS – TRADE PARTNERSHIP AGAINST TERRORISM

Launched after 9/11 by the US Government in November 2001.

Important guiding principles – Voluntary Participation and jointly developed security criteria between C-TPAT partners and US Customs

and Border Patrol (CBP)

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Key aspects of C-TPAT related to factories:

Physical Access controlsPersonnel securityProcedural Security

Physical Security

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Physical Access Controls:

To prevent the unauthorized entry to facilities, maintain control of employees and visitors, and protect company

assets. In addition, access controls regulate the movement of people and products to meet the operational needs of a

facility.

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To ensure good Physical Access Control factories may implement any or all of the following:

1. Biometric ID card for employees to track access

2. Color code uniform or unique ID cards to distinguish truck drivers, employees, visitors etc.

3. Terminating employee access: If an employee is terminated, then his/her access should be immediately terminated

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4. All access cards to be renewed on an annual basis

5. Visitors should be provided with ID cards and insisted to wear at all times. Register of visitors and guests to be

maintained at security.

6. Access to warehouse and docking area for truck drivers to be authorized by security. No Unauthorized access

should be allowed.

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Personnel Security

The purpose of conducting a background check is to ensure that a prospective employee is qualified to perform the job and is a person of Integrity. Random background checks on

current employees encourage good conduct. Poor hiring practices could result in security breaches, significant

financial losses and reduced productivity.

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Personnel Security

1. Conduct Pre-employment verification and background check of employees

2. Verify authenticity of Identification of employee prior to recruitment

3. Personnel Termination procedure to cover access denial at the time of termination

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Procedural Security

Security measures must be in place to ensure the Integrity of the supply chain. Regardless of a company’s size, written

policies are needed to achieve effective supply chain security. Procedural security requires oversight,

accountability, control, and a system of checks and balances. Technology should be used to enhance all aspects

of procedural security.

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Company safeguards forms and stationery by controlling their issuance and securing them in a locked cabinet in an office where access is controlled. A designated supervisor

controls issuance of forms and forms are numbered to detect unauthorized use.

Stamps, tape and cartons bearing the company’s logo are controlled and use is monitored. Cartons are counted and

logos on recycled cartons must be destroyed.Sensitive documents should be shredded when no longer

needed.Archived records are secured in a caged area of the

warehouse.All business documents including purchase orders, invoices, manifests and customer information are kept under lock and

key.

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Access to packaging areas and warehouse to be allowed only for authorized personnel or to visitors who are

accompanied by responsible factory personnel.

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Quantity loaded to be verified against documents. Assign a owner for this process at the time of loading container/trucks.

Do not store chemicals or any hazardous substance near products/cargo to be shipped. Such items to be isolated and

designated.

Security personnel to be present at the loading area to ensure no unauthorized personnel enter the area. Have backups in case

primary person is absent. Use a security check sheet at the time of loading and factory head to sign off on check sheet.

Truck should not leave the factory until exit procedures are followed including issuance of signed “exit pass” by logistics. Exit pass is used to verify that container is inspected, cargo is

loaded and sealed and trailer/truck numbers are correct.

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Establish a well documented procedure to inform local government authorities and factory management immediately in case of any discrepancy between

documentation and actual loading or quantity received.Conduct random examination of cartons to check quantity

and reseal with a mark of “EXAMINATION”

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Physical Security:The physical security of a facility is its first line of defense from intruders. In particular, cargo handling and storage

facilities in locations must have physical barriers and deterrents that guard against unauthorized access.

Install an alarm system exclusively for security in case of illegal entry being detected into the premises.

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Fencing/gates to restrict access to truck and warehouse during loading and normal times. The area should be locked when not in use. Signs posted stating “restricted access” to be

placed on the fence and a guard to be present to ensure no unauthorized people approach the truck. Fences along the perimeter to be continuous with specific access gates and

guarded routinely.

Equip security guards with adequate resources and work orders and training. Guards should have clear understanding

of organization, site specific training and familiar with facility’s physical layout and security features and vulnerabilities.

Security guards to be rotated periodically to prevent collusion

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A clear comprehensive selection procedure of security guards.

Ensure all shifts are covered and patrol of complete factory is done in all shifts.

Necessary lighting and alarms should be provided all round the facility to ensure uniform and appropriate brightness.

(at least 5fc which is 55 lux approx.)

Key control should be in place to ensure access to all keys is restricted and authorized.

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Hazardous and toxic chemicals if any should be stored separately and secured.

Chemicals which are not hazardous per MSDS or local law, shall also be stored in a secure location under lock and key

with access to authorized personnel only.

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Information Technology security - computer systems. Password to be changed once in 90 days

and should not be reusable. System should be deactivated if password is not changed. All users to have a login code, and password. Monitor and limit Internet access for employees when using facility’s

systems.Maintain system firewall using appropriate firewalls.

Have a “virus quarantine” software to view file content, origin and type of virus without infecting

rest of system.

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Train all employees including security personnel regarding the need for security.

Update relevant people on any new procedures involving security.

Ensure all contact numbers of Customs, Police department, fire department etc. are constantly updated.

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Implementation

This program will be implemented through regular audits done by the company or through external agencies.

Audits will cover the 4 key elements discussed in detail so far.

Develop written procedures for all the relevant areas discussed above and procedure to be authorized by Senior Management.

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Documents that factories should have (this is not an exhaustive list)

Company security policy (copy) Crisis management plan

Policy on the usage of seals for containers Bill of lading (copy)

Shipping invoice (copy) Shipping manifest (copy)

Policy for detecting and reporting shortages/overages (discrepancies) on shipments (copy)

Policy for container loading verification (copy) Policy for seal control system (copy)

Any other documentation related to shipment

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Company copies of employee identification Employee training manual (related to security)

Incident reports Copy of background check

Copy of employment verification Visitor passes/identification badges

Security meeting minutes (attendees list) Security training program/schedule (type of training)

Invoice from alarm company and surveillance camera(s) (or maintenance bill)

Documentation of internal audits (copy) Visitor log book

Employee identification badges

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QUESTIONS AND ANSWERS:-

TRAINING ON C-TPAT

TRAINING ON C-TPAT by Mohammed Khuda Dipu

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