June 14, 2010: DHL Global Forwarding Germany - Cargo Update

The table of contents of our Air Cargo Security Program shows the outline of our activities. These include not only the documentation of processes, but also a description of the security measurements for every location, i.e. details and access regulations of the locking system. All this is verified during the LBA audits.

Floor and building blue prints have to be supplied with a detailed description of all access routes and facilities (storage and offices) that are used for airfreight export as well as security systems - locked doors, alarms, video surveillance etc. Apart from the chapters on Subcontractors (new: Haulers) and Known Shippers (new: Approved Known Shippers) that describe the regular inspection of their status, the chapters on freight handling and safety controls are of vital importance: They present information on the shipment handling procedures and their documentation in detail. These procedures and the compliance to them are a main topic of the on-site LBA audits.

The description also includes internal control and monitoring procedures, for example audits and check-up procedures for agreed security measurements. Haulers (delivering to the distribution centre or forwarding to the air carrier) have to be approved by a hauler's declaration.

Also, we must ensure that only drivers of the subcontracted hauler, and only drivers that have attended the necessary safety instruction trainings, are operating for us. This is achieved by the use of driver lists with ID number and training logs that the drivers have to sign. Normally, these lists do not have to be in a certain format as long as the necessary content requirements are met. The forms shown here are used by DHL Global Forwarding and can be used as samples - but they are not obligatory.

Every arriving truck is checked: Its driver has to be on the subcontractor drivers list (ID check!), implying that he is known and instructed - and therefore safe. The checklist for the trucks includes details of the delivery (who, when, etc.) as well as the possibility to keep records of any "irregularities". If an irregularity arises, it is instantly reported to the defined person or department, which can then decide on further actions: Is an additional x-ray scan necessary to keep the shipment safe? Consult with shipper, etc.

As described previously, cargo safety checks will be carried out by x-ray machines or sniffers. Typical x-ray machines can take cargo pieces with a width of up to 140 cm and a height of up to 180 cm, but these figures also depend on the shipment itself. By wiping the cargo with special paper strips or using a vacuum cleaner like apparatus, the sniffer is able to identify the molecular structure of known explosives.

There is no safety storage any more.

DHL Global Forwarding already operates an own x-ray scanner at the central hub in Frankfurt. This enables us to perform safety checks fast and easily without an additional transport to a safety scanning service provider. Again, this is one of our measurements to minimise any runtime delays and additional costs in the supply chain.

The Air Security Agent has to participate in a 35-hour LBA-approved training course. In addition, he will be checked for "reliability" by the registry office. Once all these procedures have been performed with positive results, he is granted the appropriate licence by the LBA. There is one Air Security Agent for every single export location.

Other personnel dealing with airfreight export receive a three- to four-hour instructional training performed by qualified staff, normally the Air Security Agent of the location. These trainings have to be repeated at least every five years.

Please note that the specifications on staff training are currently revised to meet the EU regulations 300/2008 and 185/2010.

Prior to employment, a police clearance certificate needs to be obtained.

Securing the premises as a whole is not required. But all entries to the offices where exports are processed, as well as all storage facilities where export goods are handled, have to be properly secured.

Generally, this means closed locking key systems and strict control of key issuing and return. Also, all premises have to be locked outside the office hours. In the storage facilities, especially emergency doors have to be secured against unauthorised access, and all gates have to be kept closed.

Untrained personnel are never allowed to enter any office or storage facility without escort or supervision. This also applies to any maintenance work, i.e. on the electrical or IT installations, by outside companies. Another possibility is to safely lock any documents and goods, but this surely is not always possible or feasible.

The Regulated Agent also has to make sure that cleaning staff never enters the offices or storage facilities without supervision. In case no sufficient securing of documents and goods is possible, cleaning staff must only enter the facilities under supervision, for example during the office hours. At present, any other options are not tolerated.

"Tamper-resistant" packaging is simpler in practice as it may seem at first. Tightly closed packing units, sealed with a material that cannot be opened without leaving traces (i.e. a strong adhesive tape), are considered secure. However, it is not easy to give general answers here. If in doubt, please contact your local DHL Global Forwarding office. We are happy to assist you in a thorough evaluation of your packaging process and material.

Transport security is of even more importance than it already was before. Any damages to the package that could allow access to the goods inside, lead to an unsecured classification. Thus, in addition to the potential damage of the goods, there is also the risk that all the security measurements for unsecured goods will be applied to your shipment. Thus, in case you use your own haulers, please make sure that maximum transport security is ensured.