Archived - Chapter 11 – Export
11.3 Use and Control of Official Certificates, Stickers Stamps and Seals for Export of Meat Products
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Countries importing Canadian meat products require cartons to have an export label affixed or to be stamped. In addition, each shipment must be accompanied by the required certificate.
In order to avoid any abuse or attempt at fraud, strict control must be exercised by the inspectors concerning the use and safekeeping of these items.
The purpose of the following is to provide guidance in exercising control and to ensure that Canada's credibility is maintained vis-à-vis foreign countries.
(1) Issuance of Certificates for Edible Meat Products
(i) Certificate forms:
The only official forms supplied by the Agency are forms CFIA/ACIA 4546, 4566 and 1442 for the USA, CFIA/ACIA 1482 and 4367 for Japan, CFIA/ACIA 5555 for Russia, CFIA/ACIA 4159 for China, CFIA/ACIA 1480 for the EU, CFIA/ACIA 4583 for Taiwan and form CFIA/ACIA 1454 for shipments exported to all countries, except those destined to China, Russia (pork) and to the USA.
Certificates issued must be duly completed for each shipment and the copy for headquarters (CFIA/ACIA 1454, CFIA/ACIA 4546 and CFIA/ACIA 4159: Part 2; CFIA/ACIA 5555: second page)
All Meat Export forms except poultry meat forms must be mailed to:
Centre of Administration
Floor 2W, Suite 308, 59 Camelot Drive
Any Meat Export form that contains Poultry (even if it is only 1 line item) shall be directed to the AAFC office below.
Attn: Cathy Istead
AAFC – Animal Industry Division - Market Information
Tower 5, 4th Floor
1341 Baseline Road,
Attention: Supervisor Import Control and Data Information Center
(ii) Additional certification:
A. Some countries require additional certification. This certification must be made on CFIA official letterhead paper. In all cases (except where otherwise specified) form CFIA/ACIA 1454 must be completed, and the serial number of that document must appear on the additional required certification.
The additional certification should be prepared on a single sheet of paper (back to back in case of a two page certificate). If the certification requires more than one sheet, each sheet must bear an original stamp and the initials of the signing veterinarian.
B. Some countries require additional certification when a meat or meat product is exported to a foreign market for later re-export to a third county. At the request of the exporter/importer, and if all applicable requirements for the third country are met, the certificate in Annex D in the case of Japan or Annex S in the case of another third country may also be issued. It is important to note that Annex D or Annex S is not issued to comply with an import requirement of the market but simply to facilitate compliance with the third country requirements.
The original (Part 1) of the certificate CFIA/ACIA 1454 must be signed and stamped.
Parts 2 and 3 are to be stamped only.
Only one set of the additional certification must bear the original signature and stamp. If more than one copy bears the original signature and stamp, then the word "Copy" must be stamped on each additional copy.
The official seal of the Canadian Food Inspection Agency (see Annex N) must be applied above the signature.
Ink of a colour other than black must be used for the stamp and the signature.
It should be noted that only official veterinarians of the Canadian Food Inspection Agency are authorized to sign the above-mentioned documents.
(2) Application of export stickers (CFIA/ACIA 4091)
Export stickers (see Annex M) shall only be used on products destined for export to Switzerland and Russia under certain circumstances.
Generally, the affixing of export stickers to cartons of meat products destined for storage before export is not permissible. An exception may be made, however, for well identified lots with known destination and for which export certificates have been duly completed pending imminent final loading.
The stickers shall be placed over the lid and bottom junction, or over an encircling strap of the carton. This procedure is intended to prevent any unauthorized tampering of the product.
The stickers guarantee that the shipment has received a final inspection before export and identifies the shipment to the certification.
European Union (EU) Health Marks
The European Union (EU) requires that all shipping containers be sealed with the health mark. The application of the health mark will be allowed only on products that fully meet the applicable requirements (EU requirements or member state requirements if the product does not fall under the EU jurisdiction) in eligible establishments, including cold storage establishments. The CFIA inspector will verify that the establishment's written control program maintains the product eligibility and identification controls throughout the slaughter, fabrication, processing, packaging process, to the point that the EU health mark is applied in a temper evident fashion. As an exemption, in case of pork products health marks may be applied at the eligible cold storage establishments. See sections 18.104.22.168 and 22.214.171.124.2 of the EU for details.
(3) Application of export stamps
Except as mentioned in (2) above all shipping containers of meat products destined for export shall bear the export stamp or export label (see section 126.96.36.199(2)(b)). The export stamp guarantees that the shipment has received a final inspection before export and identifies the shipment to the certification.
The rubber die of the stamp produces an oval, within which appears the word "Canada" and the number of the establishment. Next to the oval are the abbreviations Cert. No. Cert. (Certificate Number/Numéro Certificat), and a space for insertion of numbers, (see Annex L).
When shipments are assembled in an approved storage, the Inspector in Charge may have to obtain an export stamp from the Regional Office. He or she will have to assure themselves that all the numbers and letters necessary for export stamping have been provided with the stamp.
The numbers to be inserted beneath the abbreviations must agree with those comprising the number of the certificate accompanying the shipment.
Therefore, before boxes are stamped, one must verify that the selected number corresponds with the certificate number.
Ordinary ink, preferably black, of the type used to print on paper, cardboard or similar materials, should be used in all cases.
Export stamp impressions must be complete, clear and legible, and be applied in a space reserved for that purpose.
In cases where a replacement certificate has to be issued and the number of the previous certificate has already been stamped on the boxes, the number of the previously issued certificate must appear on the replacement certificate. Moreover, the replacement certificate must bear the following mention that it replaces Certificate no. (repeat the number of the previous certificate):
"This certificate replaces and supersedes certificate No issued on (date)".
(4) Application of seals
Seals shall be affixed by or under the authority of an inspector as provided in section 115 of the Meat Inspection Regulations, 1990.
(5) Control and custody of inspection certificates
- The Inspector in Charge of an exporting establishment must ensure that there is at least a three-months' supply of certificates in reserve. These certificates shall be safely stored in a locked cabinet.
- Orders for new certificates shall be made in the regular manner on form CFIA/ACIA 262 and should not exceed one year's requirements. The order forms must be sent to the authorized person at each Regional. This person will ensure that the delivery address corresponds either to the Regional Office or to the address of the Inspector in Charge at the registered establishment.
The serial numbers of the certificates and the date of receipt shall be recorded in a special log book by the Inspector in Charge (see Annex P for log book to be kept for export certificates). In the case of certificate on which no serial numbers appear (e.g.: CFIA/ACIA 4566), the applicable controls are verification upon reception of the total number of certificates ordered and the total certificates used in correlation with the corresponding CFIA forms. The IIC must send the packing slip (purchase order) to the Regional Office after verification that the certificates received match with the order.
The authorized person at the Regional Office shall also register the serial numbers of the official forms CFIA/ACIA 5733 (for the USA), CFIA/ACIA 4159 (for China) and CFIA/ACIA 1454 (for all countries except USA) in the required log book (see Annex P for examples of information to keep). These log books must indicate the packing slip (or purchase order) number, the date they were received, the serial numbers of the certificates and the name and number of the registered establishments for which the orders were placed.
These log books must be kept on file for a minimum of 2 years
- When a certificate is used, including those which have been voided, part 2 (CFIA/ACIA 1454) or a photocopy of (CFIA/ ACIA 5733) or a photocopy (CFIA/ACIA 4159) of the certificate shall be sent to Headquarters as directed in 11.3(1)(i).
- All export certificates used, issued and voided, (part 3 of CFIA/ACIA 1454 or part 3 of CFIA/ACIA 5733, CFIA/ACIA 4159) must be kept on file by numerical order together with all additional certification (annex(s), laboratory reports, etc.) required by the importing country. The certificates must be kept on file for a minimum period of ten years.
(6) Export stickers
(i) General Information
A. Control of Export Stickers
Strict control shall be exercised over export stickers. A record should be kept of serial numbers of stickers in stock (see Annex P). Every time stickers are used, the serial numbers shall be recorded with a reference to the serial number of the corresponding export certificate. As with certificates, stickers should be kept under lock and key. Export stickers shall be affixed under the control of an inspector (see Annex Q).
B. Specifications for export stickers
Export stickers are an official form (CFIA/ACIA 4091). Forms Management is responsible to provide each regional office with the applicable specifications for the form. The inspection legend appearing on the export stickers must conform with the dimensions specified in Annex M of the introduction of this Chapter. Each export sticker must bear a serial number. Inspectors in charge will ensure that the serial numbers do not repeat. The serial number together with the establishment registration number, that is part of the inspection legend, make exports stickers unique. Self-adhesive export stickers must be tamper evident. It is the responsibility of the operator of the establishment ordering self adhesive export stickers to provide specifications for the paper and for the glue to be used to produce the export stickers. The Inspector in Charge of the registered establishment will be responsible for specifying which serial numbers are to be used on the export stickers ordered. The Inspector in Charge will also be responsible for implementing the controls referred to above.
(ii) Ordering export stickers
A. Part I of the order form provided in Annex O is to be completed by the operator and presented to the Inspector in Charge.
B. The Inspector in Charge will review the information and determine if it is complete. The Inspector in Charge will fill out the section reserved for his use by clearly indicating the serial numbers that must be used on stickers to be printed and will authorize the printing of the stickers by signing the order form. A copy of the form will be kept by the inspector in his files and the original will be sent to the regional office along with a purchase order.
C. An authorized person at the regional office will forward the request and the purchase order to an approved printer (Part III of the Order Form). The printer will have to make commitments to the effect that he or she will print form CFIA/ACIA 4091 only when orders are received from the regional office. The printer will also be accountable for sending the stickers only as directed by the authorized person from the regional office.
D. The export stickers will be sent by the printer to the appropriate regional office or at the discretion of the Regional Director General directly to the Inspector in Charge.
E. The Inspector in Charge shall verify that the export stickers received match with the order, notify Plant Management that the stickers are now available and amend the inventory accordingly. The IIC must then send the packing slip (purchase order) to the Regional Office.
The authorized person at the Regional Office shall register the serial numbers of the export stickers CFIA/ACIA 4091 in the required log book (see Annex P for examples of information to keep). These log books must indicate the number of the purchase order, the date they were received, the serial numbers of the stickers and the name and number of the registered establishments for which the orders were placed. These log books must be kept on file for a minimum of 2 years.
Note: All export stickers are to be paid for by the operator according to the printer's instruction.
The stickers, if ordered through the Area Office, must be subjected to the same controls. The EU Health mark is subject to the same controls as the stickers.
(7) Control of export stamps
Like any other official stamp, the export stamp shall remain under the control of the Inspector in Charge. At the discretion of an inspector, the stamps are to be applied either by themselves or by a plant employee, under the supervision of the inspector.
(8) Control of seals
The recommendations made under control of stickers apply (See Annex P and Annex Q for log book to be kept for seals).
The seal, if ordered through the Area Office, must be subjected to the same controls.
(9) Orders of export stamps and certificates
Orders for certificates should be forwarded to the Regional office. In the case of export stamps, follow the procedure indicated in section Chapter 1, reference 1.4.5. The procedure listed is the minimum requirement and Areas may have additional controls and/or forms to be used.
Regardless of the control measures adopted, the Inspector in Charge must bear in mind that certificates, stickers, seals, and stamps are official items for which the inspector is responsible.
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