standard operating process - acceptance of...

DTDC Courier & Cargo Ltd.

Standard Operating Process - Acceptance of Chemicals and Electronics.

Created on September 06, 2013 --- Last Updated: 10 Sep 2013

Shipments Containing Chemicals / Liquids and Powder

Acceptance Process and Movement Process

Purpose of this Process Documentation: To create common understanding on the procedures to be followed while accepting shipments from customers having a business relationship or at the counters or from a public places from customers whose identity is not known. This is to improve safety of the people who handle these shipments, protecting other shipments, safeguard the property & equipments of the organization and the public in general. These guidelines will help the organization to be compliant in meeting the air safety guidelines laid down by domestic airlines & BCAS (Bauru of Civil Aviation Security), especially when the airlines are taking a non-tolerant approach towards any identified non compliances towards air safety.

Chapter 1 : Prohibited and Restricted Commodities within India

under Courier Mode

1.1 Prohibited (Banned) Commodities - As per Postal Act and Air Safety

Regulations by Bureau of Civil Aviation Security (BCAS)

1. Indian Postal Articles

2. Currency

3. Bullion

4. Firearms, Parts thereof and Ammunition

5. Drugs and Narcotics (illegal)

6. Dangerous Goods as classified in IATA dangerous goods regulation

6.1. Please refer Dangerous Goods Classifications and identification labels etc. In Annexure 3

7. Any Liquids more than 500 ml. (if there is a big non-dg shipment containing liquid, the same

could be moved by air on a separate airline MAWB. Should work with respective origin hubs for

such movements in advance. All required paper work a must for such movements)

1.1.1 Restricted or controlled Commodities in courier mode

May not be prohibited, but should take additional care while accepting such

commodities expected to move in courier consolidation from one airport to another.

Such shipments must be separated from normal express shipments at origin to

subject the same to further verifications by respective origin hubs / Apex on shipment

paperwork of the shipment and the contents of the shipment before the same is

tendered to a co-loader or an airline at origin.

1. Chemicals – Non Hazardous (Non-DG) in Liquid, Powder or Solid state

1.1. Must in Insist for proper invoice, Non-DG Declaration and proper MSDS of the product

1.2. Must check on the packaging of the shipment for any labels or marking which provides

indication that the same could be DG. Please check Annexure 3 for more information.




1.3. Must check the information on the MSDS received from the shipper in the “Transportation

Information” to see whether the product is classified as DG. Any DG commodity would be

represented with a 4 Digit number starting with UN. Origin must check whether the

customer has deliberately omitted or erased of any such information from this field.

1.3.1. Some products could be forbidden to be carried by air. This information too would be

available in this field.

1.4. Please refer the MSDS format provided in Annexure 1

2. Ready to use consumer goods irrespective of the quantity, in liquid, powder or semi solid

state such as cosmetic products, food stuff, etc. eg. Talcum Powder, face creams, skin care

products, common salt.

2.1. When accepting from a manufacturer or a business establishment.

2.1.1. Must insist on MSDS and non DG declaration specific to the product.

2.1.2. Must make sure that commodities such as perfumes, deodorants packed in

pressurised cans etc.

2.2. When accepting from individuals in small quantities

2.2.1. Must insist on a declaration or invoice clearly mentioning the product name, quantity

etc.

2.2.2. Must make sure that commodities such as perfumes, deodorants packed in pressurised

cans etc. in small quantities are not considered for air connection. Same should be

moved in surface mode only and the customers must be informed on possible delay it

may take to get delivered at the destination

3. Electronic equipments with a battery source such as Lithium Ion or Lithium Metal batteries

3.1. Must make sure that the battery is separated from the equipment and the terminals must

be secured with a non conductive material. Battery and the equipment can be packaged

together in the same box.

Chapter 2 : Some of the generic consumable goods which must

not be accepted for Air movement

• Paint / thinner – Highly flammable because of the solvent used in paint

a. Water Based colours are acceptable, provided the customer provides required

declaration specifically

• Printing Ink – Flammable

• Alcohol in pure form or spirit

• Acids used for floor cleaning etc...

• Lighters and match boxes

• Empty or filled gas cylinders / fire extinguishers or any other cylinder carrying gases or its

residue

• Wet Cells (battery used in automobiles)

• Lithium ion or Lithium metal batteries when shipped alone... (Restricted only if the same is

shipped not as a part of an equipment or not along with an equipment)

• Camphor and any such solids which are filmable (which emits gases which is highly flammable)

• Nail polish or acetone

• Any shipment with Dry Ice used as coolant




• Any mechanical items which has strong odour of petroleum products

Chapter 3 : Non Document Shipment Pick-up, acceptance and

forwarding process to be followed by Franchisees, Branches /Super

Franchisees & Apex

3.1 Franchisee or Pick-up employee Responsibility

• At the time of pick-up, the courier checks with the customer about the contents of the shipment.

• If the contents are documents, courier checks the packaging, checks for quality of consignee

address and accepts the shipment after checking the serviceability of the destination PIN code

• If the contents are non documents, the courier insists for the mandatory invoice / declaration. In

the case of commercial quantity, the courier checks with shipper for availability of required state

forms etc. as per the destination state.

o If the contents are Industrial Chemicals / Liquid/ Powder

� The courier checks for required detailed invoice / declaration, non-dg certificate

and MSDS from the shipper

• If the customer does not have MSDS, advice the customer to move the

shipment by surface mode and accept the shipment for movement by

surface and stick appropriate labels on the package, for not to include

the shipment for connection by air from origin to destination. The

courier must ensure that the contents of the shipments is not

flammable, toxic or acid

• Insist for Invoice / Declaration, Non-DG certificate and MSDS

• If all paper work available check the MSDS in “transportation

information” field.

� Checks the packaging of the shipment for air worthiness

� Checks the outside of the packaging for any marking or labelling which may

indicates Dangerous Goods.

• If in doubt, checks with the shipper for further clarification and

confirmation

• If found the contents are Dangerous Goods, refuse the shipment

� Accept and process the shipment if all information indicating the contents as

non-DG and if the quality of packaging is strong enough for air movement

� Courier marks the shipment as “CHEMICALS” on the package next to the

consignee address label using a marker. (A new label is being designed to be

stuck next to the address label for all such shipments for easy identification and

segregation of such shipments at the origin hub/apex)




o If the contents are originating from a individual and the commodities are consumable

goods such as skin care / cosmetics or edible items

� Courier / Acceptance Staff Insists on a declaration and check the contents in the

presence of the shipper.

� If commodities such as perfumes or pressurised deodorant cans (aerosol)

present in the shipment, advice the customer about possible delays in delivery

and accept the shipment for Surface movement only.

• Must affix Surface mode labels on such packages to avoid the same

getting wrongly bagged for air connection along with the Label

“Chemicals” on the package next to the address label on the package.

Mark appropriate mode of transport on the AWB too

• Always inform a shipper that if chemicals are included in an air shipment, there will be a

minimum of one day extra taken to deliver the shipment at the destination, compared to the

normal transit time

• Educate shippers to provide chemicals/liquids/powder shipments in firm cardboard boxes to

ease of opening and checking the contents at various DTDC package handling locations as well

as at the airlines security checking gates. Must discourage customers who provide such

shipments in envelops / paper wraps / plastic bags etc.

• When couriers return from the field with shipments containing chemicals / liquids / powder,

there must be a knowledgeable franchisee supervisor available and the same person must

subject the shipment and the paperwork for compliance check and contents verification

before the same is tendered to a DTDC branch or a Super Franchisee location.

• Process Flow.....

(To be included)

3.2 Booking Branch / Super Franchisee Operations Process

• Branch booking personnel must be checking the description of contents as a part of the package

acceptance process

• When the contents are stated to be non-documents, the employee accepting / booking the

shipments must insist for clear description of contents on the AWB (Description of Goods

column) and for invoice and declaration

3.2.1 If contents are Chemicals / Liquids / Powder

o If the contents are stated to be chemicals / liquid / powder / compressed cans etc. the

employee must verify the paper work with the shipment and the mode of transport.




o If the shipment is marked for Air, must subject the shipment for further check and

should verify the credentials with the MSDS, invoice / declarations provided by the

Franchisee / Courier

o Must check the MSDS and once satisfied for acceptance in Air mode, must insert all the

relevant paper work in a paper work pouch and affixes the same to the shipment.

o Takes actual and volumetric weight and completes the booking process in CTBS. Checks

for the marking on the shipment (“CHEMICALS”) and make such marking if the same is

not already available on the shipment. Keeps such shipment containing chemicals

separately, especially the ones accepted for air mode movement from origin.

o Does mixed bagging (all destinations together) of all such shipments containing

chemicals and having required paper work to the origin’s regional hub /apex.

o All such shipments not having required paper work are accepted only for Surface mode

connection and required “Surface” Mode labels must be affixed on such shipments as

part of the booking and acceptance process. (This is to make sure that such shipments

do not get erroneously bagged with Air shipments)

3.2.2 If content is Electronic Equipment(s)

• The employee accepting the shipment must check the quality of packaging to make sure

that the same is adequate to avoid any damage to the contents while in normal handling

o Must not accept Lithium Ion Batteries if shipped alone (if shipped not as a part of

any electronic equipments or along with an electronic equipment) if the same is

rated above 20 Wh.

o Please be careful that many of such Lithium Ion batteries are forbidden to be carried

by air.

3.2.3 Open and Check Process – Branch / Super Franchisee Location

All such shipments which are subjected physical inspection and contents verification in a Branch or

SF location must be affixed with the following label “Contents Checked” with the relevant shipment

and employee information duly filled

• Process Flow...

(To be included)




3.3 Origin Hub / Origin Apex Process

• Receive and In-scan all bags / shipments received from a Branch / Super Franchisees

• Identify such bag(s) which contains mixed destination chemical shipments expected to

be connected by air.

• Open and check every package and the paper work accompanying each of those

shipments.

• Verify and check whether all shipments are meeting the required paper work & inspect

the package for any labels or indications about presence of hidden DG

• If in doubt, open the package and check the contents before further bagging the same to

final destination.

• Complete the bagging process as per the destination’s regional hub and if required

create separate airline MAWB to destination declaring the contents as chemicals. Since

the Airline MAWB and Co-loader CD gets declared as “docs & sample” bags containing

compliant chemical shipments must not be mixed with normal shipments under the

same CD and MAWB.

• Following should be the bagging destinations for respective regions for complaint

chemical shipments, if there is a flight connection involved between the origin and the

actual destination. Surface connection or further separated connection (chemicals)

must be planned further to the final destination from the destination regional

hub/apex.

o North – Delhi

o East and North-East – Kolkata

o West - Mumbai

o South – Chennai

• Process Flow

(To be included)

3.4 Destination Apex / Destination Transit Apex Process

• The Apex receiving such shipments to follow normal in-scan process.

• After performing in-scan, such chemical shipments are segregated as per following

destination category

o Local Delivery shipments

o Shipments expected to move to final destination by surface mode transportation

o Shipments expected to take a flight from the destination apex to the actual delivery

location

• The shipments expected to take further flight connection will be consolidated with

shipments arrived from other regions or shipments originated from own region / location

and follows a separate CD process with co-loader or airlines to avoid mixing such shipments

with normal express shipments.




3.5 Secure Pack shipment acceptance and forwarding process

3.5.1 Declaration / Invoice and Paperwork (Secure Pack)

Franchisees or the employees accepting shipments intended to be shipped in secure pack

must make sure that the AWB is fully executed with proper description and the invoice or

declaration is insisted from the customers at the time of acceptance of the shipment. The original

paperwork received from a shipper must be attached to the shipment in a Document (paperwork)

pouch. At any stage of shipment's movement process, the paperwork provided by the shipper

should be available on the package for verification by DTDC operators or by airline or any other

security enforcement agencies. Proper description on the AWB and the required Paperwork

(Invoice / Declaration, other documents specific to the commodity shipped etc) will be mandatory

for shipments shipped in Secure Pack.

3.5.2 Pick-up (courier) process and Franchisee process (Secure Pack)

The courier must not be sealing the secure pack at the customer premises and the same must be

subjected to physical contents check by the Franchisee supervisor. Once checked and identified as

compliant to move by air, the Secure Pack would be sealed by the franchisee supervisor. The

supervisor affixes "contents Checked" sticker on all such secure packs, as part of the contents

verification process.

If the franchisee supervisor too requires additional clarification, the secure pack would be moved to

the branch in a nu-sealed condition, for subjecting the contents for further verification by the

employee(s) responsible for inspection and acceptance.

3.5.3 Branch / SF acceptance Process (Secure Pack)

In case of any doubt about any shipment in a Secure Pack at the branch, the employee accepting the

shipment must subject the shipment for further contents verification. The employee must open the

secure pack which could be already sealed and verify the contents as part of the acceptance

process. If the contents are acceptable for air movements, the employee would issue a new Secure

Pack for the shipment and capture the new Secure Pack n umber in CTBS as part of the booking

process. ("Contents Checked" sticker must be affixed as per the process on the Secure Pack, to

confirm physical verification of the contents)

3.5.3.1 Whenever the branch discards old Secure Pack provided by a Franchisee and issues a new

Secure Pack as part of this acceptance process, the information should be provided to the location’s

stationary department to initiate required accounting process recover the cost of the same from

respective franchisee.

3.5.4 Origin APEX Process (Secure Pack)

As mentioned the process to be followed in Branch (3.5.3) the APEX too does required verification

when in doubt or when it's refereed to the experts in Apex by a franchisee or branch for a higher

level of verification & approval to move a particular Secure Pack shipment by air, especially when

one is doubtful about the fitness of some content to move by air. ("Contents Checked" sticker must

be affixed as per the process on the Secure Pack, to confirm physical verification of the contents).

If APEX replaces the Secure Pack through re-issuing a new Secure Pack, the employee completing

this process must initiate the process as detailed in 3.5.3.1.




In the event the APEX’s subject matter expert identifies the contents or the paperwork not fit to be

accepted for air movement, the APEX initiates a DEPS using the newly created DEPS reason “Possible

Hazardous Goods”. (Please refer 3.5)

3.6 Held-Up process – In the vent of Suspected Hazardous Goods or a

Deficiency in Paperwork provided by the shipper

In the event of doubt or when having lack of clarity about the contents of a shipment post

acceptance from a customer and post booking the same in CTBS, a new held up reason is being

introduced. Super Franchisees, Branches and APEX locations must be using this held-up reason to

hold back any shipments. The new held-up reason is "Possible Hazardous Goods". Such shipments

must not be attempted to be connected by air, unless the shipper provides additional documents to

prove the content as non-hazardous. Packages identified to be held back must be immediately

separated from normal shipments and must be labelled etc. with appropriate instruction on the

package, to avoid accidental inclusion of the same while bagging normal shipments.

3.7 Employee Readiness and 24 hrs coverage required in each of following

6 locations to support Franchisees as well as branches on queries related to

shipments containing Chemicals, Liquids and Powder

Following 6 locations must be ready with 24 hrs helpline with a dedicated contact number for

addressing any query related to Chemicals / Liquids / Powder / electronics, or on contents of a

shipment suspected to be Dangerous Goods from the geography mentioned against each of them.

Such employees are preferably be DG certified and please work with L&D if additional certification is

required immediately to create this regional / Zonal DG Helpline.

1. Kolkata – East and NE

2. Delhi – North

3. Mumbai – Mumbai & Pune

4. Ahmadabad – West 2 (including Rest of Maharashtra)

5. Bangalore – Karnataka, Kerala & ROTN

6. Chennai - Andhra Pradesh & Chennai

Chapter 4 : General Transit-Time Guidelines on Shipments falling into

chemicals, liquids & powder category Considering the other additional procedures now included in handling of shipments containing

chemicals, liquids and powder, there will be a minimum of one day delay in shipments deemed for

air movement. The shipments accepted for air movement, but identified as not complying with the

paperwork requirements or the commodity identified as non compliant for air movement, expect

additional delays. If shipments are accepted and processed directly for surface movement, the

shipment will follow normal surface transit time commitments.




Annexure 1

Material Safety Data Sheet (MSDS) Blank Format

1. IDENTIFICATION OF THE SUBSTANCE / PREPARATION AND COMPANY UNDERTAKING Product Name: Product Information: Company Name: Address: Phone No. Fax No.

2. COMPOSITION / INFORMATION ON INGREDIENTS Chemical Name: Product Code: Hazardous Ingredients / Components: CAS No. Other Components: Risk Phrases & Symbol

For e.g.: Xi = Irritant, R36 = Irritating to eyes, R37 = Irritating to respiratory system, R38 = Irritating to skin

3. HAZARDS IDENTIFICATION Health: Inhalation Skin Contact Eye Contact Ingestion Fire:

4. FIRST – AID MEASURES Inhalation: Skin Contact: Eye Contact: Ingestion:

5. FIRE FIGHTING MEASURES Extinguishing media: Fire Fighting Protective Equipment: Specific Hazards:

6. ACCIDENTAL RELEASE MEASURES Personal precautions: Environmental precautions: Method for cleaning up:

7. HANDLING AND STORAGE Handling: Storage

8. EXPOSURE CONTROL / PERSONAL PROTECTION Engineering measures: Respirators Eye Protection Personal protective equipment: Gloves Safety glasses Occupational Exposure Limits – Hazardous Ingredients

9. PHYSICAL AND CHEMICAL PROPERTIES Appearance: Form: Colour: Odour:




PH (Value): Boiling Point: Melting Point: Flash Point: Flammable Limits: Auto Ignition Temperature: Explosive Properties: Oxidising Properties: Vapour Pressure (mm Hg): Density (g/ml): Solubility (Water): Solubility (Other): Partition Coefficient:

10. STABILITY AND REACTIVITY Hazardous Reactions: Hazardous Decomposition Product(s): Conditions to avoid: Materials to avoid:

11. TOXICOLOGY INFORMATION Inhalation (LC50): Skin Contact (Dermal – LD50): Eye Contact: Ingestion (Oral – LD50)

12. ECOLOGICAL INFORMATION Environmental Hazards: Persistence and Degradation: Toxicity: Effect on Effluent Treatment:

13. DISPOSAL CONSIDERATIONS Product & contaminated packaging:

14. TRANSPORT INFORMATION IATA: ADR: IMO: UN NO.:

15. REGULATORY INFORMATION Classification and labelling Danger symbol: Danger Label: Safety phrases:

16. OTHER INFORMATION




Annexure 2 – Non Dangerous / Non-Hazardous Goods Declaration

Shipper’s Declaration of Non Dangerous Goods

This is to confirm that the contents of the shipment we booked under DTDC AWB

No._________________________ dated _____/____/______ is not regulated as per the current edition of the

IATA Dangerous Goods Regulation. I also confirm that any physical or chemical properties of this product do

not classify the product as Dangerous Goods and is safe to be carried on commercial airlines or using any mode

of transportation without any specific packaging requirement or without any handling restrictions.

For _____________________ (Org. Name)

S/d

Authorized Signatory

Name of the Authorized Signatory: _____________________________

Date: ____/____/________

Place: _________________


Standard Operating Process - Acceptance

Created on September 06, 2013 ---

Annexure 3 – Dangerous Goods Labels

shipments

Class 1 – Explosives

Class 3 – Flammable Liquid

Class 5 – Oxidizing Agents

Class 7 – Radioactive

Class 9 – Miscellaneous DG


Acceptance of Chemicals and Electronics.

--- Last Updated: 10 Sep 2013

gerous Goods Labels – Must not accept such

Class 2 – Gases (Flammable, Toxic, Non-flammable)

Flammable Liquid Class 4 – Flammable Solids

Class 6 – Toxic and Infectious

Class 8 – Corrosive

Must not accept such

flammable)

etc...


Standard Operating Process - Acceptance

Created on September 06, 2013 ---

Following labels too confirm DG property of a

the shelf products / Consumable Goods)

Corrosive

Oxidizing

Environmental Hazard


Acceptance of Chemicals and Electronics.

--- Last Updated: 10 Sep 2013

too confirm DG property of a product (Generally found on readymade off

the shelf products / Consumable Goods)

Explosive Flammable

Toxic Harmful / Irritant

(Generally found on readymade off

Flammable

Harmful / Irritant

standard operating process - acceptance of...

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