Why Use Security Seals?

Security seals are applied to provide evidence of entry. Many types and grades of security seals exist, but they serve little purpose if they are not used as an integral part of existing procedures and systems established by users to apply and monitor security seals. This document is intended to provide help to seal users, assisting them in setting up the proper procedures and control systems, in order to use security seals to prevent pilferage and theft.

Ordering Security Seals

• 1. Ordering security seals, should always be the responsibility of one designated person in a company.
• 2. All orders for security seals should come from on centralized location in the company.
• 3. Seal manufacturers should ship security seals to one specific location in the company.
• 4. Security seals should be laser marked with a marking and number series unique to the company that uses the seals.
• 5. Utilizing color coding or location coding is an ideal method to identify different distribution centers or terminals of companies.

Storing Security Seals

Security seals should always be kept in a secure area where only authorized personnel will have access. This will prevent fraudulent use of security seals. A log book of “seal release” must be kept.

Outbound Security Seal Log Book

Maintain one log book for outbound seal recording and a separate log book for inbound seal recording. The outbound security seal log book should contain the following information:

• 1. Date and time of seal application.
• 2. Trailer or container number.
• 3. Shipment destination.
• 4. Name of the employee applying the seal.
• 5. Driver identity.

If the driver is not an employee of the shipper, the application of the seal should be monitored by a representative of the shipper. The driver will print the seal marking and numbering in the bill of lading, and the shipper’s representative will sign off on the shipping document.

APPLICATION OF THE SEAL IS IMPORTANT

• All seals must be applied according to the instruction of the manufacturer, and a designated employee must check the seal application.
• Select the most suitable security seal for the shipment, based on value, destination and other logistic factors.
• The following procedures for application should be used:
  
• 1. Seal all door openings on the trailer or container.
• 2. Insert the seal strap through the locking hasp.
• 3. Listen for the “click” when locking the seal.
• 4. In order to insure a correct seal application, always check the seal application by pulling the part of the seal that was inserted into the locking mechanism.

ENTRY PROCEDURES

A. All drivers must submit their paperwork to the Security Gate.
B. The Guard will verify the permit, as presented by the driver.

C. A guard should record the following information:

• i. Tractor number, company and license plate number.
• ii. Trailer or container number.
• iii. The seal’s number, color and coding.
• iv. The driver’s identity (license number).
• v. Date and time.

D. In order to prevent shipping patterns from developing, random domestic or low value shipments should also be sealed with a high security seal.
E. The entry location should inventory differently marked or numbered seals, to be used for random shipment checking.
F. Random shipment checks should always be done by, or monitored by, designated security personnel.

Continue to Part 2 of Best Security Seal Practices.

Best Practices – Part 1