Plant exports compliance, approval and running
records
User Guide v6.0
Title: Plant exports compliance, approval and running records
Date Published
6 July 2016
Current Version Number
6.0
Program
Authorised Officer Program
Page Number
Page 1 of 31
Table of Contents
Table of Contents.......................................................................................2
1.
INTRODUCTION ..........................................................................3
2.
HOW TO ACCESS, COMPLETE AND SUBMIT RECORDS ..............4
2.1
2.2
3.
COMPLETING PLANT EXPORTS RECORDS .................................5
3.1
3.2
3.3
3.4
3.5
3.6
4.
Email address ........................................................................ 4
Email subject line .................................................................. 4
PE100 Export Compliance Record .......................................... 5
PE101 Export Compliance Record ........................................ 13
PE102 Export Compliance Record ........................................ 17
PE103 Bulk Vessel Approval Record ..................................... 21
PE104 Container Approval Record ........................................ 25
PE105 Bulk Vessel Loading Running Record ........................ 28
EMPTY CONTAINER STICKER STENCIL ...................................31
Title: Plant exports compliance, approval and running records
Date Published
6 July 2016
Current Version Number
6.0
Program
Authorised Officer Program
Page Number
Page 2 of 31
1. INTRODUCTION
The Plant Export Operations Branch has developed a set of export compliance, approval and
running records which must be used by Authorised Officers (AOs) nationally.
The table below lists the records:
Record
PE100 Export
Compliance Record
Purpose
Record the results of inspections for
export compliance of Prescribed Grain,
Seeds, Nuts, Hay and Straw, Baled
Cotton and Forest Products.
Legislation
Part 5 of Export
Control (Plants and
Plant Products) Order
2011.
PE101 Export
Compliance Record
Record the results of inspections for
export compliance of Fresh Fruits, Fresh
Vegetables, Nursery Stock, Bulbs,
Tubers, Cut Flowers and Foliage.
Part 5 of Export
Control (Plants and
Plant Products) Order
2011 and applicable
Importing Country
Requirements.
PE102 Export
Compliance Record
Record the results of inspections for
export compliance of Prescribed Grain,
Seeds, Nuts and Forest Products
exported in bulk in ship hold.
Part 5 of Export
Control (Plants and
Plant Products) Order
2011.
PE103 Bulk Vessel
Approval Record
Part A of this record must be used as an
Application for Vessel Approval.
Part B of this record must be used to
record the results of ship inspections for
a Vessel Approval.
Part 9 of Export
Control (Plants and
Plant Products) Order
2011.
PE104 Container
Approval Record
Record the results of inspections for
Container Approvals.
Part 8 of the Export
Control (Plants and
Plant Products) Order
2011.
PE105 Bulk Vessel
Loading Running
Records
Record regular notes regarding findings,
loading periods, stoppages etc
throughout inspections during bulk vessel
loading.
Part 5 of Export
Control (Plants and
Plant Products)
Order 2011
Title: Plant exports compliance, approval and running records
Date Published
6 July 2016
Current Version Number
6.0
Program
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Page Number
Page 3 of 31
2. HOW TO ACCESS, COMPLETE AND SUBMIT RECORDS
The records have been published in the resources section of the Plant Export Operations
Manual on the Department of Agriculture and Water Resources website.
It is the responsibility of each AO to ensure that the correct version of the records are being
used to document inspection results and that the record is filled out correctly as set out in this
user guide. Failure to comply may result in action by the department including revocation of the
AO’s appointment.
Immediately after completing the inspection the AO must complete the appropriate records and
provide a copy to the client and send a copy to the email address as per section 2.1 of this user
guide. The AO must also keep the original inspection record.
White out cannot be used on records. Any necessary amendments must be crossed out neatly,
initialled and dated.
Dittos are permitted on records as long as the information is exactly the same and the dittos
clearly communicate the required information. e.g. commodity, source, line identification, silo
number, inspection level and passed columns.
When all details have been completed, any blank space below results must be ruled off. Ruling
through or ruling off blank spaces is important to prevent the unauthorised addition of details to
the record.
A signed record is a declaration by an AO as to the suitability for export of the plants or plant
products, container or vessel. An AO who has not carried out the inspection cannot make
changes to a record originally signed by another AO.
2.1 Email address
All completed Export Compliance Records, Container Approval Records and Bulk Vessel
Approval Records must be emailed to the National Documentation Hub (NDH) at:
[email protected]
2.2 Email subject line
You must use one of the email subject lines below to submit records to the NDH:
PE100 and PE101
Subject line: AO Inspection: AO Name - AO Number - RFP number - Exporter - Date of
Departure.
For example: AO Inspection: John Smith - AO 1234 - RFP 6722555 - Top Exports - DOD
11.05.14
PE102
Subject line: AO Inspection: AO Name - AO Number - RFP number - Exporter - Date of
Departure.
Title: Plant exports compliance, approval and running records
Date Published
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Current Version Number
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For example: AO Inspection: John Smith - AO 1234 - RFP 6722555 - Top Exports - DOD
11.05.14
Note: a list of the RFP number(s) must be listed in the body of the email.
PE103
Subject line: AO Inspection: AO Name - AO Number - IMO Number
For example: AO Inspection: John Smith - AO 1234 - IMO 1234567
PE104
Subject line: AO Inspection: AO Name - AO Number - Container number/RFP number
For example: AO Inspection: John Smith - AO 1234 - Container ABCD1234567
Note: if the RFP number(s) is known at the time of inspection, use this instead of the container
number.
3. COMPLETING PLANT EXPORTS RECORDS
3.1 PE100 Export Compliance Record
The Export Compliance Record (PE100) is to be used for recording the inspection results of all
prescribed grain, seeds, nuts, hay and straw, baled cotton and forest products which are not
exported in bulk in ship hold(s). The following instructions apply to this record:

A copy of the signed record must be given to the exporter or the agent.

If the goods are being re-inspected after an initial failure, the AO must receive and possess a
copy of the previous Export Compliance Record(s) along with treatment certificate(s) if
applicable, from the exporter or the agent before commencing the re-inspection.
The Export Compliance Record (PE100) has the following fields:
* denotes a mandatory field
Field Name
Description
Authorised Officer (AO)
Name *
Name of the AO conducting the inspection. Record the name of the
supervising AO if multiple AOs conduct the inspection. The AO whose
name is recorded here must sign the record after the completion of
inspection.
AO Number *
Unique number assigned to the AO.
Establishment Name *
Name of the registered establishment where the goods are being
inspected.
Estab. No. *
Establishments registered number.
Title: Plant exports compliance, approval and running records
Date Published
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Current Version Number
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Field Name
Description
Exporter Name *
Name of the exporter as specified in the Request For Permit (RFP).
RFP Number *
Unique number assigned to the RFP.
Original RFP No. (Reinspection only)
Where the goods have failed a previous inspection, record the RFP
number under which the goods were initially inspected. If re-inspection
is requested under same RFP number, then record the same. If the goods
are being inspected for the first time record N/A.
Inspection Date *
Date of the inspection.
Inspection Start Time *
Inspection activity commencement time.
Inspection End Time *
Inspection activity completion time.
Product Destination *
Country the goods are being exported to.
Import Permit No
If an Import Permit has been supplied, record the number of the import
permit. Otherwise, record Not supplied.
* An Import Permit must be supplied where it is a mandatory
requirement as specified in MICoR.
Import Permit Date
If an Import Permit has been supplied, record the date the permit was
issued/valid from. Otherwise, record N/A.
Quantity presented *
Total quantity of goods presented for inspection.
Specify appropriate units such as tonnes, cartons, bags, pieces.
Flow Path (Pass/Fail) *
Record the result of flow path inspection and the time it was
passed/failed.
Container Number
Unique container number, if applicable. Otherwise, record N/A.
Commodity *
Common name of the commodity as per the RFP.
Source
For traceability, identify the source of the product presented such as Silo
Number, Bin Number, Stack Number, Lot Number etc. Otherwise,
record N/A. Commercial descriptions such as an invoice number is not
acceptable.
Title: Plant exports compliance, approval and running records
Date Published
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Current Version Number
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Field Name
No. Of Units *
Description
Record number of units inspected:
For bulk into container: Record ‘bulk’
For packaged grain, woodchips, chaff etc: Record number of packages
e.g bags, packets
For hay and straw: Record number of bales
For cotton: Record number of bales
For logs: Record number of logs or volume
For timber: Record number of pieces or bundles
Unit Weight *
For bulk into container: Record nett weight of product
For packaged grain, woodchips, chaff etc: Record package weight
For hay and straw: Record N/A
For cotton: Record N/A
For logs: Record N/A
For timber: Record N/A
Specify appropriate weight such as Grm, Kgm, Tne etc.
Total Weight *
Record either No. of Units multiplied by Unit Weight or nett weight of
product if no unit weight has been recorded
Specify appropriate units such as Grm, Kgm, Tne etc.
Passed *
Specify Yes or No.
Remarks
Indicate if one of the following is found:
Weed seed – W
Rodent – R
Live Insect – LI
Soil – S
Non-infestible material – NI
Include general comments including weed seed or insect, if required.
Title: Plant exports compliance, approval and running records
Date Published
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Field Name
Description
Additional remarks for
hay and straw inspections
*
For Category A sampling and inspecting:
‘Sampled 2 bales’ OR ‘Sampled 0.5kg’ for each container
For Category B sampling and inspecting:
‘Sampled 2 bales’ for sampled containers
‘Container sighted’ for each container not sampled
For Category C sampling and inspecting:
‘Sampled 2 bales’ for sampled containers
‘Container verified’ for containers inspected (doors, seals, floor,
walls and residues)
For Category D sampling and inspecting:
‘Sampled 10 bales’ for each container
Additional Declarations *
Record the relevant EXDOC endorsement numbers of any additional
declarations. Otherwise, record N/A.
Comments
Record comments related to the inspection, if any e.g. fumigation
certificate sighted, weed seed certificate sighted.
* For goods exported under Quality Systems Recognition (QSR):
Record establishment QSR number.
Passed Containers
Total number of containers, packages or bales that passed the inspection.
Weight
Sum of weights of commodities in all the passed containers, packages or
bales.
Failed Containers
Total number of containers, packages or bales that failed the inspection.
Weight
Sum of weights of commodities in all the failed containers, packages or
bales.
Title: Plant exports compliance, approval and running records
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Current Version Number
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PE100 example for containerised grain
Title: Plant exports compliance, approval and running records
Date Published
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PE100 example for packaged grain
Title: Plant exports compliance, approval and running records
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PE100 example for cotton
Title: Plant exports compliance, approval and running records
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PE100 example for hay and straw
Title: Plant exports compliance, approval and running records
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3.2 PE101 Export Compliance Record
The Export Compliance Record (PE101) is to be used for recording the inspection results of fresh
fruits, fresh vegetables, nursery stock, bulbs, tubers, cut flowers and foliage. The following
instructions apply to this record.

A copy of the signed record must be given to the exporter or the agent.

If the goods are being re-inspected after an initial failure, the AO must receive and possess a
copy of the previous Export Compliance Record(s) along with treatment certificate(s) if
applicable, from the exporter or the agent before commencing the re-inspection.
The Export Compliance Record (PE101) has the following fields:
* denotes a mandatory field
Field Name
Description
Authorised Officer (AO)
Name *
Name of the AO conducting the inspection. Record the name of
the supervising AO if multiple AOs conduct the inspection. The
AO whose name is recorded here must sign the record after the
completion of inspection.
AO Number *
Unique number assigned to the AO.
Establishment Name *
Name of the registered establishment where the goods are being
inspected.
Estab. No. *
Establishments registered number.
Exporter Name *
Name of the exporter as specified in the RFP.
RFP Number *
Unique number assigned to the Request For Permit.
Original RFP No. (Reinspection only)
Where a previous inspection of the goods has failed, record the
initial RFP number under which the goods were first inspected. If
the re-inspection is requested under the same RFP number, then
record the same. If the goods are being inspected for the first
time, record N/A.
Inspection Date *
Date of the inspection.
Inspection Start Time *
Inspection activity commencement time.
Inspection End Time *
Inspection activity completion time.
Sampling Rate *
The rate at which samples are drawn from the consignment. e.g.
two per cent, 600 units or as specified in a protocol/work plan.
Title: Plant exports compliance, approval and running records
Date Published
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Field Name
Description
Product Origin *
Town or city (spelt out in full) where product was
produced/packed/inspected.
If the location is in a major city eg Brisbane the suburb does not
need to be identified.
Examples:
If product is packed and inspected in a single establishment then
the product origin is the town/city of the establishment.
If product has been packed in multiple establishments or multiple
regions and inspected in one of the establishments, then the
product origin is the town/city of the inspection establishment.
If product has been packed in multiple establishments or multiple
regions and moved to another establishment or region for
inspection then the product origin is the town/city of the
inspection establishment.
Product Destination *
Country the goods are being exported to.
Import Permit No
If an Import Permit is presented, record the number of the import
permit. Otherwise, record Not Supplied.
* An Import Permit must be supplied where it is a mandatory
requirement as specified in MICoR.
Import Permit Date
If an Import Permit is presented, record the date the permit was
issued. Otherwise, record N/A.
Container Number
Unique container number, if known. Otherwise, record N/A.
Quantity *
Total quantity of goods presented for inspection. Also specify the
appropriate package type.
Trade Description *
If a trade description has been provided that is consistent with the
Export Control (Plants and Plant Products) Order 2011 or
protocol requirements, record Yes. Otherwise, record No.
Inspection completed by
Exporter Delegate
Name of the person who conducted the inspection on behalf of
the exporter. Mandatory for Bilateral Quarantine Arrangement (BQA)
only.
Inspected by
Specify whether the inspection was carried out by Consignment
Line or Grower Line. Mandatory for BQA only.
Line Identification *
Identify source of the product as advised in MICoR or protocol
requirements. e.g. Grower identification, packer identification
Title: Plant exports compliance, approval and running records
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Field Name
Description
Commodity *
Common name of the commodity as per RFP.
No. Of Units *
Record type of units (e.g. pieces of fruit/vegetable, plant, flask,
bulb, bags, cartons, bins) and number inspected.
Progressive count *
Sum of samples drawn from all the previous inspection lines that
have passed including current inspection line.
Passed *
Specify Yes or No.
Remarks
Indicate if one of the following has been found:
Live Insect – LI
Soil – S
Non-infestible material – NI
Include general comments, if required. e.g. Number of fruit
inspected for calyx, soil etc.
Additional Declarations * Record the relevant EXDOC endorsement numbers of any
additional declarations. Otherwise, record N/A.
Comments
Record comments related to the inspection, if any e.g. transfer
certificate sighted.
Total Passed *
Total quantity of goods that passed the inspection.
Specify appropriate units such as pieces of fruit/vegetable, plant,
flask, bulb, bags, cartons, bins.
Total Failed
Total quantity of goods that failed the inspection.
Specify appropriate units such as pieces of fruit/vegetable, plant,
flask, bulb, bags, cartons, bins.
Title: Plant exports compliance, approval and running records
Date Published
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Current Version Number
6.0
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PE101 example
Title: Plant exports compliance, approval and running records
Date Published
6 July 2016
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6.0
Program
Authorised Officer Program
Page Number
Page 16 of 31
3.3 PE102 Export Compliance Record
The Export Compliance Record (PE102) is to be used for recording inspection results of
prescribed grain, seeds, nuts and forest products being exported in bulk in ship hold(s). The
following instructions apply to this record:

The record will be completed by the supervising AO by collating relevant details from the Bulk
Vessel Loading Running Records (PE105) which are maintained by each AO during the
loading of goods.

Since the record is a summary of the Bulk Vessel Loading Running Records, the supervisor
must keep a copy of all the individual records for future reference and audits.

If the goods are being re-inspected after an initial failure, the AO must receive and possess a
copy of the previous Export Compliance Record(s) along with treatment certificate(s) if
applicable, from the exporter or the agent before commencing the re-inspection.

A copy of the signed record must be given to the exporter or the agent.
The Export Compliance Record (PE102) has the following fields:
* denotes a mandatory field
** denotes a mandatory field for departmental AOs only
Field Name
Description
Authorised Officer (AO)
Name *
Name of the AO conducting the inspection. Record the name of the
supervising AO if multiple AOs conduct the inspection. The AO whose
name is recorded here must sign the record after the completion of
inspection.
AO Number *
Unique number assigned to the AO.
Establishment Name *
Name of the registered establishment where the goods are being
inspected.
* For vessel hold re-inspection of logs at the wharf:
If the wharf is not a registered establishment, record the name of the log
yard registered establishment where the logs were inspected prior to
loading. Record ‘vessel hold re-inspection at [name] wharf’ in the
Comments Field.
Estab. No. *
Establishments registered number.
* For vessel hold re-inspection of logs at the wharf:
If the wharf is not a registered establishment, record the registered number
of the log yard establishment where the logs were inspected prior to
loading. Record ‘vessel hold re-inspection at [name] wharf’ in the
Comments Field.
Exporter Name *
Name of the exporter as specified in the RFP.
RFP Number *
Unique number assigned to the RFP.
Title: Plant exports compliance, approval and running records
Date Published
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Current Version Number
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Field Name
Description
Import Permit No
If an import permit is supplied, record the number of the import permit.
Otherwise, record Not Supplied.
* An Import Permit must be supplied where it is a mandatory requirement
as specified in MICoR.
Import Permit Date
If an import permit is supplied, record the date the permit was issued.
Otherwise, record N/A.
Commodity *
Common name of the commodity as per RFP.
Quantity passed *
Total quantity of goods that passed the inspection.
Also specify the appropriate units e.g. tonnes.
Original RFP No. (Reinspection only)
Where a previous inspection of the goods has failed, record the initial RFP
number under which the goods were first inspected. If the re-inspection is
requested under the same RFP number, then record the same. If the
goods are being inspected for the first time, record N/A.
IMO Number *
International Maritime Organisation Number (Lloyd’s Number) of the
vessel.
Vessel Name *
Name of the vessel goods are being loaded into.
Destination *
Country the goods are being exported to.
Inspection Start Date
Date inspection of goods commenced.
Inspection Start Time *
Inspection activity commencement time.
Inspection End Date *
Date inspection of goods was completed.
Inspection End Time *
Inspection activity completion time.
Gross Inspection Time *
Total number of hours spent in inspection activities including waiting
periods.
Net Inspection Time *
Actual number of hours spent in carrying out the inspection activities.
Deduct break down times from Gross Inspection Time.
Fee For Service Time **
Total number of hours chargeable to the client under fee for service
category (include chargeable waiting periods etc). Exclude over time.
Loading Rate
(Tonnes/Hr) *
The average hourly rate at which goods have been loaded onto the vessel.
(Calculated as Total Quantity Loaded upon Net Loading Time).
Title: Plant exports compliance, approval and running records
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Field Name
Description
Over Time **
Number of hours chargeable to the client at higher penalty rates under
various categories (e.g. weekend, public holiday etc). Record number of
chargeable hours under different penalty rates separately.
Flow Path (Pass/Fail) *
Record the result of flow path inspection and the time it was
passed/failed, including comments.
Silo Number
Unique number of the silo from where goods have been rejected.
Quantity rejected
For each rejection:
Record Action Figure (AF): the amount of goods that have been loaded
from the source subsequently rejected for live injurious pests, maximum
value of 2000 tonnes per source. The total of all action figures is the
cumulative figure and must not exceed 20% of the total ships load (the
cumulative rejection limit)
Record Rejection Figure (RF): the amount of goods remaining in the
source at time of rejection.
Commodity
Name of the commodity.
Reason for Rejection
Grounds for rejecting goods from the silo.
Additional Declarations
Record the relevant EXDOC endorsement numbers of any additional
declarations. Otherwise, record N/A.
Comments
* Record all cells used during loading.
* Record all hatches loaded.
Record any other comments related to the inspection if applicable.
Title: Plant exports compliance, approval and running records
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Current Version Number
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PE102 example
Title: Plant exports compliance, approval and running records
Date Published
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Current Version Number
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Page Number
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3.4 PE103 Bulk Vessel Approval Record
The Bulk Vessel Approval Record (PE103) is to be used for recording the results of ship hold
inspections and the following instructions apply.

This inspection record will serve as both Application for Vessel Approval (Part A) and Vessel
Approval (Part B) (or Permission to Load Vessel) for vessels that have passed the inspection.

Part A of the record must be populated by the Ship Owner or his agent and emailed to
appropriate Plant Exports mailbox.

Part B of the record must be populated by the AO after completing the vessel inspection. If
more than one AO has undertaken the vessel inspection, the name and number of the second
AO should be recorded in appropriate fields on the record. If more than two AOs have
undertaken the vessel inspection, details of all additional AOs must be recorded in the Remarks
section.

For each ship hold inspected, populate the appropriate field with a value from the Key to
determine the outcome of inspection for the relevant area. In addition, keep a count of the
number of insects found and populate the number against “Total No. of insects” field. If the
number exceeds 50, record the number as 50+.

If the vessel is being re-inspected after an initial failure, the AO must receive and possess a
copy of the previous Bulk Vessel Approval Record(s) along with treatment certificate(s) if
applicable, from the agent before commencing the re-inspection.

If there are additional areas specific to a vessel that require inspection, use the Additional Areas
section to add the relevant details.

A copy of the signed record must be issued to the ship owner or the agent.
The Bulk Vessel Approval Record (PE103) has the following fields:
* denotes a mandatory field
Field Name
Description
PART A – APPLICATION FOR VESSEL APPROVAL
Vessel Name *
Name of the vessel for which holds are being inspected.
IMO Number *
International Maritime Organisation Number (Lloyd’s Number) of the
vessel.
Ship Owner/Agent Name Name of the shipping agent or the owner.
*
Ship Owner/Agent
Address *
Australian address of the shipping agent or the owner.
Inspection Port *
Port where the vessel is being inspected.
Arrival Date *
Vessel arrival date at the inspection port.
Title: Plant exports compliance, approval and running records
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Field Name
Description
Arrival Time *
Vessel arrival time at the inspection port.
Loading Port *
Port at which the vessel will be loaded. If more than one Loading Port,
record additional ports in the Remarks section.
Loading Berth (s) *
Berth(s) at each port where the vessel will be berthed for loading.
Commodity *
Name of the commodity. If more than one commodity, record additional
details in the Remarks section.
Quantity *
Expected amount of goods to be loaded into the vessel (in tonnes).
Package Type *
Type of package the consignment is packed into. e.g. bags, boxes, pallets,
bulk etc.
Destination *
Country the goods are being exported to.
Proposed Loading Time * Expected commencement time to load goods into the vessel.
PART B – VESSEL APPROVAL
Authorised Officer (AO)
Name *
Name of the AO conducting the inspection. The AO whose name is
recorded here must sign the record after completion of the inspection.
AO Number *
Unique number assigned to the AO.
Authorised Officer (AO)
Name *
Name of the second AO conducting the inspection.
AO Number *
Unique number assigned to the second AO conducting the inspection.
Re-inspection (Yes/No)
If the ship is being reinspected after an earlier failure record Yes.
Otherwise, record No.
Marine Surveyor Name *
Name of the marine surveyor as sighted in the Marine Surveyor’s
certificate.
Marine Surveyor
Certificate sighted
(Yes/No) *
If the ship owner or his agent has submitted a copy of the Marine
Surveyor’s certificate issued by a valid Marine Surveyor, then record Yes.
Otherwise, record No.
Note: Sighting the Marine Surveyor’s certificate is mandatory for the
issuance of vessel approval for prescribed goods for consumption.
Inspection Date *
Date of inspection of the vessel.
Start Time *
Vessel inspection commencement time.
End Time *
Vessel inspection completion time.
Title: Plant exports compliance, approval and running records
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Field Name
Description
Remarks
General comments, if required.
Inspection results
section*
For each hold proposed to be loaded, each inspection site must have at
least one result from the ‘Key’ recorded.
The remarks section becomes mandatory if anything other than Clear is
selected for an inspection site. Remarks should include what action has
been taken.
Vessel Approval Issued *
Choose Yes if at least one hold is passed to load and there is no risk of
cross-infestation or cross-contamination from other holds or additional
areas.
Mark which holds are passed for loading and record the details of any
holds which have not been passed for loading.
Record time the vessel approval was issued. This is the time that the
inspection was finished and the responsible vessel officer was informed
in writing.
Choose No otherwise. Record reason for withholding vessel approval
and/or for not passing holds.
Title: Plant exports compliance, approval and running records
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Current Version Number
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PE103 example
Title: Plant exports compliance, approval and running records
Date Published
6 July 2016
Current Version Number
6.0
Program
Authorised Officer Program
Page Number
Page 24 of 31
3.5 PE104 Container Approval Record
The Container Approval Record (PE104) is to be used for recording the results of empty container
inspections and the following instructions apply to the record:

This record will serve as a Container Approval for all containers that have passed the
inspection.

A record may only be used for recording results of inspections conducted in a single day.

A record may not be used by more than one AO for recording inspection results in order to
maintain traceability between AOs and their inspections.

A copy of the signed record must be given to the exporter or the agent.
The Container Approval Record (PE104) has the following fields:
* denotes a mandatory field
Field Name
Description
Authorised Officer (AO)
Name *
Name of the AO conducting the inspection.
AO Number *
Unique number assigned to the AO.
Place of Inspection *
Name of the establishment or container yard where the container is being
inspected.
Inspection Date *
Date of the inspection.
Inspection Start Time *
Inspection activity commencement time.
Inspection End Time *
Inspection activity completion time.
RFP Number
Unique number assigned to the RFP, if known. If not known, record
N/A.
Container Number *
Unique container number.
Inspection Level *
Purpose the container was inspected for – Consumable (C) or NonConsumable (NC).
Passed (Yes/No) *
Record Yes if the container has passed. Record No if the container has
failed.
Title: Plant exports compliance, approval and running records
Date Published
6 July 2016
Current Version Number
6.0
Program
Authorised Officer Program
Page Number
Page 25 of 31
Field Name
Description
Remarks
Indicate if one of the following was found using the Key:
Live Rodents – LR
Live Insects – LI
Residue Infestible by Pests - IR
Structural Damage – SD
Non-infestible materials/Odour/Water/Rodent
carcasses/Rodent droppings - NI
Include general comments specific to the container, if required.
Comments
Record comments related to the overall inspection, if any.
Title: Plant exports compliance, approval and running records
Date Published
6 July 2016
Current Version Number
6.0
Program
Authorised Officer Program
Page Number
Page 26 of 31
PE104 example
Title: Plant exports compliance, approval and running records
Date Published
6 July 2016
Current Version Number
6.0
Program
Authorised Officer Program
Page Number
Page 27 of 31
3.6 PE105 Bulk Vessel Loading Running Record
The Bulk Vessel Loading Running Record (PE105) is to be used for making regular notes regarding
findings, loading periods, stoppages etc during inspections at bulk terminals and the following
instructions apply to the record:

The same record may not be used by more than one AO in order to maintain traceability
between AOs and their inspections.

At the end of a shift, the AO must hand over a copy of the record to the supervising AO on
duty for consolidation.
The Bulk Vessel Loading Running Record (PE105) has the following fields:
* denotes a mandatory field
Field Name
Description
Vessel Name *
Name of the vessel goods are being loaded into.
Commodity *
Name of the commodity.
IMO Number *
International Maritime Organisation Number (Lloyd’s Number) of the
vessel.
Estab. No. *
Unique number of the registered establishment.
RFP Number *
Unique number assigned to the RFP.
Inspection Date *
Date of the inspection.
Start Time *
AO inspection activity commencement time.
Stop Time *
Completion time that inspection activity was either paused or completed
by the AO.
Silo Number *
Unique number of the silo from where the product is being loaded onto
the vessel on that inspection line.
Hatch Number *
Unique hatch or hold number on the vessel the product is being loaded
into.
Shipping System
Belt or Elevator number where applicable.
Ad-Mixture
Details of other specimens that are found in the commodity being
loaded.
Weed-Seed
Details of weeds found in the commodity being loaded.
Delays (HH:MM) *
Time elapsed between loading either due to rest breaks taken by the AO
or due to other reasons such as rain, machinery breakdown etc.
Remarks
Record relevant comments to support findings recorded in previous
columns.
Title: Plant exports compliance, approval and running records
Date Published
6 July 2016
Current Version Number
6.0
Program
Authorised Officer Program
Page Number
Page 28 of 31
Field Name
Description
AO Number *
Unique number assigned to the AO.
Total Delays
Sum of all the delays on the record.
Title: Plant exports compliance, approval and running records
Date Published
6 July 2016
Current Version Number
6.0
Program
Authorised Officer Program
Page Number
Page 29 of 31
PE105 example
Title: Plant exports compliance, approval and running records
Date Published
6 July 2016
Current Version Number
6.0
Program
Authorised Officer Program
Page Number
Page 30 of 31
4. EMPTY CONTAINER STICKER STENCIL
The completed Passed Empty Container sticker is applied to an approved container immediately
after the AO has completed the inspection.
The empty container sticker stencil can be downloaded from the resources section of the Plant
Export Operations Manual on the Department of Agriculture and Water Resources website.
The empty container sticker stencil should be printed on Avery Laser Shipping Label sheet
(product number L7173) or equivalent sheet. The AO must record the container number, date of
inspection, inspection level and AO Number and sign the sticker before applying it on the
container.
Title: Plant exports compliance, approval and running records
Date Published
6 July 2016
Current Version Number
6.0
Program
Authorised Officer Program
Page Number
Page 31 of 31