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Tips & Glossary for Completing the Partners in Protection Security Profile

Partners in Protection (PIP)

Tips
Glossary

These tips supplement the guidelines provided in the Security Profile, the application for membership in the Partners in Protection (PIP) program. If you have questions after reading these tips, please contact the PIP team at pip-pep@cbsa-asfc.gc.ca.

Your application will be rejected and returned to you for correction if information is missing from your Security Profile. To avoid this, please make sure that the Security Profile is completed fully and accurately. If a section does not apply to your company, indicate that it does not apply and provide a reason why.

Submitting your Security Profile

E-mail your completed Security Profile as an attachment to the PIP mailbox at pip-pep@cbsa-asfc.gc.ca.

Do not send a scanned version of the Security Profile.

Some e-mail servers will not allow a large attachment to be sent. Please add separate attachments for supporting documentation instead of inserting large portions of text into the Security Profile. There is no need to submit your security manuals, procedures, etc. They can be checked during a site validation.

If you cannot e-mail the Security Profile, do not send a hardcopy! Please copy it to CD/diskette and mail it to PIP at:

Partners in Protection
191 Laurier Avenue West - 10th Floor
Ottawa, Ontario K1A 0L8

PIP will send an acknowledgement e-mail within 5 business days of receiving a Security Profile. If you do not receive this, please contact PIP.

Note: PIP members must re-file a Security Profile every three years and provide updates to specific sections when changes occur, such as an address change.

Tips

Section 1. Company Information

1.1 Company Name (legal entity)

Fill in the registered name of the company (i.e. the legal entity). Use proper upper and lower case letters. This is how the name will appear on the membership certificate.

One Security Profile is allowed per Business Number (BN). The BN is the first 9 digits only. Keep in mind that only a company can apply, not a division.

1.2 Operating/Doing Business As (if different)

Record other names for the company (other than the legal name given in section 1.1).

1.3 Business Profile

Business Number (BN) - a nine-digit number issued when the company is registered. A separate Security Profile is required for each Business Number, including subsidiaries. Divisions and branches should be listed under section 1.11 “Multiple Locations.”
Account security number - a five-digit number issued by the Canada Border Services Agency (CBSA) to a customs broker or importer who has posted security for the release of goods prior to the payment of duties and taxes. If this does not apply to your company, leave this field blank.
Carrier code - a four-character unique identifier that is assigned by the CBSA to a carrier. Carriers that cross the Canadian border with commercial goods more than five times per year must have a carrier code. If this does not apply to your company, leave this field blank.
Dun and Bradstreet DUNS Number - applicable to members of this service only.
Business start date - the date on which the company was registered with a Business Number. If the company changed names or owners, describe the business history in section 2.4 “Brief Company History/Background.”
Number of employees - List the total number of employees in the company. You may include a breakdown by location and branch under section 1.11.

1.4 Business Sector(s)

Check off all sectors that apply to the company. Include sectors that are not directly involved in cross-border activities or do not handle cargo, and specify this in section 1.11 (“Multiple Locations”) under “Brief Description of Business.”

Marine terminal operators should check off “warehouse operator”.

You must complete sections 1 to 11, as well as the additional section numbers shown beside any sectors you check off. For example, section 12 must be completed by those who select “highway carrier.”

1.5 Participation in Other Programs

Check off all programs in which the company participates.

Free and Secure Trade (FAST) Canada - applicable for entry into Canada. Check off only if a FAST importer and/or FAST carrier. This does not apply to FAST-approved drivers.
Free and Secure Trade (FAST) U.S. - applicable for entry into the United States. Check off only if a FAST importer and/or FAST carrier. This does not apply to FAST-approved drivers.
C-TPAT account numbers - If applicable, provide the numbers identified. The C-TPAT number is 8 digits (no alpha).
Authorized Economic Operator country(ies) - Identify any countries that have a recognized AEO programme that meets the standards established by the World Customs Organization's Framework of Standards to secure and facilitate global trade (SAFE) and by which the company has been certified.
Other programs - Identify other cross-border, low-risk programs in which the company participates.

1.6 CBSA PIP Web Site

Choose “yes” or “no” to indicate whether the company wishes to be listed on the CBSA Web site as a member of the PIP program. Companies that later make a contrary decision need to inform the CBSA in writing for the change to be reflected.

1.7 Company Web Site Address

List all Web site addresses for the company.

1.9 Business Address

Unit number - Include the street number and unit number, such as 10-A or #301-1993.
Street - Include the street name, street type and direction, if applicable.

1.10 Names and Dates of Birth of All Company Directors

List the directors who are involved in company operations and/or have signing authority. Companies with divisions should list the directors responsible for the company, not those responsible for the divisions. Companies that are owned by other companies (subsidiaries) should not list parent company directors or external boards of directors.

In order to perform an accurate and complete risk assessment, the PIP program must verify the identity of all company directors to confirm whether they have been charged with any federal or provincial offence, or an offence outside Canada. Leaving this section blank will result in the rejection of your application.

Note: The personal information of company directors is not disclosed.

1.11 Multiple Locations

List all locations operating under the Business Number. If you exceed the limit of nine locations for this section, list the other locations on a separate attachment and include this with your submission.

Under “Brief Description of Business,” identify the locations and divisions that are not directly involved in cross-border trade or that have no contact with cargo.

The RM (import-export) extension for the Business Number, and any other applicable numbers such as additional carrier codes, should be shown here if they have not been included in previous sections.

If “warehouse operator” was checked off in section 1.4 “Business Sector(s),” indicate whether cargo is stored in the warehouse or if the warehouse is a service centre.

Section 2. Company Contact Information

2.1 Company Contact

The contact person should be someone at the local or operational level who deals with security- or PIP-related issues.

2.2 Security Profile Completed By

Record the name of the person who completed the application and include his or her job title. If the Security Profile has been completed by a third party, such as a consultant, a letter of authorization signed by the company director must accompany the Security Profile.

2.3 Security Profile Completed On (yyyy-mm-dd)

Record the date that the Security Profile was completed by the person identified in section 2.2.

2.4 Brief Company History/Background

Provide as much information as possible, including the company's size, operations, and any name changes or change in ownership. If possible, include a separate attachment showing the structure of your company (organizational chart).

2.5 Criminal Offences

This data is used in conjunction with the information provided in section 1.10 “Names and Dates of Birth of All Company Directors” to verify the “good character” requirement for PIP membership. Should the PIP program discover offences that are irrelevant for membership or risking purposes, this information is not used.

Note: Criminal offence information is used solely in the PIP risk-assessment process and is not shared outside the PIP program.

Section 3. Physical Security and Access Controls

3.1 Facilities

List all of the significant materials your facilities are constructed of, such as steel or wood framing, stucco, siding or brick exterior, wood or metal doors and frames, and shatterproof coatings on windows.
Confirm that all doors, windows, gates and fences are secured with locking devices, provide more details in the sections that follow.
Specify whether the premises are inspected for possible breaches or security gaps and the frequency of such inspections.
State what actions are taken if a security breach occurs.

3.2 Key Control

Identify who controls the issuance of locks and keys and how.
Include details on the control of access to buildings and keys to vehicles. Be more specific than “only authorized personnel have access.

3.3 Lighting

Describe the lighting. List the areas that are lit and how they are lit, e.g. emergency battery-powered back-up lighting that automatically goes on in cases of power failure.
Explain why this is considered adequate (i.e. one can clearly see faces or cargo).

3.4 Communications

Describe the process for contacting internal and external security officials.
Indicate if you use telephones, two-way radios, auto-dial alarm systems, etc.
Explain if dispatchers, managers, third parties, etc. are involved in the chain of communication.
If a back-up system exists, provide information about it and how it is tested.

3.5 Parking

Explain how parking is controlled, e.g. indicate whether signs are in place showing restricted areas.
Indicate whether visitor parking is separate from cargo-handling areas.
Explain how you prevent private vehicles from entering cargo-handling areas.
Indicate whether records are kept and where vehicles enter and exit the facility.

3.6 Fencing

Describe any existing fencing (e.g. the material it is made of, its height, the areas it encloses, whether there are any holes or gaps, and whether there are any areas that pose a risk).
Explain why this is adequate, or if there is no fence, why it is not necessary.
Include the schedule for the inspection of fencing and indicate whether it is followed.

3.7 Signage

Provide as much detail as possible to describe the signage that exists. For example, identify directional signage, as well as signage for visitor parking and employee parking, and where it is placed.
Indicate whether signage identifying the use of surveillance equipment exists.

3.8 Gates and Gate houses

Specify how many gates there are and identify the hours they are manned or monitored (e.g. one gate manned 24/7).
Indicate whether the gates are closed and locked during off-hours.

3.9 Alarm Systems and Video Surveillance

Provide as much detail as possible.
Include monitoring information for during hours of operation and after-hours.
Indicate whether an alarm monitoring company is used and whom that company should contact if there is a breach.
Indicate whether all windows and doors have alarm contacts, and list what areas are covered by motion sensors.
Indicate whether cameras have been installed, how many there are, where they are and at what height, and how they are installed.
Explain how the cameras are monitored, where the monitoring screens are located, who views them and how often
Describe what the video surveillance covers and how effective it is at night.
Indicate whether the surveillance tapes are reviewed periodically.
Indicate how long the surveillance tapes are retained.

3.10 After-Hours Access

Indicate the normal hours of operation.
List the persons who have access to the facility outside normal operating hours and under what circumstances they would need to enter the premises.
Explain how you control access to your facilities when no employees are present.

3.11 Physical Access Controls

Provide information on access controls during and after hours of operation.
Include the following relevant information:

how access points are controlled and entry is restricted to secure areas;
how the facilities are patrolled or monitored;
the procedures to control keys and identification, how often these are updated and who is responsible for them;
what happens when keys or identification is lost;
how you prevent unauthorized access to the premises; and
the procedures in place for any of the above or if a breach occurs. Indicate if there are no procedures.

3.12 Employees

Explain how you identify authorized personnel. Do employees carry identification for access purposes?
Explain how you issue, change and remove employee access and identification, e.g. for an employee who retires or is fired.
Describe your policy for controlling employee identification.

3.13 Visitors

Describe your screening method for visitors. Indicate what identification is required.
If no screening method exists, provide information such as whether a visitor log is kept, if visitors have to be escorted, and if certain areas are restricted to visitors.

3.14 Challenging and Removing Unauthorized Persons and Vehicles

Describe the procedures in place to deal with this.
Specify who is designated to carry this out and, if contact is made, with whom.

3.15 Deliveries (including mail)

This refers to deliveries to and for the company, and does not include cargo. Include information such as the following:

What the procedures are for identifying vendors and delivery personnel and how their access is controlled; and
Whether packages are screened and if so, how.

Section 4. Procedural Security

4.1 Process Mapping

Illustrate or describe step-by-step the flow of goods and documentation/information from the point of origin to its final destination.
Include information on domestic and foreign processes, such as the transportation, handling, documentation and customs clearance of cargo, including:
- Origination of cargo (supplier or factory)
- Origination of packaging
- Origination of container (if containerized cargo)
- Mating of cargo and packaging
- Consolidation of cargo/sealing of container (if containerized cargo)
- Storage awaiting transport
- Movement of cargo to Port of Origin
- Port of Origin (airport, marine terminal or facility, trucking company)
- International transportation
- Port of Entry (airport, marine terminal or facility, border Port of Entry)
- Movement to deconsolidation point
- Storage waiting for processing
- Deconsolidation
- Movement to destination
- Information flow associated with cargo (end-to-end)

4.2 Shipping and Receiving (drivers)

Specify how drivers picking up and dropping-off cargo are identified.
Indicate whether anyone supervises the pick-up and drop-off of cargo and if so, who.

4.3 Cargo Tracking

Provide a brief description of the procedures to track the movement of cargo while on-route.
Explain what happens if there is a delay.

4.4 Cargo Reconciliation

Explain how you verify that cargo matches the information on the manifests, bills of lading, etc.
Indicate whether these checks include weight, labels, piece counts, etc.
Briefly describe your procedures in the event of overages or shortages. Identify which authority in the supply chain you would contact. Be specific. For example, “identifying the necessary authorities” is too vague.

4.5 Security Sweeps

Indicate whether random, unannounced security assessments are performed and if so, how often.
Describe the procedures your company has to test your existing security plans and procedures.

4.6 Reporting Anomalies or Suspicious Cargo Activity

Describe your procedures when illegal or suspicious activity is discovered.
Include whom you would contact in these situations. Be more specific than “appropriate authorities.”
Indicate whether your company knows about, promotes and/or uses Border Watch.

You may report suspicious cross-border activity to the CBSA through one of the following:

a border services officer at a point of entry into Canada;
an intelligence officer assigned to your region;
the PIP mailbox at pip-pep@cbsa-asfc.gc.ca; or
the Border Watch toll-free 24/7 hotline at 1-88-502-9060.

4.7 Cargo Documentation Processing

Describe the procedures in place to ensure that shipment information is accurate and complete.
Include information on how you ensure that shipment documentation is protected.

Section 5. Container, Trailer and Rail Car Security

5.1 Cargo Integrity

Specify the types of conveyances you use.
Indicate the type and brand of seals and/or padlocks that you apply to these conveyances.
Indicate whether the seals are ISO/PAS 17712-approved and how you verified this.
Explain how your sealing procedures cover all stages of shipment (from the point of origin/stuffing to the destination).
Explain how you track seal use.
Describe your procedures to control, assign, store and destroy seals and padlocks.

5.2 Container, Trailer and Rail Car Inspections

Indicate whether procedures are in place for inspections, including at the point of origin.
Provide a description of inspection procedures (who, what, how and when).
Indicate whether locking mechanisms are checked.

5.3 Container, Trailer and Rail Car Seals

Describe the procedures employed by your foreign business partners with respect to sealing cargo. Your foreign business partners should have written procedures explaining how seals are to be attached to loaded containers, including how they are to be logged, who is designated to handle the seals, and how to report any compromised seals and to whom.

5.4 Container, Trailer and Rail Car Storage

Explain how you ensure the security of containers, trailers and rail cars when not in use.
Describe your policies and procedures to prevent unauthorized access.
Explain what happens if a breach is detected.

Section 6. Data and Document Security

6.1 Cargo Manifest/Forms

Briefly describe your procedures to control the storage of cargo documentation and forms.

6.2 Information Technology (IT) Security

Describe the plans and procedures in place to protect electronic data (e.g. password protection and how often passwords are changed).
Describe your policies on IT security. Indicate if none exist.
Indicate whether employees are trained on IT security procedures.

6.3 Company Policies on IT Violations

Describe your procedures to identify electronic tampering or unauthorized access to business data.
Indicate whether security audits are performed and if so, how often.
Describe your (disciplinary) policy on dealing with violations.

Section 7. Personnel Security

7.1 Pre-Employment Application Verification

Describe your procedures to verify the employment history and references of all potential employees and/or contractors.
Indicate whether you maintain a permanent employee list.

7.2 Employee Background Checks

Describe the type of information verified and how far back you check.
Describe the checks done on permanent employees.

7.3 Terminated/Departing Employees

Briefly describe your procedures to remove identification cards, and IT system and facility access.
Detail your procedures to check that all company property has been returned upon employee departure.

Section 8. Security Training and Awareness

8.1 Corporate Security Policies

Indicate whether your company has a security awareness training program for current and/or new employees.
Briefly describe the topics covered in this training.
Indicate whether training is done on a regular basis and how often it is updated.

8.2 Security Awareness

Describe your policies and procedures relating to security.
Indicate whether training is documented for each employee, i.e. is a record of attendance kept and if so by whom?
Explain how active employee participation is encouraged.

8.3 Security Policy Manual

Indicate whether your company has a security policy manual describing security guidelines and who maintains this manual.

Section 9. Business Partner Requirements

Your business partners are the companies you do business with that are involved in the flow of goods, from point of origin to final destination. Examining your Process Mapping (Section 4.1), identify who your business partners are.

9.1 Selection Criteria

Describe the written standards and procedures in place to select service providers, suppliers, sub-contractors, new customers, etc.
Explain how their backgrounds and security processes are checked.
Explain how you assess risk and what would trigger additional scrutiny.

9.2 Satisfying the Business Partner Security Requirements

Explain how you verify that the security standards of your business partners (local and foreign) meet PIP security requirements.
Indicate whether you have documented procedures to do this.
How often do you check their security practices?

9.3 Business Partners - Point of Origin

Explain how you verify that the point of origin business partner for your cargo follows security plans and procedures that meet PIP requirements if they are not PIP members.
Indicate how often you perform risk assessments.

9.4 Business Partners - Other Internal Selection Criteria

Indicate what factors you consider when selecting business partners
What supply chain security programs do your business partners belong to?

Section 10. Supply Chain Security Planning

10.1 Determining Risks

Describe the procedures in place to identify, analyze and reduce supply chain security risks

10.2 Compliance with the Security Profile

Describe your company's procedures for the regular reassessment of compliance with the Security Profile.

10.3 Contingency Planning

Describe the procedures in place for covering emergency or security situations that could happen to your business
Explain which situations are covered.
Explain how you ensure that everyone knows what to do.
Indicate whether your company has a plan on how to continue doing business in the event of an interruption, such as an emergency or security situation.

Section 11. Other Security Measures

11.1 Other Security Measures

List any other procedures, policies or actions you have in place not mentioned in the previous sections that help your company reduce risk.

If any of the selections you made in Section 1.4 were connected to sections 12 to 17, please complete these sections. These sections allow for more detailed information to be provided relevant to the particular business sector you selected (e.g. if “carrier” was selected, section 12 must also be completed).

Section 12. Highway Carrier

12.1 Physical Security and Access Controls

Describe the procedures in place to prevent, detect and discourage unauthorized access to conveyances.
Briefly explain how your facilities are physically secure.
Explain how you ensure that physical security is adequate throughout your supply chain.

12.2 Document Review

Indicate what steps you take to identify suspicious cargo shipments.
Describe the procedure to follow when a suspicious cargo shipment is identified.

12.3 Bill of Lading/Manifesting Procedures

Briefly describe the procedures in place to ensure that information is reported accurately and in a timely manner.
Indicate whether your bill of lading information shows the first foreign location/facility where the carrier takes possession of the cargo destined for Canada.

12.4 Conveyance Inspection Procedures

Describe the procedures your drivers follow when performing truck and trailer inspections.
Indicate whether random checks are done after inspections.
Explain how you identify higher-risk shipments.

12.5 Trailer and Container Security

Explain how you secure containers and trailers in your possession.
Indicate which components of containers and trailers are inspected.
Explain what happens if unauthorized access is suspected or discovered.
Describe your procedures if structural changes (e.g. hidden compartments) are discovered in trailers, tractors or other rolling-stock equipment that crosses the border.

12.6 Conveyance Tracking and Monitoring Procedures

Explain how you track and monitor conveyance and trailer integrity while they are en route.
Indicate whether random route checks are done.
Indicate whether drivers must report route changes or delays to the dispatcher.
Indicate whether management performs checks on monitoring activities and logs.

12.7 Trailer Seals

Indicate whether all international shipments are secured with approved seals.
Describe the type of seals used and if they meet ISO/PAS 17712 standards.
Indicate whether written procedures exist for drivers to control seals in their possession during transit, and provide a brief description of these procedures.
Explain how you ensure that these procedures are being followed.

12.8 Less Than Truck Load (LTL)

Briefly explain how you secure LTL shipments.

Note: The PIP program has modified its Seals Guidelines to state that high-security padlocks or similar appropriate locking devices can be used instead of high-security seals for multiple stops to pick up or deliver local freight. However, conveyances must be secured with a high-security seal in order to cross the border.

12.9 Business Partner Requirements - Security Procedures

Describe the written procedures that exist for screening business partners.
List the factors or practices that would trigger additional scrutiny of business partners.
Explain how you check, document and track whether business partners and sub-contractors meet (and continue to meet) PIP security criteria.

Section 13. Customs Broker

13.1 Screening and Selection Criteria/Service Providers

Briefly describe your procedures to select service providers/sub-contractors and indicate whether these procedures are in writing.
Indicate which factors and/or risks are assessed.

13.2 Customer Screening Procedures

Briefly describe your procedures to select customers and indicate whether these procedures are in writing.
Indicate which factors and/or risks are assessed.

Section 14. Courier

14.1 Cargo Reconciliation

Indicate whether shipments are reconciled against manifests.
Briefly explain how you detect and report cargo shortages and overages.
Explain how shipments are verified to ensure that they are accurately described.

14.2 Express Cargo Documentation Processing

Explain how it is ensured that information used in express cargo clearing is legible, complete and accurate.
Explain how the information is protected from tampering.
Describe the procedures in place to ensure that business partners report information accurately and on time.

14.3 Container Inspection (if applicable)

Describe the inspection procedures for all containers to verify their integrity prior to stuffing and packing.
Indicate whether the locking mechanisms on container doors are checked.

14.4 Trailer Inspections

Briefly describe your procedures to inspect empty trailers, including the examination points.
Indicate whether inspections are done at the truck yard and the point of loading.

14.5 Conveyance Inspection Procedures

Briefly describe your conveyance inspections.
Indicate whether inspections are done upon entering and departing the truck yard, as well as at the last point of loading prior to reaching the border.
Indicate whether training exists for drivers on inspecting their conveyances.
Indicate whether a security manager performs spot checks.

14.6 Determining Risks

Indicate whether written procedures exist to identify and analyze supply chain risks.
List the factors or practices that may deem a shipment to be of higher risk and that are found in the written procedures.
List the steps identified to reduce these risks.

Section 15. Marine Carrier

15.1 Lighting

Indicate what lighting is provided at the pier and waterside of the vessel.

15.2 Alarm Systems and Video Surveillance

Indicate whether all of the locations you use have adequate alarm systems and video surveillance to prevent unauthorized access to vessels and cargo handling and storage areas. If not, explain why.
Indicate whether the areas have signs pointing out the use of surveillance equipment.

15.3 Boarding and Disembarking Vessels

Indicate whether a vessel visitor log is maintained.
Indicate whether the vessel's security plan requires temporary visitor passes and whether this is enforced.
Indicate what identification is required for crew, employees, vendors and visitors.
Indicate when identification must be displayed.

15.4 Passengers and Crew

Indicate whether the vessel complies with Canadian notice of arrival and departure requirements.
Indicate whether advance transmission of data is provided to the Canadian government and the CBSA.
Explain how you ensure that information associated with international passengers and crew is reported accurately and on time.

15.5 Bill of Lading/Manifest Procedures

Briefly describe your procedures to ensure that information is reported accurately and in a timely manner.
Explain how overages and shortages are investigated and reported.
Explain what you do if you discover inconsistencies, significant discrepancies or anomalies.
Indicate whether your bill of lading information shows the first foreign location/facility where you have taken possession of the cargo destined for Canada.

15.6 Container Inspection

Indicate who in your company is responsible for inspecting empty containers.
Indicate whether all empty containers are visually inspected at the port of lading.

15.7 Container Seals

Briefly describe your procedures for controlling seals in your possession and indicate whether these procedures are in writing.
Indicate whether there are procedures in place to recognize a compromised seal.
Describe what happens if a compromised seal is discovered.
Indicate who is responsible for distributing container seals.

15.8 Deserter/Absconder Notifications

Explain how you verify that all crewmembers are present prior to departure.
Describe what happens if you discover that a crewmember has deserted or absconded.

15.9 Business Partner Requirements - Selection Criteria

Briefly describe your written procedures to screen and select customers, agents and service providers.
Indicate what factors and/or risks are assessed.
List the factors or practices that would trigger additional scrutiny.
Indicate whether and how often reviews are conducted.

15.10 Business Partners/Point of Loading

Describe your procedures to review customer requests that could affect vessel and cargo safety.

Section 16. Air Carrier

16.1 Air Cargo Facilities

Provide details on the construction materials of your cargo handling and storage facilities demonstrating that they can resist unlawful entry.
Indicate who is responsible for inspecting and repairing the facilities and how often this is done.
Provide details on how the building is secured, including descriptions of the security and locking mechanisms on doors, windows, gates and fences.

16.2 Procedural Security

Describe your security plans and procedures to ensure the integrity and security of the baggage supply chain and air cargo.
Provide a description of your procedures to ensure that all checked baggage has an accompanying passenger checked onto the aircraft

Section 17. Rail Carrier

17.1 Privately Owned Vehicles

Provide details on how you monitor vehicles parked in close proximity to rolling stock that crosses the international border.

17.2 Physical Access Controls

Explain what your company does to prevent unauthorized access to rail property and rail cars.
Explain how visitors, service providers and vendors are identified and monitored.
Explain how employees are identified.
Indicate how often spot inspections are conducted of motor vehicles on railroad property where international shipments are handled and who conducts these inspections.

17.3 Employees

Specify how you control employee access to high-security areas.
Describe your procedures to issue and remove employee identification badges and access devices, and how this is controlled.
Indicate whether spot checks of identification are carried out and if so, how often.

17.4 Unauthorized Persons

Describe the preventive methods used to discourage unauthorized persons from gaining access to trains crossing the international border.
Describe the procedures in place to detect or prevent unmanifested goods.
List the steps you take to increase the probability of detection of unauthorized persons and unmanifested goods.
Indicate whether employees are encouraged to report suspicious persons, goods or activities.
Describe the safety and security training employees receive where international shipments arrive.

17.5 Rail Car Seals

Provide details on written procedures to control seals during transit.
Explain how you ensure that these procedures are understood and being followed.
Indicate whether all loaded rail cars destined for export are secured with approved seals.
Describe the type of seals used and if they meet ISO/PAS 17712 standards.

17.6 Rolling Stock Security

Describe your procedures to protect against unauthorized personnel and material.
Indicate whether there are procedures in place to guard against the loading of contraband while in transit to the border. Provide details.
Describe the procedures for reporting unauthorized entry into rail cars and locomotives.
Indicate whether you maintain inventory information and movement records on each rail car.
Describe the physical rail car tracking technology you use.

17.7 Inspection Procedures

Explain how rail personnel carry out inspections of their rail cars and locomotives and what they look for.
Indicate whether systematic inspections are conducted prior to reaching the border.
Briefly describe your company's training related to conveyance searches.

17.8 Business Partner Requirements - Security Measures

Briefly describe your procedures to screen and select business partners, including customers, agents, sub-contracted rail carriers and service providers. Indicate whether these procedures are in writing.
Indicate what factors and/or risks are assessed.
List the factors or practices that would trigger additional scrutiny of business partners.
Indicate whether and how often reviews are conducted.
Explain how you verify, document and track whether business partners meet PIP security criteria.

Glossary

AEO

Authorized Economic Operator. A concept developed by the World Customs Organization (WCO) that became part of the WCO's SAFE Framework of Standards in 2007.

Applicant

An Applicant is a person or organization that has submitted an application for membership in the PIP program that has not yet been accepted or denied.

Bill of Lading

a document that is issued by a shipper to a carrier. It states the terms of the contact for cartage, the goods to be shipped, and acknowledges their receipt. The shipper is responsible for completing the bill of lading and providing the completed document to the carrier at the time the shipment is sent. The carrier provides a copy to the importer as evidence of the transfer of goods. If a bill of lading contains all the information required by customs, it is often used as a manifest and the cargo control number is added to it by the carrier.

Business Partner

for PIP purposes, business partners include every company (in Canada or overseas, from the point of origin to final destination) the applicant deals with that is involved with the merchandise being imported into Canada or exported to other countries.

CBSA

Canada Borders Services Agency

Cargo Control Document (CCD)

A manifest that acts as the initial record of a shipment arrival into Canada and enables the CBSA to control the movement of goods being imported and exported.

Cargo Control Number

Each manifest or Cargo Control Document has its own identifier, called the cargo control number. Once submitted and accepted by Customs, the manifest and cargo control number are monitored by Customs to ensure the proper clearance and closure of the shipment.

Commercial goods

Goods imported into Canada for sale or for any commercial, industrial, occupational, institutional, or other similar use.

Conveyance

any vehicle, aircraft or water-borne craft or any other device that is used to move persons or goods.

CSA

Customs Self-Assessment program - a program delivered by the CBSA that gives approved importers the benefits of a streamlined accounting and payment process for all imported goods.

C-TPAT

Customs-Trade Partnership Against Terrorism, a program equivalent to PIP that is administered by the U.S. Customs and Border Protection.

FAST

(Free and Secure Trade) - A joint Canada-United States initiative that allows pre-approved importers, carriers, and registered drivers to move pre-approved eligible goods across the border quickly. For entry into Canada using FAST lanes, companies must be members of both the CSA and PIP programs. Requirements for FAST entry into the U.S. are different.

Goods

Items of merchandise, finished products, supplies, or raw materials, includingmodes of transport and animals.

High Security Seals

Seals are defined as either (I) Indicative, (S) Security, or (H) High Security and general basic requirements stipulate that seals must be:

Strong and durable against weather, chemical action and undetectable tampering
Easy to apply and seal
Be permanently and uniquely marked
The seal manufacturer's logo should be easily identifiable

For PIP purposes, companies must agree to use seals that meet the “H” high security level of the standard.

International Supply Chain

The transport and logistics system (organizations, people, technology, activities, information and resources) for the world's cargo. The international supply chain encompasses manufacturing, procurement and distribution, and involves multiple enterprises, including suppliers, manufacturers and retailers who work together to meet a customer need for a product or service.

ISO PAS 17712

International Standards Organization - Publicly Available Standard referring to mechanical seals. This standard defines the various types of security seals available and describes in detail the general performance requirements for each product type as well as details of testing specifics.

Information Technology (IT)

The use of computers and software (or any technology) to process, convert, store, retrieve, transmit or communicate information.

Manifest

A manifest acts as the initial record of a shipment arrival into Canada and enables the CBSA to control the movement of goods being imported and exported. It is an itemized list of the contents of the shipment for customs clearance (also known as a cargo control document) and has the cargo control number on it. The manifest is prepared based on information from the shipper (bill of lading).

MOU

Memorandum of Understanding. For the PIP program, the agreement signed by the member and the CBSA that outlines their roles and responsibilities as partners.

Packing list

A detailed list of contents of the shipment, including quantities, items, model numbers, dimensions and net and gross weights. A packing list should specify per carton or crate the number and type of units of material inside. The shipper gets the packing list ready at the time the goods are being is prepared for shipping. There is no standard format for packing lists. Although it is not a required customs document, the packing list is often used by the customs broker to obtain additional information about the shipment.

RM Number

A 2 letter/4 digit account identifier shown at the end of the business registration number. “RM” is used to report import/export revenue, and the numbers often assigned to a division, branch or product line. A company can have none, one or more RM numbers under its Business Number. An RM account is NOT a separate business/legal entity.

Registration Number
1	2	3	4	5	6	7	8	9

Account Identifier
Program identifier		Reference Number
R	P	0	0	0	2

Risk

the expectation that a threat may succeed and the potential damage that can occur.

Risk Assessment

For PIP purposes, the focus is on determining how cargo can be kept secure. A risk assessment is a documented component of risk management involving:

Identifying, evaluating and estimating the significance of vulnerabilities and the likelihood of damage involved in a situation;
Comparing it against benchmarks or standards and determining the acceptable level of risk; and
Applying techniques to reduce uncertainty of the outcomes

SAFE Framework

The Framework of Standards to secure and facilitate global trade is a regime developed by the World Customs Organization (WCO) and adopted by its members. It provides guidelines for the granting of AEO status to private sector entities that have secured their supply chain to the satisfaction of Customs. The Framework also provides guidelines for Customs clearance benefits that a validated and certified AEO should receive.

Security Measures

The use of physical objects, actions, procedures, processes and policies as precautions against theft, espionage, sabotage etc.

Security Profile

The document used to apply to Partners in Protection (PIP). Responses given by the applicant provide information on their specific security measures and that of their international supply chain, and are used to determine their eligibility for membership.

Site Validation Report

The findings from the site validation (which verifies the information provided in the Security Profile through a physical inspection of the company's premises) are documented in a Site Validation Report and forwarded to the PIP applicant. The report also lists recommendations for improved supply chain security.

WCO

World Customs Organization, an intergovernmental organization that helps members (governments usually represented by customs administrations from 173 countries) communicate and co-operate on customs issues. It develops agreed rules on customs procedures and provides advice and assistance to customs services.