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Official Assurances Programme

3 General Requirements

Version 6

June 2006

3.1 Requirements on operators

3.1.1 An operator intending to produce animal material or product for export and for which an official assurance is required must:

a. give adequate notice to the appropriate official assurance verifier so that any necessary verifications can be carried out; and

b. document and implement procedures necessary to ensure compliance with:

i. any export requirements and

ii. any attestations provided in an official assurance.

c. take all reasonable steps to ensure that animal material and product eligible for official assurances is not mixed with animal material or product that is ineligible.

3.1.2 An operator intending to produce animal material or product for export, for which an official assurance is required, must:

a. check the received animal material or product against the export requirements of the intended markets, including transport conditions, product item marks, labels and any other identifying features; and

b. have a system of clear separation, and where required identification, of animal material and product lines during receipt, processing and subsequent storage; and

c. keep records of these matters to enable the usage and movements of the animal material and product to be traced; and

d. have a written programme(s), which describes how these requirements will be met.

3.1.3 An operator intending to produce animal material or product for export must clearly identify and record in inventory records and any transfer documents:

a. all consignments of imported animal material or product received; and

b. products that contain imported animal material or product.

3.1.4 All operators must ensure that transfer documents are not sent to foreign governments, or overseas agents or importers except where authorised by the Director-General.

3.2 E-cert

3.2.1 The E-cert help file is to be treated as part of this Programme for the completion and use of electronic documents.

3.3 Requirements on exporters

3.3.1 All exporters must ensure;

a. that the animal material or product for export is eligible for an official assurance for the intended destination country before export commences;

b. that where export requirements stipulate the official sealing of containers or cargo holds of a craft carrying animal materials or animal products, the exporter must ensure that the sealing is completed before requesting the issue of an export certificate;

c. that transfer documents are not sent to foreign governments, or overseas agents or importers except where authorised by the Director-General.

3.4 Export certificates

3.4.1 Export certificates remain the property of the Director-General until received by a foreign government.

3.5 Signatory seals

3.5.1 The use of the signatory seal by an authorised person or official assurance verifier is restricted to authorising things, required by regulations, specifications, notices, or directed by the Director-General.

3.5.2 The Verification Agency must have a documented procedure for the issue and control of signatory seals, and maintain a register of signatory seals identifying the person to whom a particular signatory seal is issued.

3.5.3 An up to date copy of the register of signatory seals, as specified in subclause 3.5.2, must be available at all times to the Director-General on the Verification Agency password secure part of the NZFSA website.

3.5.4 The Verification Agency must ensure that the signatory seals are withdrawn from any person ceasing to be an authorised person or official assurance verifier and the signatory seal destroyed or kept secure and not issued or reissued to another person until an interval of at least two years has elapsed.

3.5.5 Destroyed signatory seals must be recorded on the register of signatory seals as having been destroyed.

3.6 Communications with foreign authorities

3.6.1 Recognised agencies, official assurance verifiers, animal product officers, official assessors, recognised persons and authorised persons are not to engage in any direct communication with foreign governments or with New Zealand overseas diplomatic or trade posts on matters relating to official assurances, without prior authorisation from the Director-General.