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Official Assurances Programme

18 Business Continuity Plan - Obtaining an Official Assurance

Version 6

June 2006

18.1 Application

This Part applies to operators who raise paper export certificates in place of electronic export certificates when access to E-cert is interrupted.

18.2 Export certificate preparation

18.2.1 Exporters must first obtain authorisation to use this procedure from the NZFSA Programme Manager – Export Standards (E-cert), or the Verification Agency Technical Coordinators (Certification).

18.2.2 In situations where E-cert is unavailable, the Verification Agency may print the required export certificate template onto security paper and provide this to the exporter for preparation. The Verification Agency must keep inventory records in accordance with Part 15 of this Programme.

18.2.3 The exporter must manually prepare the blank certificate according to Part 11 of this Programme. The certificate shoulder number must be typed or stamped and be in conformance with the E-cert shoulder number format, e.g. NZL2003/ELN6000/1234.

18.2.4 Once the authorised person has issued the completed certificate, they must fax a copy of the issued certificate to the NZFSA Programme Manager – Export Standards and Systems (E-cert).

18.2.5 The data used on certificates prepared by this method shall be entered into E-cert (raised) within one working day of E-cert being made available, and approved as soon as possible thereafter. All data entered, including the shoulder number must be identical to the data on the template paper certificate. The same authorised person who signed the template certificate must approve the electronic certificate.

18.2.6 Notwithstanding subclause 18.2.4, an alternative authorised person may approve the electronically raised export certificate where it is not practical for the authorised person who signed the original export certificate to do so. Where this occurs the Programme Manager – Export Standards and Systems (E-cert) must be notified so they can inform the importing country if necessary.

18.2.7 Once the electronic certificate is approved the stationery serial number of the security paper must be entered into the electronic certificate.