Case Documentation Requirement
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Case: Coir peat Effective 26 Jun 2019 to 02 Jul 2019
Documentation Requirements
The information below describes the requirements for documentation presented to the Department of Agriculture, Fisheries and Forestry to support the risk assessment of imported goods.
Certificate of analysis (Department Approved Lab)
A certificate from a Department of Agriculture approved laboratory detailing the analysis results attesting to the purity of the product. The certificate must relate directly to each consignment being exported to Australia.
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Complete - All prescribed information required to be on a document must be present and complete. Additional prescribed information below:
The document must detail the samples taken for testing.
The document must detail the microbiological test results for each sample from the shipment to indicate whether it meets quality standards.
The document must come from an acceptable government testing laboratory. The following is a list of all the Department of Agriculture approved testing laboratories.
Country
Laboratory name, address and approval details
India
Central Coir Research Institute, Coir Board, Ministry of Industry
India
Geo-Chem Pty Ltd
India
Sunganthi Devadason Marine Research Institute (SDMRI)
Indonesia
P.T. Superintending Company of Indonesia, SUCOFINDO, Jakarta
Malaysia
Union Laboratories Sdn, Bhd
Netherlands
SGS Laboratory Services
Philippines
Department of Science and Technology, Manilla
Philippines
SGS Philippines, Inc, Makai City
Sri Lanka
Department of Microbiology, University of Kelaniya
Sri Lanka
Coconut Research Institute, Bandirippuwa, Lunuwila
Sri Lanka
Coconut Development Authority
Sri Lanka
University of Peradeniya, Peradeniya (or Kandy)
Thailand
Asia Medical and Agricultural Laboratory and Research Center (AMARC) Co Ltd, Wangrhongland, Bangkok
Viet Nam
VinaControl Laboratory
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Legible - All prescribed information required to be on a document must be legible.
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Valid - Many documents, such as import permits, are valid for a certain period. Presented documents must comply with the validity requirements specified for that class of document.
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In English - All information required to be on a document must be in English. Exceptions to this rule include:
company letterheads that do not need to be translated into English but must be in English characters.
commercial, transport and government certification that are required to comply with international standard formats.
signatures and names of individuals.
Where a document cannot be provided in English, an affidavit will be accepted from either:
that country’s consulate in Australia.
the Australian embassy in the country of origin.
a translator accredited by the National Accreditation Authority for Translators and Interpreters Ltd.
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Free from erasures and alterations - All prescribed information on the document must be free from erasures and alterations unless endorsed by the issuer of the document. The only acceptable endorsement is a company stamp or seal signed by the company employee (including printed name) or a government stamp or seal signed by a government employee (including printed name) applied adjacent to the alteration.
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Multiple page documents - Multi page document must:
include individual reference numbers/numerical link on ALL pages of the document.
For example, commercial invoices (or similar) must contain the documents individual reference number or numerical link on each page of the document.contain an endorsement on the final page of the document, following the information that is being endorsed.
Note: where a document has noted attachments, the attachments can follow the endorsement.
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Endorsed - All documents must be endorsed by a representative of the organisation or corporation issuing the document. An endorsement must:
be an acceptable signature or stamp as defined in the Definitions section of this policy
appear after the information that the signatory is endorsing.
Where a document has noted attachments, the endorsement can be made before the attachments.
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Date of issue - All documents must identify the date of issue and is to include the day, month and year. Packing declarations may contain vessel/voyage number which can be used in lieu of the date of issue.
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Consignment specific link - All documents presented to the department for assessment must have a unique consignment-specific link. Examples of consignment identification include:
container numbers
bill numbers
commercial invoice numbers
lot codes
preferential tariff certificate numbers
packing list numbers
letter of credit numbers.
Where a document does not contain one of the accepted forms of consignment identification, a numerical link to another document that does contain appropriate consignment identification must be present.
Examples of acceptable numerical links include:
order numbers
reference numbers
any other internal reference numbers used by overseas companies
vessel/voyage references.
Numerical links alone cannot be used as consignment identification links.
Unacceptable numerical links are references that could be present in previous or subsequent consignments and relate to a model, type or standardised item number. Examples of unacceptable numerical links include:
number of packages
weights
dates
stockkeeping unit
item codes.
Annual packing declarations are exempt from having consignment-specific links.
For further information, please refer to the Minimum documentary and import declaration requirements policy.
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