Import & Export Recordkeeping Best Practices

Import/Export Recordkeeping Best Practices by Mike Laden

TRG attended another successful event hosted by the International Compliance Professionals Association (ICPA) this past March. With educational sessions ranging from the Pros and Cons of Direct-filing to Understanding Incoterms, attendees were buzzing about the depth of knowledge presented at this conference. Mike Laden of TRG Direct presented Import/Export Recordkeeping Best Practices.

Recordkeeping Best Practices

Electronic – Keeping your records in an electronic format will allow you to expedite the document retrieval process as well as implement the following best practices. This will also allow your information to be stored in a “on-demand” centralized location. Electronic storage will need to be approved by Customs & Border Protection (CBP). *Your policies and procedures should require you to keep the originals for 120 days and all electronic records a minimum of 5 years!*

Policies & Procedures Comprehensively Documented – CBP expects to see that you have policies in place prior to an audit. The policy must ensure the preservation of integrity, readability, and security of the information contained in the original records. Include in your procedures a standardized retrieval process for your records.

Completely Crossed Referenced – If the document relates to information elsewhere, be sure to make that connection.

Exception Files – Your import/export records should be able to “tell a story”. Policies should require that any and everything be stored. If there was an email about it, store it. When in doubt, store it!

Audited Before Storage – Set up a procedure for internal auditing of your documents as they move to storage. Penalties may result for negligence and failure to maintain records. This could be $10,000 per violation and each missing document could be considered a violation!


Award Winning TRG

2009 Pros to Know
Mike Laden and Kelby Woodard of TRG Direct have been acknowledged as Supply & Demand Chain’s 2009 Pros to Know. Recipients of this award have personally helped clients address the challenges of the recession and prepare for the recovery ahead. Congratulations and well deserved!

ICPA Founders Awards
We can’t say we were surprised this March when Greg Hodge of TRG was awarded the 2009 ICPA Founders Award at the annual conference. A true advocate of the ICPA, Greg referred the most new members to the ICPA in 2009.

CBP ISF Trade Outreach is Overseas

In an interview on Friday, Mike Laden announced that the Importer Security Filing CBP Trade Outreach Program will be overseas this week presenting in Germany. This is very exciting for TRG Direct as we have also launched our own series of webinars for overseas vendors.

This is just another wake up call for US Importers that have not yet begun to file their ISF. This is happening. CBP is spending a lot of time and resources to make sure this will go into effect in January so if you have not started to file or are unaware of your compliance thus far, give us a call and we will point you in the right direction, 800-685-6082.

TRG Direct President to Present at CBP Trade Symposium

Mike Laden of TRG Direct will presenting at this year's US Customs's Trade Symposium in Importer Security Filing. Mike has been spending a lot of time over the past few months providing his knowledge to the Trade on ISF during CBP's trade outreach program.

Mike's involvement speaks volumes on TRG Direct's knowledge of ISF and CBP's respect for the President of the company. Mike presents as a ISF software solution provider. Other speakers include a self-filing importer and a Customs broker or Carrier.

For more information on CBP's Trade Symposium visit www.cbp.gov.

ISF Outreach Program l TRG Direct President Participates

TRG Direct President Mike Laden has been taking part in the US Customs' ISF Trade Outreach programs. As an expert in international trade security and supply chain management, Mike has been asked to be involved as a presenter. The following dates are still available for those involved in importer security filing to attend:

Chicago, IL – Wednesday, September 23, 2009 (On-line Registration opens September 4, 2009)( Chicago Registration ) ( Chicago Cancellation )

Oakland/San Francisco, CA – Wednesday, September 23, 2009 (On-line Registration opens September 4, 2009)( Oakland/San Francisco Registration ) ( Oakland/San Francisco Cancellation )

Washington, DC - Friday, September 25, 2009 (On-line Registration opens September 4, 2009)( Washington Registration ) ( Washington Cancellation )

Norfolk, VA – Wednesday, September 30, 2009 (On-line Registration opens September 14, 2009)( Norfolk Registration ) ( Norfolk Cancellation )

Newark, NJ – Wednesday, September 30, 2009 (On-line Registration opens September 14, 2009)( Newark Registration ) ( Newark Cancellation )

ISF Trade Outreach Program Says FILE FILE FILE

Mike Laden, President TRG Direct attended an East Coast CBP trade outreach program last week and reports that Customs says you must be filing. There are still so many skeptics out there saying that January 2010 will not be the deadline for ISF. However, Rich Dinucci has reported that over 2million ISFs have been filed and the trade is making progress.

One startling thing that has come up in a few conversations with importers is that the Customs Reauthorization Bill has language that hints that the ISF may be used for compartive purposes, such as the data being available to other Government Agencies for pre-screening purposes. At this point this is speculation so don't quote us on that. Just be aware.

Stayed tuned to keep updated on importer security filing or contact us with your ISF questions.