Completing Load Site Paperwork
Traqa facilitates the transfer of required information between a Shipper and a Loading Site to enable material to be exported and ensure compliant, auditable paperwork. To achieve this Traqa captures the required information from a mix of integrated weighbridges at site as well as processing scanned documents using AI to extract the necessary information.
From analysing thousands of documents (good and bad) here are some of the common points that we believe make up some best practices to ensure the efficient transfer of information between a load site and the exporter of the material, reducing the need for further contact to ask for missing information.
So firstly let's outline what information is required from the Loading Site to complete the paperwork for a Shipper and avoid them re-contacting you to ask for it.
Weighbridge ticket number
Loading Reference
Haulier Name (and ideally the Waste Carrier License Number)
Vehicle Registration
Container Number / Trailer Number
Container Tare Weight (if containerised)
Seal Number (if containerised)
Number of Bales/Pallets
Net Weight of Product
All of these have a reason to be collected and without them being provided in a timely way can incur additional costs for the Shipper, or even mean that containers are not loaded onto the planned vessel or are held up due to customs clearance delays.
Heres Traqa's top tips to ensure your paperwork is on point.
1. Haulier Information on the Annex VII
As a loading site you are required to populate on the Annex VII
Box 3 - No of Packages and Weights
Box 4 - Date of Shipment
Box 5a - First Carrier
One of the most common issues with Annex VII's is box 5a 'First Carrier', we see 2 common issues that lead to paperwork compliance issues with the Environmental Agency and other overseas agencies.
Incomplete Information
Lack of Driver Signature
These can lead to either a delay in the movement of the trailer/container whilst paperwork is corrected OR fines from agencies over boxes not being filled in.
Please ensure when Box 5a is completed at site that the name of the carrier is complete, the address is entered (even if just the street name, city and post code), the driver should also present their Waste Carrier License Number as they require a valid WCL to handle the movement of waste, this should also be included on the paperwork in Box 5a. These all help to identify the haulier and ensure a compliant Annex VII, and movement of the material.
We have found that when asking the driver to complete box 5a they generally don't understand why its needed and often dont complete all sections which can lead to challenges later on. Loading Sites that fill this in and ask the driver to sign are more consistent in providing accurate information and understand why their customers require this to be completed correctly.
The driver MUST sign Box 5a.
2. Provide clear photographs
One of the main issues we have experienced, is photographs of paperwork or of material loading that are out of focus, blurry or make reading necessary information difficult, the golden rule here is you should be able to read the information from the photo before sending.
Ensure the Annex VII is square on and within the guides provided on the Traqa Annex VII, this ensures the text should be easily read, along with the QR codes (we use those to attach the paperwork to the loading records in our system)
Ensure any photos of container doors that the Tare Weight is readible, if a shipper needs to verify the weight for a VGM (Verified Gross Mass) they will need to look at the weights listed on the door of the container. VGM is mandated under the IMO and SOLAS (Safety Of Life At Sea), the primary concern here is the safe handling of containers and loading of a container vessel, if weights are misreported the Shipper may be fined.
At least 1 picture of the seal should show it in its secured position on the container, this is evidence the container was sealed onsite.
Traqa's Load Site Process
For Load sites that are integrated to our platform the paperwork is completed and sent to you on completion of the load within your weighbridge software, meaning you just need to get the driver to sign the Annex VII.
For load sites that are not yet integrated we have a simple process to support your exiting way of working:
Traqa will send the Annex VII for all planned loads by 3pm the day before a load takes place, or on a Friday for the loads on a Monday.
You fill out the Annex VII by hand as normal, following the above guidance and return the paperwork to the email noted when you received the paperwork from Traqa.
Paperwork is read by our AI model and completes the load for the Shipper, any exceptions such as missing information are raised to them to action.
You can also send the load photos with the paperwork meaning just one email takes care of the paperwork and loading photos getting to the Shipper and onto the Traqa platform.
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