TIMBER PRODUCTS April 2021 HT Newsletter Volume: 04/05/2021

Quality Mark Protocol

The importance of mark security cannot be overstated.  It is integral to the integrity of the IPPC program in every country including the U.S.  ALSC regulation 5.6.12 provides direction related to managing mark inventories and states:

5.6.12 "Quality marks shall only be used at facilities or by personnel authorized by accredited agencies. Accredited agencies shall require a participating facility to provide care and security of the agency quality marks. An accredited agency shall retain on file a facsimile of each quality mark issued, require worn out or discarded quality marks to be destroyed, and require missing or stolen quality marks be reported to the agency. An accredited agency shall have an ongoing practice of reporting and reviewing stamp inventories, generally monthly, to ensure reconciliation in agency records regarding the types and number of stamps issued to each facility."

Every accredited agency is responsible for the control of all IPPC, DUN, and HT marks that are licensed and issued to a facility for use.  These marks can come in several forms (i.e. stamps, brands, stencils, inkjet) and the accredited agency must retain, on file, an image of each type and size of mark issued to every facility it monitors for conformance.  It is important that the requirements of Section 5.6.12 are properly communicated to facilities participating in the program, so they are aware of how all marks should be managed.  These requirements are:

1. All marks are site specific and cannot be removed from the location they are assigned to.
2. Facilities must ensure the care and security of all marks issued to them.
3. An accurate inventory of all program marks must be maintained and the inventory reconciled as new marks are received by the facility or retrieved by the agency due to wear or damage.  Facilities must hold and turn in any damaged or worn out quality marks to the agency.  Marks should never be discarded or destroyed by the facility.
4. Missing or stolen marks must be reported to the agency.

When an Inspector visits a facility to perform an audit, they must be given access to all marks onsite.  This includes the marks in use, new marks securely retained in inventory to replace those that wear out, and any marks being held for retrieval.  The Inspector will reconcile the facility inventory based on new marks received and any marks retrieved at the time of visit.  Anytime a mark turns up missing or is believed to have been stolen, the situation should be immediately reported to the agency, so they can address the issue quickly.  If a facility fails to follow these protocols, it can result in a non-conformance or more serious action can be taken based on the severity of the situation.

It is very important that facilities properly manage the inventory of IPPC, DUN and HT marks they have in their possession.  These marks are highly regulated by the USDA and it is critical that every mark, a facility has in its possession, is accounted for each day.  ALSC is concerned about mark inventories and mark security because a lost, misplaced or stolen mark can end up in the hands of those who may misuse it and illegally apply the mark to WPM that is not IPPC conforming. 

Maintaining an accurate and secure inventory of WPM program quality marks is crucial to the integrity of the IPPC program and is a major component of each facility's conformance and good standing in the program.