OBSERVATION & DOCUMENTATION (Lesson 3 of 26)
Vehicle logs are maintained by security personnel to document most vehicular traffic at a facility. Usually, this is primarily restricted to pick-up and delivery of material. Trucks which are entering a facility normally stop at the main security post for the following reasons:
- Weight Measurement— Many facilities have scales which all in-bound and outbound trucks must drive upon to have their weight recorded.
- Driver Assistance— Many truck drivers will be entering a facility for the first time. The security officer will need to instruct them on where they need to go to pickup or deliver their shipment. Often, the security officer will need to call the shipping or receiving department in order to obtain the necessary information for the driver.
- Recording Tractor and Trailer Number— The proper recording of tractor and trailer numbers by security officers is extremely important. Often facilities are either waiting for a delivery of material which is called a “hot” load, or a trailer has already been loaded and is awaiting shipment. Accurate recordkeeping of trailer numbers by security personnel will assist in ensuring that the correct shipments are taken by the drivers. Security personnel are often the final “check and balance” to ensure a shipment leaving the facility is correct.
- Recording of “Manifests” and “Bills of Lading”— “Manifests” are documents which are given to a truck driver which represent the cargo or material they are removing from a facility. At many facilities, security personnel are required to inspect “manifests” prior to a driver departing to ensure the driver has been given the proper shipment. The number on the manifest will often be noted on the vehicle log. “Bills of lading” are documents which represent the material a driver has in his possession that he is delivering to a facility. Usually, security personnel will only inspect a “bill of lading” to determine where the driver should be directed with his/her shipment.
- Time In / Time Out— The times that a driver arrives and departs from a facility are also very important. Often, deliveries and shipments are scheduled in advance. It is essential that a driver’s delivery be on time and prompt when entering and leaving a facility. Drivers are often given times when they are to arrive at a facility. If a driver is early or late in their arrival, their delivery or shipment may not be immediately processed. Security personnel must be certain to accurately record all delivery times.
- Seals and Locks— Many trailers are “sealed” and/ or locked prior to departing a facility. A “seal” is a device which is placed into the latch of doors of a trailer. These seals cannot be removed unless they are broken, cut, or otherwise removed. Seals are stamped with a number which is also placed on the manifest or bill of lading. The purpose of a seal is to determine if a shipment has been opened or tampered with prior to arriving or in transit to its destination. Seals also can serve as locks. Security personnel will generally inspect a “sealed” trailer to be certain the seal has been properly secured and that the number on the seal matches the number on the manifest or bill of lading. If a security officer suspects that a load has been tampered with or the seal number is improper, a shipping or receiving supervisor should be immediately notified regarding the problem.