Requirements for Holding and Processing Facilities (Class: Transitional Facilities) for Uncleared Risk Goods

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• New Zealand National Plant And Animal Protection Organisation
• General Conditions For Any Transitional Facility
• General Conditions For Transitional Facilities For The Purpose Of Holding And Processing
• Action For Non-Compliance
• Specific Processing Requirements
• Appendix I - Seeds And Stored Products (Inspection)
• Appendix II Cars, Car Parts And Equipment (Inspection)
• Appendix III - Cars, Car Parts, Equipment And Containers (Decontamination)
• Appendix IV - Mail
• Appendix V - Fresh Produce Inspection Facilities
• Appendix VI - Seed Treatment Facilities (Chemical)
• Appendix VII - Seed Treatment Facilities (Dressing)

These requirements were current as at 5 March 1998. They are subject to change from time to time. For confirmation that this version is the current version contact your local MAF Quarantine Office or the National Advisor (Border Inspection):

Fax: (04) 474 4257

1 New Zealand National Plant And Animal Protection Organisation

The New Zealand national plant and animal protection organisation is the Ministry of Agriculture and Forestry and, as such, all communication concerning these requirements should be addressed to either the Chief Plants Officer or the Chief Veterinary Officer:

Ministry of Agriculture and Forestry
P O Box 2526
Wellington
NEW ZEALAND

Fax: 64-4-474 4240

2 General Conditions For Any Transitional Facility

Definitions as per the Biosecurity Act 1993 and in addition:

Approved

Approved by the Director General of Agriculture and Forestry.

Uncleared goods (ie not yet given biosecurity clearance) must always be in an approved transitional facility of some kind.

Each port/airport must have approved facilities that will allow uncleared goods to be unloaded, held, inspected and, if necessary, treated or destroyed and disposed of under secure conditions with access limited to authorised people, goods, vehicles, equipment, etc. In addition areas off port or airport where uncleared goods are held must be registered as transitional facilities.

The Director-General of Agriculture and Forestry must be satisfied with the arrangements and systems of each transitional facility

Facilities must be appropriate and adequate for the purpose(s), and can only be used for the purpose(s) for which they have been approved e.g. holding, processing, storing etc.

This document gives the transitional facility requirements for the following commodities:

• general goods awaiting inspection to ascertain whether they are or contain risk goods
• stored products (eg. herbs, spices, nuts)
• seeds
• fresh produce
• cars and car parts
• personal effects
• small amounts of plant material for analysis or study not known to harbour regulated or quarantine pests.

The requirements within this document does not cover containment facilities for any viable plant or animal material requiring post entry quarantine supervision, or any facility dealing with refuse from ships or aircraft.

3 General Conditions For Transitional Facilities For The Purpose Of Holding And Processing

3.1 General

All imported goods that must be held before they can be given biosecurity clearance must be immediately held in an approved transitional facility suitable for holding and processing those kinds of goods.

All costs associated with the approval of the transitional facility and the cost of monitoring the compliance of that facility to these requirements are the responsibility of the operator of the facility. The operator may charge the importer/owner/agent for any additional processing provided by the operator for goods that have been directed by an inspector into that facility.

Facilities must comply with all other relevant legislation such as the Health and Safety in Employment Act.

3.2 Setting up a Facility

A person or organisation wishing to establish a transitional facility for holding and processing must make an application in writing to the Director General of Agriculture and Forestry thorough:

The General Manager
MAF Quarantine Service
Ministry of Agriculture and Forestry

P O Box 1254
AUCKLAND

on the form appended to this set of requirements.

The facility operator must nominate one person to be responsible for the day to day operation of the facility and with whom the supplier can liaise. This may be the operator.

An inspector will carry out an initial inspection of the site to ensure that it meets these requirements. If the requirements are met the site will be approved as a transitional facility for the purpose of holding and processing uncleared goods. The approval will state any limitations on the kinds of goods that can be held and processed in the facility.

Generally the transitional facility will only occupy a small part of the premises at which it is located.

The facility will be subject to a monitoring regime including random audits to ensure that the facility continues to meet these requirements.

The location and boundaries of the facility must clearly be described either in writing or by way of a diagram.

3.3 Carriage of Risk Goods to the Transitional Facility

Goods may be carried to the transitional facility only after carriage has been authorised in writing by an inspector. Such authorisations may be general (standing authorisation for the transfer of refuse/goods) or specific to a particular consignment.

Such authorisation will clearly indicate that the goods are still subject to quarantine requirements.

Carriage to the facility must be within an approved sealed, leak-proof container or vehicle. Any alteration in the means of containing the goods must be approved by an inspector before first use.

Carriage to the facility must be by the most direct practical route.

3.4 Holding of Goods at the Holding and Processing Facility

If facilities and systems are appropriate and approved by an inspector, goods may be held under security in the facility until they are processed. An inspector must be notified immediately if the normal operation of the facility is disrupted (or the operator anticipates a disruption), preventing procedures being carried out in the approved manner.

No goods must be removed from the facility, sampled, opened or otherwise tampered with except under the direction of an inspector.

Risk goods with the facility, the goods must be kept within an enclosed, building. No matter what kinds of goods are to be held in the facility, the facility itself must have adequate and approved security to prevent unauthorised access to the risk goods.

No goods may be placed in contact with any cleared goods. If that occurs the cleared goods must take on an uncleared status and must be processed as well.

The operator must agree to be responsible for notifying an inspector whenever goods are received at the facility, if so required.

3.5 Hygiene Requirements

The facility must be kept clean and free of vegetation in any area where goods are held awaiting holding and processing.

The facility must have and maintain its own cleaning equipment. Only this equipment may be used for cleaning the facility. The equipment must be clearly identified as belonging to the facility and kept within the facility. If under unusual circumstances other equipment must be used, this must be approved by an inspector prior to its use and fully cleaned and decontaminated before it is taken off the facility.

Within the facility all cracks, crevices and shelf supports must be regularly cleaned of dust and debris.

Until goods can be processed, any leakage or spillage must be cleaned up immediately after it occurs. All sweepings must be placed in an approved receptacle or returned to the container in which it was originally contained. Any liquid/semi-liquid leakage or spills must be washed clean and the runoff held for decontamination.

At the completion of unloading goods, carriers/containers must be inspected by the operator and if required cleaned and decontaminated. All debris removed during cleaning must be placed in the approved receptacle. The hard stand areas must be kept clean and swept and all sweepings must be placed in the approved receptacle.

Protective clothing appropriate to the level of risk of contamination must be worn by staff involved in handling of goods.

3.6 Staff

The facility operator and all relevant staff must be aware of and comply with these requirements. Only authorised persons are to be allowed unsupervised access to the facility and the operator must specify who those persons are.

3.7 Transitional Facility Operator

There must be an approved operator for every transitional facility.

The approved operator must be responsible for operating the facility according to these requirements and in accordance with any directions from an inspector.

The operator must:

1. be in a position to ensure that his or her instructions will be carried out by staff; and
2. have sufficient control over resources to ensure that the facility can continue to operate while uncleared goods are present.

A person wishing to become an approved operator of a specific transitional facility must make an application in writing, on the approved form (appended to this set of requirements, to the Director General of Agriculture and Forestry through:

The General Manager

MAF Quarantine Service
Ministry of Agriculture and Forestry
P O Box 1254
AUCKLAND

No person may operate or purport to operate a transitional facility unless that person is registered as the operator of that facility.

3.8 Records

The operator must keep and be able to retrieve at the request of an inspector records on:

1. all risk goods brought into the facility, including any of the following information that is relevant to the particular goods:
   • date of arrival at the facility
   • container number
   • ship/flight
   • quantity and product
   • importer
   • date of devanning
   • date and details of holding and processing
   • date of release;
2. reports on any event that might jeopardise biosecurity and the notification to an inspector of each event; and
3. remedial action taken to rectify any non-compliance to these requirements.

4 Action For Non-Compliance

Direction to take remedial action to rectify a non-compliance may be issued by an inspector to the facility operator. The direction will include a time frame in which the remedial action must be taken.

If remedial action is not taken and the operator fails to comply with a direction and rectify any non-compliance, then the approval for the facility will be withdrawn and uncleared goods will not be directed/permitted to go to that facility. Written advice of the above will be sent to the facility operator.

5 Specific Processing Requirements

Generally transitional facilities in which product is merely held, studied, analysed or unpacked will be approved subject to 1 to 4 above.

Where there is a requirement in an import health standard for destruction/sterilisation of risk goods after study or analysis there shall be provision for this at the facility.

There are some facilities where there are additional requirements and these are set out in the appendices.

Appendix I - Seeds And Stored Products (Inspection)

1. The inspection area shall be adjacent to the storage area and shall provide:
   • approved lighting of at least 1000 lux intensity,
   • an approved inspection bench,
   • an approved receptacle for contaminants,
   • labour for unpacking.
2. All cracks, crevices and shelf supports shall be regularly cleaned of
   dust and debris.
3. Any site which is used for the inspection of stored products shall be regularly inspected for stored product pests. If any are found then the site is to be treated with a suitable insecticide according to the manufacturer's instructions.
4. Until any line of seed or stored product is inspected and given biosecurity clearance, any spillage shall be swept up immediately it occurs and all sweepings placed in the approved receptacle or returned to the container in which it was originally contained.

   At the completion of unloading, the container shall be swept and all sweepings shall be placed in the approved receptacle.

   The hard stand areas shall be kept clean and swept and all sweepings shall be placed in the approved receptacle.

5. Risk goods awaiting inspection shall be stored in insect proof containers or at least three metres from any other goods which:
   
   1. have been inspected and released or
   2. do not require inspection.

Appendix II Cars, Car Parts And Equipment (Inspection)

1. The site must not be on or adjacent to any rural land.
2. The site shall have a hard stand area where the car parts or cars are unloaded from containers. Containers shall only be unloaded on the hard stand area.
3. The operator of any site shall inform an inspector immediately should any seed or insect or live animal be found in or on a consignment of imported cars or car parts. If such a finding occurs during the unloading of a container then unloading shall stop and the container closed until permission to open it has been given by an inspector.
4. Where the unloading area is not within an enclosed building then the operator shall inform an inspector 48 hours prior to unloading of a container of cars or car parts requiring inspection. The container shall not be unloaded without the permission of an inspector.
5. At the completion of unloading, the container shall be swept and all sweepings shall be placed in the approved receptacle. All risk goods shall be removed into the enclosed facility.

   The hard stand areas shall be kept clean and swept and all sweepings shall be placed in the approved receptacle.

6. Cars or car parts requiring decontamination shall be taken to an approved decontamination facility.
7. The MR or his delegate may authorise cars which are shipped as personal effects to be inspected at other than an approved site provided that:
   
   1. The car shall be conveyed to the site within a shipping container.
   2. The car shall not be removed from the container until an inspector has given permission to do so.
   3. The car shall only be unloaded onto a hard stand area and not removed off a hard stand area until permission to do so has been given by an inspector.
   4. If, upon inspection the car is found to be contaminated by an inspector then the car is to be reloaded into the container and removed to an appropriate decontamination facility and the immediate area of unloading cleaned to the satisfaction of an inspector.

Appendix III - Cars, Car Parts, Equipment And Containers (Decontamination)

1. This standard does not apply to containers that are internally contaminated only and which can be decontaminated by sweeping or fumigation.
2. Decontamination facilities shall be situated at the port or airport or within the surrounding metropolitan area and not adjacent to any rural land.
3. The decontamination area shall be hard sealed and shall be designed so as to securely contain all washings, effluent and solid contaminants within the area prior to disposal.
4. Ports which have current approval to decontaminate vehicles, equipment or containers on the wharfs edge may continue to do so provided that:
   
   1. the decontamination area is immediately adjacent to the water;
   2. all solid contaminants with the exception of soil are to be removed from the vehicle, equipment or container and placed in an approved work receptacle, prior to the application of water or steam;
   3. all washings are discharged directly into the sea through a 2 mm seive. Solids are to be placed in the approved receptacle.

      Note: The operator should note that the above (d) may have implications with the Resource Management Act 1991.

5. Routes that contaminated vehicles, equipment or containers use from the unloading area to the decontamination facility on the wharf/airport are to be continuously sealed i.e. by bitumen or concrete. Cargo awaiting decontamination they shall be stored on a sealed, secure area.
6. The operator shall provide, at the decontamination facility, such equipment as is necessary to remove any contaminant to the satisfaction of an Inspector.
7. The operator shall provide, at the facility, an approved disinfectant to treat animal contamination on animal equipment and other items. Ref: BNZ-STD-ABTRT.
8. If the facility is off wharf/airport then the means of transport to the facility shall be by trailer or transporter. In any conveyance used by the operator for this purpose shall be so designed and maintained as to ensure secure transport without escape of contaminants from the place of inspection to the facility. Such conveyances shall be approved for the purpose.
9. The deck of the conveyance must be cleaned at the end of every day on which it is used and before the transporter is used for any other purpose.
10. If soiled with animal contamination from animal equipment or other items, the deck of the conveyance must be disinfected with an approved disinfectant each time it is cleaned (see i. above).
11. Contaminated vehicles and equipment may be transported from the place of inspection to a decontamination facility within a shipping container. In any instance where the shipping container becomes contaminated the container shall be decontaminated at the facility prior to removal.
12. The route between the port/airport and the decontamination facility shall be approved.
13. During decontamination, access to the decontamination area shall be restricted to equipment and personnel directly involved.
14. The decontamination area must be cleaned of contaminants daily or at the completion of decontamination work. Uncontaminated vehicles, equipment or containers shall not be placed in the decontamination area until the area has been decontaminated.
15. If used to treat animal contamination on animal equipment or other items, the decontamination area must be disinfected with an approved disinfectant each time it is cleaned (see n. above).
16. Staff shall wear identifiable and approved protective clothing at all times when decontaminating vehicles, equipment and containers. This protective clothing shall not leave the facility except for cleaning. Protective clothing which is cleaned away from the facility may only be cleaned at a commercial laundry. Carriage to the laundry shall be in an enclosed package.
17. Disposal of Contaminants
    
    All washings are to be screened through 2mm sieves to remove any solids. These solids are to be placed in an approved receptacle. All dry matter contaminants and the solids collected in the sieves are to be incinerated in a facility approved by MAF. Carriage of the contaminants to the facility is to be within an approved receptacle. After the receptacle has been emptied it shall be disinfected at the incineration facility.

Appendix IV - Mail

1. The operator is responsible for providing an area where overseas mail is routinely opened by an inspector. The area is to be clearly defined and used only for this purpose. Mail may be opened in other areas of the site provided no contamination of that area remains after inspection.

   The area within the site shall be secured so as to prevent unauthorised access to parcels, equipment and documents in the custody of an inspector.

2. The operator is responsible for providing the following equipment:
   • adequate lighting with a minimum of 1000 lux above the inspection area
   • inspection bench of an appropriate height
   • approved receptacle for contaminants, interceptions and sweepings
   • adequate cleaning equipment.
3. The mail inspection area is to be cleaned of contaminants at the end of every day during which inspection of mail has been undertaken.

   All contaminants are to placed in the approved receptacle and incinerated at an approved facility.

Appendix V - Fresh Produce Inspection Facilities

1. The facility shall be located within the metropolitan area of the port/airport from whence the produce arrived and shall not be situated on rural land.
2. The facility must be within an enclosed room or area which is insect proof during any inspection.
3. The following equipment shall be provided in the facility.
   • An inspection table/s of an appropriate height and size.
   • Lighting of at least 1000 lux shall be available throughout the inspection.
   • Sufficient power points for the any inspection equipment
   • An approved receptacle shall be provided and used for produce that has found to be infested or diseased and not returned to the original packing for treatment or destruction. The contents of approved receptacle shall be incinerated at an approved facility or shall be treated in accordance with the remainder of the consignment from whence it came.
4. The walls and floor and ceiling shall be constructed of an impervious material which facilitates repeated washing and disinfection.

   At the conclusion of each inspection an inspector shall ensure that the facility has been cleared of all residual plant material.

5. Additional requirements for inspection areas located at importers premises;

The facility shall provide an approved method which ensures that the room is insect free prior to the commencement of the inspection.

Where the facility is located in the same enclosed area where fruit is stored then the facility shall provide or have access to a fogging or aerosol device together with a suitable insecticide for use in an emergency.

The containers shall not be opened at the facility until inspection is ready to commence and permission to open the container/s has been given by an inspector.

The area where the containers are opened for inspection shall be immediately adjacent to the inspection area.

No domestic produce or imported produce which has been cleared for unconditional importation is to be within 10 metres of the unloading area unless it is separated by a insect proof wall.

The required sample shall be removed from the container into the inspection room and the container closed until permission to unload or a direction for treatment has been given by an inspector.

Where imported produce is inspected and a pest or disease is found that necessitates the produce to be treated then at the completion of the inspection the facility shall be disinfected or disinsected by the importer to the satisfaction of an inspector.

Where imported produce has been inspected and subsequently found to require treatment then the sample is to be reloaded into the insect proof container and sent to an approved Quarantine Treatment Facility (NASS 152.11.05).

Where the importer's premises is an approved Quarantine Treatment Facility then the produce may be treated in situ provided the building or room in which treatment is to take place has been cleared of all domestic and unconditionally released imported produce.

Appendix VI - Seed Treatment Facilities (Chemical)

1. The facility shall have documented operating procedures in accordance with an appropriate standard (eg. ISO 9002 Quality Systems Standard) that covers the following:
   • scope
   • responsibilities
   • ordering
   • transport to New Zealand
   • transport within New Zealand
   • unloading at the facility
   • seed storage, security, hygiene
   • stock control
   • reporting pests
   • MAF inspection
   • seed treatment including chemicals used and calculation of rates
   • handling of residual seed, offal, seconds and spillage.
   • machinery and facility cleaning
   • disposal of contents of approved receptacle
   • records
     Where the importer is different from the treatment facility operator, the importer shall have procedures for the processes from ordering, transport, MAF inspection through to delivery to the treatment facility.

     All of the above procedures shall be forwarded to the National Advisor Border Inspection along with the recommendation for approval from MQS.

     The species of seed that are to be treated in the facility must be nominated in the recommendation. Only MAF approved species of seed may be treated in the facility.

2. The facility shall be within an enclosed building or room, with floors and walls around the treatment area made of impervious material for ease of cleaning.
3. Where containers are unloaded outside the building then unloading shall be carried out on a hard stand area

   At the completion of unloading, the container shall be swept and all sweepings shall be placed in the approved receptacle.

   The hard stand areas shall be kept clean and swept and all sweepings shall be placed in the approved receptacle.

4. An approved receptacle shall be provided for material for destruction (eg. spilled seed that is not returned to original packaging and used packaging). The contents shall be kept secure within the site until incinerated at an approved facility.
5. Any facility which is used for the treatment of seed shall be regularly inspected by the operator for pests. If any are found then the site is to be treated with a suitable insecticide according to the manufacturer's instructions.
6. The storage area must be secured during the storage of untreated seed so that untreated seed cannot be removed from the facility without the prior approval of the Chief Plants Officer or his authorised representative.
7. Seed awaiting treatment shall be stored in pest and vermin proof covers / containers / or premises.
8. The seed shall be transported securely from the storage area to the treatment area.
9. Until any line of seed is treated, any spillage shall be swept up immediately it occurs and all sweepings placed in the approved receptacle or returned to the container in which it was originally contained.
10. Seed treatment shall only be undertaken by staff authorised by the operator.
11. Seed may be returned to the same seed bag after treatment.
12. At the completion of treatment of a line of seed, all machinery and work areas shall be cleaned to ensure the removal of all plant material.
13. Quality records are required for each line of seed which may include import documentation, treatment details, destruction details and release details. These records and the facility may be audited by the MAF Quarantine Service at any time.

Appendix VII - Seed Treatment Facilities (Dressing)

1. The facility shall have documented operating procedures in accordance with an appropriate standard (eg. ISO 9002 Quality Systems Standard) that covers the following:
   • scope
   • responsibilities
   • transport to facility
   • unloading at the facility
   • seed storage, security, hygiene
   • stock control
   • seed dressing including calibration
   • re-inspection of dressed seed by MQS
   • handling of residual seed, offal, seconds and spillage.
   • machinery and facility cleaning
   • disposal of contents of approved receptacle
   • records
     All of the above procedures shall be forwarded to the National Advisor Border Inspection along with the recommendation for approval from MQS.
2. The facility shall be within an enclosed building or room, with floors and walls around the dressing area made of impervious material for ease of cleaning.
3. Where containers are unloaded outside the building then unloading shall be carried out on a hard stand area

   At the completion of unloading, the container shall be swept and all sweepings shall be placed in the approved receptacle.

   The hard stand areas shall be kept clean and swept and all sweepings shall be placed in the approved receptacle.

4. An approved receptacle shall be provided for material for destruction (eg. spilled seed that is not returned to original packaging or dressed out weed seeds). The contents shall be kept secure within the site until incinerated at an approved facility.
5. The storage area must be secured during the storage of untreated seed so that untreated seed cannot be removed from the facility without the prior approval of the Chief Plants Officer or his authorised representative.
6. Seed awaiting treatment shall be stored in pest and vermin proof covers / containers / or premises.
7. The seed shall be transported securely from the storage area to the treatment area.
8. Until any line of seed is treated, any spillage shall be swept up immediately it occurs and all sweepings placed in the approved receptacle or returned to the container in which it was originally contained.
9. Seed treatment shall only be undertaken by staff authorised by the operator.
10. Seed may be returned to the same seed bag after treatment.
11. The dressed seed will be sampled by an inspector to confirm that the seed now meets the IHS requirements.
12. At the completion of treatment of a line of seed, all machinery and work areas shall be cleaned to ensure the removal of all plant material.
13. Quality records are required for each line of seed which may include , treatment details, destruction details and release details. These records and the facility may be audited by the MAF Quarantine Service at any time.