1 Introduction
1.1 The Revised recommendations on harmonized interpretation and
implementation of the International Convention for Safe Containers, 1972, as
amended (CSC.1/Circ.138/Rev.1, as amended by CSC.1/Circ.151), approved by the Maritime Safety Committee, at its
ninety-sixth session (11 to 20 May 2016), refer to the obligation for
Administrations that deliver Approved Continuous Examination Programmes (ACEPs), or
have ACEPs delivered under their responsibility, to make the list of their ACEPs
publicly available (CSC.1/Circ.138/Rev.1, paragraph 9.1, as amended by CSC.1/Circ.151).
1.2 CSC 1972, as amended, also requires that Administrations review these
ACEPs periodically (CSC.1/Circ.138/Rev.1, paragraphs 7.2 and 7.3, as amended by CSC.1/Circ.151) in order to monitor that the conditions which prevailed
when the ACEP was initially granted are still met by the container ownerfootnote/operator.
1.3 Prior to the creation of the Global ACEP Database, authorities and
industry stakeholders had no means to check the validity of an ACEP and no way of
knowing whether the container owner/operator to whom it was initially delivered
continued to meet the requirements of the programme. This lack of transparency gave
rise to safety and compliance concerns that the Global ACEP Database and these
Instructions intend to address.
2 Use of the Global ACEP Database by Administrations
2.1 In order to ensure the ACEP visibility intended by the Contracting
Parties in making the amendment to the Convention, and in order to arrange for a
single means for regulators and industry to obtain and access information regarding
all ACEP approvals, the Global ACEP Database has been established by Bureau
International des Containers et du Transport Intermodal (BIC) and endorsed by the
Maritime Safety Committee of the Organization (MSC 93/22, paragraph 9.3) as a method
that can be used by Administrations to make their lists of ACEP programmes publicly
available as required in CSC 1972.
2.2 In this regard, CSC.1/Circ.138/Rev.1 and CSC.1/Circ.143, as amended by CSC.1/Circ.151 and CSC.1/Circ.152, respectively, have been updated to urge Administrations
to use the database as the means to publish their ACEP programmes.
3 Administrative procedures associated with the database
3.1 The Global ACEP Database is located at www.bic-acep.org. Its opening
page lists the Administrations that have informed the Organization that they have
ACEP programmes as well as those Administrations that have entered their ACEP
programme information to the Global ACEP Database. For each of these latter
Administrations, the opening page also indicates when their ACEP programme
information was most recently validated.
3.2 In order for each Administration to begin entering its ACEP
information in the database, it is necessary to have an account created by BIC,
which maintains the database for the benefit of Administrations. Administrations
intending to utilize the Global ACEP Database are urged to contact BIC directly via
the contact form located at www.bic-acep.org. BIC will verify the eligibility of
each Administration from information provided by the Organization.
3.3 Governments that are not Contracting Parties to CSC 1972 may enter
their approved programmes in the Global ACEP Database. However, because ACEP is a
significant element of the Convention and in the Organization's efforts to enhance
container safety, it is strongly recommended that such Governments consider becoming
a Contracting Party.
3.4 The database works on a two-level basis for the delivery and
publication of ACEPs:
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.1 each Administration is assigned a role called "ADMIN"
and this role is created by BIC as described in paragraph 3.2. Each
Administration remains responsible for the publication of an up-to-date list
of ACEPs delivered under its authority;
Note: the individual designated as ADMIN cannot directly
enter ACEP approvals in the database; this must be done by an Approved
Competent Authority, as described below.
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.2 the operational level is the Approved Competent Authority
(ACA), who is in charge of issuing ACEPs, performing audits and
updating ACEP details in the database. An ACA can be part of the
Administration itself or be a third party. The ACA must be designated by the
ADMIN in the Global ACEP Database.
Note: An ADMIN can designate multiple ACAs and the same
ACA can be designated by several ADMINs.
3.5 Once an ACEP is entered for a Container Owner/Operator (CO) in
the database an account is created for that CO.
3.6 Further information on the operation of the database can be found in
the user guide, located at www.bic-acep.org.
4 Transfer of an ACEP
4.1 The Global ACEP database provides for the possibility to transfer an
ACEP from one CO to another. However, it must be noted that the commonly-used ACEP
number structure currently carries the country code of the Administration and the
short name of the ACA that issued the number.
4.2 In case of a merger or acquisition involving two COs with ACEP
approvals issued by the same ACA, transfer of an ACEP number to the acquiring CO can
easily be done and is fully described in the user guide.
4.3 In case of a merger or acquisition involving two COs with ACEP
approvals issued by two ACAs, and/or two different Administrations, both the ACA and
the CO of the container fleet acquired must contact BIC in writing (or email) to
request the transfer of the ACEP number of the acquired container fleet.
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.1 once the relevant requests have been received, BIC will
delete the ACEP number of the fleet being acquired and will confirm the
deletion to all involved ACAs and COs.
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.2 upon confirmation from BIC of the deletion of an ACEP
corresponding to the acquired container fleet, the ACA in charge of the
CO acquiring the fleet may then add the ACEP number to the acquiring CO
who then will be owning/operating a combined container fleet with two
ACEP numbers.
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.3 the transferred ACEP will carry a country code and an ACA
identifier which do not match the country and the ACA of the acquiring
CO. It should be noted that CSC 1972 (annex I, regulation 2, paragraph
3b) specifies that the Contracting Party which has granted approval of
the programme shall be displayed on the container.
Note: ACEP numbers are unique and duplication is impossible in the
database and the deletion of data is not permitted by the users.
However, BIC has, as the "Super Administrator", the ability to
physically delete entries in the database upon the written request (or
email) of the Administration or its appointed ACA.
5 Integrity of data
5.1 Only logged-in users with the appropriate rights corresponding to
their profiles are authorized to create, change, or amend data in the Global ACEP
Database, including all management dates such as the actual dates of validity,
audit, and renewal. Deletion of data may only be carried out by a BIC "Super
Administrator". The BIC Super Administrator will only delete data upon the written
requests (or email) by an ADMIN or ACA following careful consultations with BIC
regarding the impact of the deletion on the database structure and content. (See
user guide for a description of the users' profiles).
5.2 For details on the Global ACEP Database's server architecture, see
the user guide.
5.3 The Global ACEP Database was designed solely as a global tool to
allow stakeholders to publish and consult ACEP approvals. No other container or user
data is permitted to be stored in the database, and the database may not be used for
any other services or purposes.
5.4 The Global ACEP Database is available for public review on
www.bic-acep.org. Anyone accessing the web page can view the ACEP number, the CO,
the issuing authority (ACA), and the Administration (ADMIN) under which the ACEP is
approved. Anyone accessing the web page will also have ability to email the point of
contact for the CO and the ACA.
5.5 Only designated ACAs can create, change or amend information
concerning ACEPs under their control, including designating and changing points of
contact/persons in charge.
5.6 The database was developed and is run according to current standards
related to internet security.
6 Data in the database
6.1 The Global ACEP Database is designed to provide visibility of all
valid ACEPs issued by any Administration to all parties needing such information.
Administrations, their ADMIN and ACAs are reminded of their responsibility for
maintaining the accuracy of the ACEP information that they have entered to the
database, and that any container stopped due to missing, inaccurate and/or outdated
ACEP data may have economic, operational and liability implications for the CO,
shipper and consignee.
6.2 If a discrepancy is identified with an ACEP and/or its data, the
authorized (or control) officer who identifies the discrepancy should contact the
relevant Administration that issued the ACEP or the ACA on whose behalf the ACEP was
issued to try to address the discrepancy. The objective of such communication is to
ensure that no container with a valid ACEP is stopped because of a lack of access to
information regarding the ACEP approval or because such information is incomplete or
not up to date.
6.3 If containers, covered by an ACEP, as referred to in paragraph 6.2
above, have no serious structural deficiencies (CSC 1972, annex III, and CSC.1/Circ.138/Rev.1 as amended by CSC.1/Circ.151), then the container should be released without further
delay. Any remaining issues regarding the validity of the ACEP should be dealt with
in due course once the relevant ADMIN, ACA and CO have been identified.
6.4 A list of Governments who have entered their list of ACEPs in the
Global ACEP Database will be visible in the database. These Administrations should
validate the ACEP data on an annual basis; for each Administration the database will
indicate the most recent validation date.
6.5 A separate list of Governments who have informed the Organization
that they have ACEPsfootnote and have not entered them in the Global
ACEP Database will also be visible in the database.
6.6 The aforementioned two lists on the Global ACEP Database will assist
authorized (or control) officers in determining the validity of an ACEP number and
associated data and whether a need exists to contact the Administration or a third
party, acting on its behalf, that issued the ACEP in order to confirm the validity
of the ACEP number. Once all ACEP programmes have been entered to the Global ACEP
Database, the database will have only one list, thus drastically reducing the need
for direct government-to-government contacts in matters pertaining to ACEP numbers.
6.7 Responsibility for the completeness and accuracy of the ACEP data
entered into the database rests solely with each Administration and its appointed
ACA(s).
6.8 To facilitate timely updates, the Global ACEP Database provides
automated alert messages to advise of upcoming events related to validity dates of
the ACEP. ADMINs, ACAs and CO will receive the automated alerts (see user guide for
more detail).
6.9 In addition, the Global ACEP Database will send an annual message to
each ADMIN with the list of all the ACEPs currently under their responsibility, with
a request to log into the system and validate that the list is valid and complete
and that all dates are correct. The message serves to remind Administrations (and by
extension, their appointed ACA(s)) of their responsibility to keep the ACEP
information they have entered to the Global ACEP Database accurately and permanently
updated.
6.10 BIC's role is to:
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.1 ensure the database is always available;
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.2 ensure the integrity and security of the data;
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.3 create ADMIN accounts upon request, following verification as outlined
in paragraph 3.4 above; and
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.4 provide support to all users when appropriate.
6.11 COs cannot create, change, or amend data in the Global ACEP
Database.
6.12 Should a CO discover a discrepancy related to its ACEP, it should
immediately contact the responsible ADMIN and/or ACA, using the mail-to function in
the database, with a detailed request to amend its ACEP. The trace of the request
will be stored in the CO's mail software (sent items), but not in the database.
6.13 The database does not provide follow-up tools to ensure that ADMIN
and ACA take action on the requested change. However, an alert message is
automatically sent to the CO once a change has been made to its ACEP.
6.14 Reference is made to the user guide regarding the issues discussed
in this section.
7 Dependent territories and non-Contracting Parties
7.1 Dependent territories may receive from a Contracting Party the
authority to publish and deliver ACEPs. In such cases, the dependent territory
should inform the Organization for inclusion on the list maintained by the
Organization.footnote
7.2 Most ACEPs are delivered by Contracting Parties to the Convention.
However, as previously mentioned, some Governments, while not being a Contracting
Party, may decide to implement ACEPs. In such cases, the Government should inform
the Organization for inclusion on the list maintained by the Organizationfootnote.
8 Any other matters
8.1 When an ACEP is delivered, a delivery date is assigned to the ACEP
and cannot be changed after entry and confirmation into the database.
8.2 The ACEP can be associated either to a new "ACEP Group" which may
contain only the single ACEP being entered, or to an existing ACEP Group which
already contains one or several ACEPs previously delivered to that CO (see user
guide for clarification on the use of the group structure).
8.3 Next audit date and renewal date (no more than every 5 years and 10
years, respectively, as defined in the Convention) are set at the ACEP Group level,
which allows the ACA to update in one step the dates for all ACEPs assigned to a
given CO when auditing/reviewing that CO.
8.4 As already mentioned, ADMINs, ACAs and COs will be advised in advance
by automatic messages when an audit or renewal date is approaching.
8.5 ACEPs remain visible for all users even when an audit or renewal date
is overdue. However, all logged-in users will have a visual indication that an
action is required.
8.6 BIC will make a yearly report on the activity of the Global ACEP
Database, and the results of any audit carried out in that year, at each session of
the Sub-Committee on the Carriage of Cargoes and Containers (CCC), and will address
any questions raised regarding the report and the functioning of the database.
8.7 BIC will make the database available for audit upon request by
interested parties (i.e. Member Governments or relevant non-governmental
organizations in consultative status with the Organization). The scope of the audit
would be agreed by BIC and the interested parties. For coordination and/or
information purposes only, such a request should be made at the session of the
Sub-Committee on Carriage of Cargoes and Containers in conjunction with the yearly
report submitted by BIC.
8.8 BIC, a non-profit, non-governmental organization with consultative
status with the Organization, is providing the database at no cost to the
Organization or Contracting Parties and their ACAs.