Record Keeping

Record Keeping

  • Record Keeping for Shipping/Receiving

    QUESTION: What documents are required for shipping and receiving record retention? What is the length of time they need to be stored? Can you maintain the goods receipt in an ERP system (such as SAP)? ========== Answers: You’re question doesn’t specify if you’re asking about imports or exports. However provided no licenses are involved, records […]

  • SEC. 321 RECORDKEEPING

    QUESTION: What are the exact documents that are necessary for recordkeeping purposes as it relates to Section 321 US Imports? I can see that if it the manifest is being used as the entry document the HTS and Entry Summary are not required but I am wondering what are the required documents for importers to […]

  • RECORD-KEEPING SANITY CHECK [S]

    QUESTION: It is my understanding that record keeping requirements are stated in CFR Title 15, part 762 and CFR 19, part 163 for exporters and importers. I recently changed jobs, my new place told me that they do not keep records in house and their forward/ broker retains them. My understanding is that this is incorrect and they should be kept […]

  • US Import document retention

    QUESTION: Does anyone in the membership keep their US import records for 6 years (default)  to cover recordkeeping requirements for the ISF rather than the 5 years required by the regulations for the other documents?  We changed our recordkeeping policy to 6 years after the ISF was implemented, but I am wondering if we should […]

  • IMPORT RECORDKEEPING UNDER DDP

    QUESTION: If importing on DDP terms from suppliers in Europe, (meaning my company is not the importer of record) am I still liable for keeping the files/filing entry #, etc? ********** Answers: Since your company is not the IOR, you are not required to have a copy of the entry on file. You can request […]

  • RECORDKEEPING DOCUMENTS TAKEN HOME

    QUESTION: Our company currently maintains paper documents for our shipment files which contain transportation and customs clearance information to comply with US recordkeeping requirements. Our company is adopting policies that will allow more employees to work from home either scheduled or in case of bad weather. This would require associates to take shipment files home […]

  • HTS DETERMINATION RECORDKEEPING

    QUESTION: Is it mandatory to maintain paper documents/electronic records on how a tariff classification was determined for an imported product? ========== Answers: Each part record should clearly indicate the reasoning behind why it was classified with a specific HS number (valuable info in the event of a CBP audit questioning classification).  Is it required for […]

  • RECORDKEEPING AUDITS

    QUESTION: As an importer of record, what percentage of entries should be audited solely for keeping compliance? ========== Answers: I think this depends on your pre-entry processes.  If you do not provide any input pre-entry, you had better audit every entry.  If you have good pre-entry processes (preventative), then you can set lower percentages on […]

  • ELECTRONIC RECORDKEEPING

    QUESTION: We are planning to move to an electronic record keeping process and would like to get feedback from other members of the group as to how they are obtaining entry documents from your clearing brokers and  how are you keeping your entry documents stored electronically? *********** Answers: You just have to advise CBP in […]

  • RECORDKEEPING ON FLASH DRIVES

    QUESTION: As an importer we have written notification since 2013 from CBP to retain our import documentation as paperless recordkeeping. Per CFR standards 19CFR 163.5(b)(2) alternative method we use for paperless recordkeeping is CD ROM, would it still be compliant if we convert over to using USB Flash drives? In the CFR regulations it is […]

  • EEI FILING RECORD RETENTION

    QUESTION: For those filing the EEI/ITN in ACE, do you consider the automated email for each EEI filing to be a record that must be retained for 5 years? Or do you just delete the email?  My company saves the emails in PDF format for 5 years, but I have never heard of them being […]

  • ELECTRONIC RECORDKEEPING SCENARIO

    QUESTION: We receive documents via email from our foreign suppliers when we start a shipment file. Later we receive original paper documents from the supplier. We keep the records for 5 years per the regulations. We would like to move to digital records. My understanding is that since we receive paper documents we must keep […]