Record Keeping

Question: Our freightfowarder has a system that allows me to retrieve the EEI/AES filing and back-up documents related to a transaction. Is this sufficient or do I need to have them stored in house?

Question: Two questions: (& I believe I know the answers, but just needconfirmation)1) Records are “electronic” from our broker.  Therefore, we would nolonger need to print any physical documents?2) Our company electronic records system was set to record the “date” foreach document type.  I’ve scaled this back as well as the document types weload.  We […]

Question: I’m responsible for record retention at my company (we’re a broker) andwe’re having somewhat of a debate about the following phrase from19CFR163.4 (a):  “Except as otherwise provided in paragraph (b) of this section, anyrecord required to be made, kept and rendered for examination orinspection under Part 163.2 or any other provision of this chapter […]

Question: According to CFR Title 19 § 163.5 (Methods for storage of records) specific steps need to be taken in order to be approved to digitize (scan electronically) import documents for record retention purposes.   Can the membership advise on the following?:   Is there a similar requirement for export documents (assuming EAR-99, NLR)?   If so, where […]

Question:   I would like to ask the greatest ICPA member communities if anyone willing to share the letter template and verbiage to notify CBP Regulatory Audit Division in Miami Florida of alternative method of storage,  

Question: If the broker scans the entire entry package of import documents andsends via email to us: are these considered original documents?  The brokerhas printed, then scanned the documents.  What documents must be keptas “original”?

Question: Quick question for the membership about record keeping.  Let me preface the question by saying we do not operate an FTZ however we do have a custodial bond.   Through some company re-organization I came across a load of files (7512, HAWB/OBL, Invoices and Packing lists) for in bond shipments.  I’m considering  throwing them […]

Question: I have read conflicting information on notifying customs if you are considering electronic storage of import documents.  I have read a couple articles on the customs website that you must notify customs that your company is moving to electronic data storage.  I have also read on several consulting websites that this is no longer […]

Question: OK, what gives with keeping records of U.S. exports of data that are non-licensable?  Every company I’ve talked to seems to keep records (some sortof log) of data exports which are licensable (BIS license, BIS exception,ITAR license, ITAR agreement etc.).  However, I have yet to find anyone whokeeps records of ALL exports of data.  […]

Question: We have recently notified reg audit of our intention to store our customs records via an alternative storage method.   (PDF’s on a company network off of CD’s received from our customs brokers)  They have indicated in a letter back to us that we must we must paraphrase (verbatim) all six standards listed in 19 […]

Question:   We are having issues on recordkeeping requirements for export records. Presently we keep our records electronically in a backed up drive. We now have a situation where we have a new situation where we are consolidating large orders. Scanning these larger orders is very labor intensive. We are looking at keeping these orders […]

Our company has global reach and we currently export goods from the States to our Asia Pacific, EMEA and Canadian markets. We currently keep export docs on a Sharepoint site, however with the business growing and changing, our export compliance and the relationship with our export freight forwarder will now be handled by each region […]