Step 1: Receiving Your Seals
1.1. Thoroughly inspect your seals upon receipt. The integrity of the seals relies on their unique markings and numbering.
1.2. Confirm that you have received the correct quantity, type, color, markings, and numbers.
1.3. Take note of any errors or discrepancies and report them immediately to your supplier or our office.
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Step 2: Seal Inventory Maintenance
2.1. Store your seals in a secure location, limiting access to responsible individuals. Maintain a record of the issuance of each seal.
2.2. Assign responsibility for seal inventory control to a specific individual or department.
2.3. Determine the rate of seal usage and plan a reordering date at least six weeks in advance of depleting your stock.
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Step 3: Seal Handling and Usage (Also See Specific Instructions for This Seal)
3.1. Familiarize yourself with the locking procedure, design, and features of your security seal.
3.2. Distribute seals only to authorized personnel who are properly trained in their handling.
3.3. Thoroughly document all seals removed from storage.
3.4. Apply seals securely following the instructions for the specific seal model you are using. Record any problems or unusual visible damage, such as bent hasps, worn holes, or cosmetic damage to seals during application.
3.5. After use, completely destroy the seals. DO NOT SIMPLY DISCARD THEM OR LEAVE PARTS OR CUT SEALS INTACT; ideally, return them to a central facility for destruction by an authorized and trained inspector.
3.6. Provide training to all individuals who will handle or inspect these seals, informing them about your procedures and policies.
Step 4: Seal Inspection (Also See Instructions for This Seal)
4.1. Thoroughly inspect seals at the locking point and at the destination before cutting them. Add additional inspections as required by your usage.
4.2. Confirm that the seal was locked and intact when it left your control.
4.3. For long-term use seals, such as utility meters, valves, and secure areas, schedule regular inspections at least annually.
4.4. Inspections should include both visual examination and physically pulling or turning the seal to ensure it is properly locked and intact. Refer to the provided directions and specifications for the specific seal type you are using.
4.5. Report any irregularities, open or damaged seals, and replace them if needed.
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Step 5: Keeping Records
5.1. Maintain a record of your seal inventory on a log sheet or inventory control sheet, whether in printed or electronic form.
5.2. A comprehensive system should include three sets of data: 1) Inventory and issuance information, 2) Usage and application information, 3) Destination or removed-from-service data.
5.3. Issuance data should include at least the seal number, issuance date/time, issuer, assignee (person, container number, meter number, or location), and any organization-specific usage information, such as departments, projects, or client references.
5.4. Usage and application data will vary depending on your purpose but should include the seal number, the person applying the seal, the date/time of locking, and the seal's assignment.
5.5. Destination or removed-from-service information is recorded when the seal is either turned over to the authority of another party, cut and removed at the transport destination, cut and removed when unscheduled entry is required, or when its usage time has expired.
Let Us Help
Examples of logs or record-keeping forms are available from us for your specific application. For advice or assistance with any aspect of seal use, seal selection, or security practices, please feel free to contact us.