The most popular question I get in an email is: How can we get certified?
This article is intended to give you enough information to get started.
The information is not in any particular order.
Choose your Audit Body
This may be pretty difficult if you are not familiar with the certification process. Companies that are certified to ISO 9001 or ISO 45001 will normally ask their current certification partner if TAPA certification is possible.
The TAPA website has a list of authorized certification companies that can conduct TAPA certification audits. They also have the names of all the authorized TAPA certification auditors that might be able to help you in your local language, or otherwise give you additional information.
Read the TAPA Standard
It is very important to read the TAPA standard applicable to your certification and decide if you can meet the requirements. Normally all requirements are mandatory, but there is a waiver process if it is impossible to achieve compliance. For example, an air freight office at the airport will not be able to install a fence around the building.
Pay TAPA Fees
Full TAPA Members pay an annual fee directly to the TAPA organization. There are a list of benefits on the TAPA website to explain the advantage of full TAPA membership. Smaller companies may decide to pay the non-member fee of 499 euros per three year certification audit. This means that the company will pay TAPA 499 euros one time for the three year certification period. If the company recertifies in year 4, then a new payment of the non-member fee is required. Please contact TAPA and ask for their full member and non-member fees… or send me an email and I will tell you.
Exception to TAPA Fees
A secure truck parking facility does not need to be a full TAPA member and does not have to pay the non-member fee at this time. TAPA wants to promote secure parking facility certifications. Therefore, the fees are waived at this time. It could change in the future. The secure parking facility will still need to attend the PSR training. Please contact TAPA for the PSR training costs.
Mandatory TAPA Training
The person responsible for managing the TAPA security program at your company must attend the online TAPA training course. Each of the TAPA certification schemes have their own training course. If the company wants FSR certification for the warehouse, then the FSR training is required. If a company want to certify their trucks and trailers, then the TSR training is required. If the company wants PSR certification for their truck parking facility, then the PSR training is mandatory.
Training is free for full TAPA members. If your company only paid the non-member fee, then the training has a cost – Please contact TAPA and ask for their non-member training costs… or send me an email and I will tell you.
TAPA Training Certificate
At the end of the TAPA training course, there is a test. The test is multiple choice. Nearly all questions are exactly like the text in the applicable standard. You are allowed to use the standard to look up answers during the test. The test has 40 questions and lasts 90 minutes. The trainee must achieve 80% to pass the test. Don’t panic! It is open book!
At the end of the test, the trainee will download a copy of his training certificate. The certification company will ask for a copy of the training certificate.
Write the Work Procedures
The TAPA standard mentions a number of requirements that say the procedure, policy, appointment, etc. will be written. Therefore, you must have a documented work procedure if it is required in the standard. If a procedure requires a form, then the form must be developed, such as a key control form, ISO 17712 seal management, out processing checklist, CCTV daily function checks, etc. In short, if there is no evidence of compliance, then there is no compliance.
Driver’s Handbook
If the company wants TSR certification for the transport activities, the company must have a Driver’s Handbook with everything the driver needs to know. The Driver’s Handbook will have all the information and work procedures for the driver.
Master List of Vehicles
If your company wants TSR certification, you must write a Master List of Vehicles. The content of the Master List of Vehicles is documented in the TSR. Each element of information must be included on the Master List of Vehicles. Some IABs may have a form for you to document the Master List of Vehicles.
Internal Self-Assessment
The company must conduct an internal self-assessment or internal audit regarding the applicable TAPA requirements. This is the best way to determine if your company is ready for the external certification audit. It is very important, especially if there will be a remote audit, that the names of the work procedure, process, and / or form are documented… and where those work procedures, policy letters, forms, etc. are located. If everything is documented in a big general work procedure, then cite the paragraph number or page number where the procedure is documented.
Identified Self-Assessment Problems
During the self-assessment process, it is probable that you find problems that will cause you to fail the certification audit. Be sure to make all corrective actions to solve any issues found during the internal self-assessment before the external certification audit.
Inspect the Physical Security
Physical security inspections are the most important aspect to any security audit – be it a self-assessment or certification audit. The FSR will concentrate on the doors, alarms, access control, CCTV, dock doors, fence, reception and dispatch offices, guard facilities, panic buttons, etc. The TSR is much easier and concentrates on the trucks and trailers and look at the communication devices, alarms, doors, locks, etc. The PSR concentrates on the facility itself such as the fence, gates, lighting, access control, and facilities for the drivers.
Proof of Compliance
A theoretical answer is not acceptable for a TAPA certification audit. If a process is required, then the written process will be shown to the auditor. The same with any policies, forms, control sheets, appointment letters, etc. If locks, doors, and alarms are required, then the locks, doors, and alarms will be inspected. Emergency doors will be opened. Alarms will sound. Be prepared to show and demonstrate how your company complies with the requirements.
Training Program
The training program must be developed for all employees. Training topics should include robbery response, security awareness, information security, drivers training, and training regarding all of the important processes that create your security program. The employees should know about the security policy, what to do in an emergency situation… or at least know where to go for help. The training should not be limited to warehouse employees. Office workers, sales persons, drivers, management… everyone should get security training. Records of the training should be maintained with the signatures of the persons who attended the training.
Contact the IAB
Contact the Independent Audit Body. Explain what type TAPA certification you desire. The company will probably ask you to fill out a form to give them the information they need to create an offer for you. After you review the offer, you must send the signed offer back to the IAB. They will then assign an auditor to start working with you and your company.
Do you Want An Offer?
Download and fill out the form below. Send me the form by email. I will ask the Sales team at Bureau Veritas Certification to prepare an offer for you.