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Information Technologies and Communication Board Decision

02According to the “Procedures and Principles for Security Measures Regarding Consigments” approved by Information Technologies and Communication Board Decision No. 2016 / DK -YED / 517 as of 1 April 2017, the following articles must be observed without exception.



A- INFORMATION TO BE OBTAINED DURING RECEIPT OF CARGO:

The following information must be collected and recorded when accepting cargo.

1- Determination and confirmation of the sender identity:

The identity of the sender must be determined by collecting the following information which need to be verified with the sender’s R.T. Identity Card or Population Registry Certificate, Driver’s License, passport or equivalent document for foreign nationals or other documents granted by authorities of R.T. which enable the verification of identity. If there is an ongoing working relationship with the sender (customer with a contract) it is not obligatory to collect this information every time.

a) If the sender is a natural entity (individual, person):

• Name surname
• R.T. identity number
(passport or equivalent document number for foreign nationals or other document numbers which enable the verification of identity)
• Full address information
• Telephone number
• Name, surname of the recipient (Full title if the recipient is legal entity) And full address information If the person declared as the sender is sending the cargo on behalf of another person, the same information for this person shall be collected.

b) If the sender is a corporate identity (company) without a contract with MNG Kargo (Organizations, Companies, Associations) :
• Full title
• Tax identity number or central registration system number
• Full address information
• Telephone number
• The name, surname, R.T. identity information, address, telephone number of the natural person sending the mail on behalf of the legal entity (passport or equivalent document number for foreign nationals or other document numbers which enable the verification of identity)
• Name, surname and full address of the recipient (Full title if the recipient is legal entity)

 2- Declaration of Consignment contents and control:
– The customers sending cargo without a contract (at the branch and customer’s address) are asked to make a declaration regarding the contents of each cargo separately before the cargo is accepted.

– Confirmation of the declaration is confirmed by checking the content before the customer. Content information is recorded. (3 pieces of clothing in 1 package, 3 pieces of electronic goods in 1 piece of package, etc.)

– The mail of customers with contracts and product notes are not checked for content, however in cases where a suspicion concerning the transport of hazardous goods is manifested the contents shall be checked in the presence of the customer. In cases with multiple consignments, a random check shall be carried out on

• half of the consignments if the number is more than 1 and less than 10,
• on 10% of the consignments if the number is between 10 and 100 with the minimum number being 6
• on 5% of the consignments if the number is more than 100 with the minimum number being 10 In the presence of the customer and recorded. If there is any suspicion that a prohibited item is to be transported after the cargo has been accepted, official security officers are informed and the content check is carried out together with the security officers. Cargo that does not conform to content delivery standards and the customer statement and that is not allowed to be checked for content shall not be accepted. Information regarding the name, surname, R.T. identity number of the personnel checking the contents of the cargo at the branch office or at the customer’s address shall be recorded and kept for at least 2 years.

B- INFORMATION REQUIRED TO BE OBTAINED DURING CARGO DELIVERY Collection and recording of the following information on delivering the cargo to the recipient is mandatory:

a) If the recipient is a natural entity (individual, person):
• Name – Surname
• Full address information
• R.T. identity number
• Identity determination
• Signature

b)If the recipient is a legal entity (company):
• Name – Surname of the authorized person
• R.T. identity number
• Stamp and Signature
• The person taking delivery of the cargo on behalf of the legal entity must be equipped with an authorization certificate from the recipient.
• On delivery of the cargo a noted is marked on the delivery roster in terms of ‘identity is available in our records’ and the person’s name and surname are written and the cargo is delivered in return for a signature. The authority certificates must be updated every 6 months.
• If the cargo recipient or the authorized person taking delivery of the cargo on behalf of the recipient is a foreign national, the number of their passport or equivalent document number or the number of other documents issued by the competent authorities of R.T. which enable the verification of identity shall be collected, their names, surnames shall be written and the cargo is delivered against a signature.

C- SETTING UP A CAMERA SYSTEM
A camera system shall be set up in all branch offices and agencies accepting cargo and the recordings shall be kept for a minimum period of 1 month and presented to relevant authorities when required.

Click for Information Technology and Communication Board Decision 2016 / DK – YED / 517

February 28, 2016