Issue Date: 10.07.14
Date of Effect: 10.07.2014
Review Date: 10.07.2016
Name: Baden Pearse
Position: Field Operations Manager
Section: Food Exports
Ph: 07 3246 8764
e-mail Baden Pearse
Name: Edwina Mulhearn
Section: Certification Integrity Unit
Ph: 02 6272 4152
e-mail Edwina Mulhearn
To outline the requirements for establishments, operating under the control of a State or Territory Regulatory Authority (SRA), wishing to export meat, meat products, edible offal and runners to countries accepting the Australian Standard for the Hygienic Production and Transportation of Meat and Meat Products for Human Consumption (AS 4696) and the Australian Standard for the Hygienic Production of Game Meat for Human Consumption (AS 4464).
All export-registered meat and wild game establishments, and licensed meat and wild game meat exporters and domestic establishments seeking access under the Export Registered Australian Standard Meat Establishment system. The species covered are cattle, buffalo, camel, sheep, goat, horse, pig, deer and wild game.
This Notice supersedes Meat Notice 2003/12.
|Approved Arrangement||the arrangement for the meat business that is approved by the regulatory authority. Such documents are referred to commonly as Food Safety Plans but may have different names in the various jurisdictions|
|AS||the Australian Standard for the Hygienic Production and Transportation of Meat and Meat Products for Human Consumption (AS 4696) and the Australian Standard for the Hygienic Production of Wild Game Meat for Human Consumption (AS 4464)|
|Critical Non-Compliance||a failure to comply with relevant regulations in AS and the Export Control Act and related Orders that results in the preparation, export or certification of meat or meat products that are not fit for human consumption, their integrity is compromised or that does not meet relevant importing country requirements.|
|ELMER||the Department’s website:
Electronic Legislation, Manuals and Essential References.|
|EXDOC||the Department’s electronic export certification system|
|MICoR||the Manual of Importing Country Requirements found within ELMER|
|SRA||the State or Territory Regulatory Authority (SRA)|
|The Department||the Australian Government’s Department of Agriculture|
Since 2003, domestic meat establishments have been able to be registered to export meat and meat products to applicable markets. This arrangement, referred to as Tier 1, recognizes that some markets accept product prepared in accordance with the relevant AS and where the establishments have oversight by a SRA.
Other export markets require that export registration and oversight of establishments is administered by the Australian government and this is referred to as Tier 2.
Under current administrative procedures, an Establishment cannot be registered both for Tier 1 and Tier 2 simultaneously.
Since the original Notice (2003/12) was issued, new regulations, the Export Control (Meat and Meat Products) Orders 2005 and the Export Control (Wild Game Meat and Wild Game Meat Products) Orders 2010 have been promulgated. Therefore, the legal reference points have changed. This Notice reflects those changed references.
There have also been some market access problems created by the dual government/ commercial certification systems for halal product. To ensure continued market access it has been decided to only use the Australian government system when product is described as halal in the trade description.
The Department will actively promote the AS to export markets. Export registered establishments that meet the AS are able to export to those markets that accept product produced under the AS and the Department will provide the appropriate certification. Where importing countries have additional requirements and/or endorsements these will be notified in the Manual of Importing Country Requirements (MICoR).
Any product described as halal for export must be certified under the Australian Government Authorised Halal Program.
Australian Standard (Tier 1) establishments will operate under the supervision and control of the relevant SRA. Initially, the Department shall verify that the SRA has systems in place to discharge its responsibilities, shall verify the individual establishment’s compliance against the AS and the Approved Arrangement and register the establishment for export. The Department will certify product exported from those establishments. On a regular basis, the Department will verify the SRA’s ability to ensure that compliance with the AS and Approved Arrangement is assessed and any non-compliances are dealt with appropriately.
Those markets accepting Australian Standard product are listed in an electronic data base called MICoR. This is available on
MICOR. A password is required to access this database and the application form is available on the MICoR homepage under “questions and answers”.
Countries that accept product from a Tier 1 establishment can be identified by the use of the phrase within the Operational Requirements section under the subheading General Operational Requirements:
“This country has no known specific requirements for general operations that differ from the relevant Australian standards”.
The list of countries accepting Tier 1 product is found in Attachment 1. For the most up-to-date list of these countries, consult your Area Technical Manager or Food Safety Auditor.
The operations will be registered under the Export Control Act 1982 and operate under an Approved Arrangement issued under Schedule 2 of the Export Control (Meat and Meat Products) Orders 2005 and theExport Control (Wild Game Meat and Wild Game Meat Products) Orders 2010. The instrument of approval will reference the establishment’s existing Approved Arrangement under the AS and any additional elements required to enable the Department to provide export certification.
The SRA provides audit services to these establishments to assess continued compliance.
The Department has developed service delivery agreements, such as a Memorandum of Understanding/Letter of Exchange with each SRA setting out the expectations of each party.
Establishments wishing to be registered under this export model must apply through their SRA for export registration to markets that accept product produced to the AS. Once the SRA has agreed that the applicant is meeting all the requirements of the state food safety regulations and the Australian Standard, the establishment shall submit an Application for Registration (EX26, available from the Department).
The Department and the SRA will then undertake a combined audit of the establishment and its operations against the AS and the SRA audit and control system for that establishment. The additional elements that are required to ensure product integrity and eligibility for certification as described in the Approved Arrangement section below will also be audited. Upon satisfactory completion of the combined audit, the registration application (EX26) will be submitted for consideration.
The Department will issue a registration number and Export Registration Certificate which records the details of the establishment, the Approved Arrangement, and the persons who manage and control operations. Except for wild game meat, the establishment must be accredited by AUS-MEAT in the use of the Australian Meat Industry Classification System (i.e. the meat description language used to identify all export beef, sheep and goat meat, meat products edible offal and runners).
To comply with the AS, the establishment must have an Approved Arrangement (a documented management plan including food safety based on HACCP). For the Department to be able to certify product, additional items need to be included within that plan. These items involve product identification, and maintenance of the integrity of the product throughout the preparation processes until the actual export of the product.
The additional items for inclusion within the Approved Arrangement are:
- Meat Notices
- The Department issues Notices to inform establishments and staff of new requirements. When these notices apply to Tier 1 establishments this will be indicated in the scope statement of the Meat Notice and the establishment must amend its Approved Arrangement to reflect required changes, where applicable.
- Product integrity
- A system (inventory control, segregation, identification, use and control of official stamps) that ensures that only product eligible for a particular market is exported to that market. The use of Meat Transfer Certificates (see definition) is required for export eligible product.
- Maintenance of the integrity of product in export containers through security of the containers with official government seals applied after loading.
- Halal (if appropriate)
- Meat or meat product described as halal within the trade description must comply with the Australian Government Authorised Halal Program. In these cases, the Approved Arrangement must comply with the Halal Meat Notice.
- Export Certification:
- A procedure for obtaining and completing the following documents and certificates that ensures that only product eligible for a particular market is exported to that market.
- Export permit documents (through EXDOC)
- Export Health Certificates (through EXDOC)
- Government Halal Certificates.
Instrument of Approval
After the Approved Arrangement has been approved by the Field Operations Manager, they will generate an Instrument of Approval which will be provided to management.
A guide has been produced to assist establishments with additional items that may be required to be covered within their Approved Arrangements. This guide is at Attachment 2.
A number of administrative requirements need to be instigated once the company has been given the Australian Standard Export Listing.
Meat Transfer Certificates and Halal Certificates are ordered from Blue Star IQ once the establishment is export registered (fax 02 9795 1222 - Customer Service Help Desk 02 9795 1200).
Container seals are ordered from the regional office in each respective state:
| Queensland||PO Box 222, Hamilton Central, QLD 4007||07 3246 8755|
| New South Wales||PO Box 657, Mascot, NSW 1460||02 8334 7444|
| Victoria||PO Box 1006, Tullamarine, VIC 3043||03 8318 6700|
| South Australia||PO Box 63, Export Park, SA 5950||08 8201 6000|
| Western Australia||PO Box 606, Welshpool, WA 6106||08 9334 1555|
| Tasmania||3rd Floor, 163-169 Main Rd, Moonah, TAS 7009||03 6233 3352|
The ‘Australia Approved’ stamp [Clauses 13.12 and 13.13 of the Export Control (Prescribed Goods General) Orders 2005] is to be used on product produced under this arrangement.
In the Export Control (Meat and Meat Products) Orders 2005 and the Export Control (Wild Game Meat and Wild Game Meat Products) Orders 2010 there is no requirement to deface the ‘Australia Approved’ mark on meat that is not intended to be exported. The proof of whether ‘AA’ product has remained eligible for export will be the presence of a covering Meat Transfer Certificate or Request for Permit.
Stamps are ordered from an approved stamp manufacturer by completing an Application for the supply of Official Marks and Marking Devices (EX 92) form. This form must be signed by a Department authorised officer before being submitted to the manufacturer.
Documentation - EXDOC
The electronic documentation system, EXDOC, will issue the appropriate certificate with applicable endorsements for countries that will accept product produced under the Australian Standard. These can be found in MICoR under specific country requirements.
The system accepts details of proposed exports from exporters, links that with the results of inspection of product, and where product is eligible, issues export permits, health certificates, certificates as to condition and phytosanitary certificates to enable export. The relevant regional office, Documentation and Registration Section, can be contacted should further information be required on certification.
The software to communicate with the EXDOC database is available through commercial providers. Information regarding these suppliers can be found at
EXDOC Software Suppliers - Contact Details. This is not necessary if exporting from another export registered establishment, such as a cold store, that has the infrastructure to carry out this function on the exporter’s behalf.
Export Licence Requirements
Australian Meat & Live-stock Industry Act 1997 a meat export licence is required if edible meat/meat products of cattle, sheep or goats are to be exported. Information on obtaining a meat export licence is available on the Department’s website at: www.daff.gov.au/biosecurity/export/meat/elmer-3 or by phoning 02 6272 5637.
NOTE: A meat export licence is not required for meat from other species. However it is mandatory to purchase these products from a registered establishment and comply with the Export Control Act 1982.
Auditing of Tier 1 Establishments
In accordance with the service delivery agreement between the Department and the SRA, the SRA will ensure that the establishments are compliant and audited. SRA auditors must meet the competencies outlined in the National Regulatory Food Safety Auditor Guidelines. The SRA through their normal process will handle any deficiencies found. If there are critical food safety deficiencies or a deficiency that may compromise the integrity of the goods and therefore the ability of the Department to maintain ongoing certification, then the authority will notify the Department. The Department, in conjunction with the relevant authority, will review that establishment’s eligibility to access certification.
Where there are non-compliances identified by either the SRA audit system or by the Department, the SRA will ensure that appropriate corrective action is undertaken or sanctions are applied to the establishment.
Where there is a critical non-compliance, the Department must be informed immediately through the Certification Integrity Unit. The Department may consult with the relevant SRA in regards to the regulatory actions applicable to the critical non-compliance.
The Department’s Export Meat System Sanctions Policy, as well as the Memoranda of Understanding/Letters of Exchange between the Department and the SRAs, will provide guidance as to the actions to be taken in the event of a critical non-compliance.
The department and the SRA will notify the other party of any known rejections, by importing countries, of product from Tier 1 listed establishments.
The Department will assess the adequacy of the state or territory control systems as described in the Memorandum of Understanding/Letter of Exchange between the Department and individual SRAs.
Importing countries may also opt to audit the Tier 1 system. Any issues of concern will be followed up through the SRA.
Processing and/or Storing Meat from an Export Registered Australian Standard Establishment
Other export registered meat establishments can source meat produced under this arrangement for storage and/or further processing. The meat must be accompanied by a Meat Transfer Certificate. The Approved Arrangement of these establishments must be amended to allow the handling of this meat.
These establishments need to be able to demonstrate how they ensure that meat produced in accordance with this Notice is exported only to the markets that accept product produced according to the AS (including identification, physical segregation and inventory control).Where the incoming product complies with any additional importing country requirements such as halal, this shall be indicated on the incoming Meat Transfer Certificate.
Where the incoming material for further processing before export is identified with the ‘Australia Approved’ mark, then the finished product produced from this meat must also be identified with the ‘Australia Approved’ mark.
Management of Meat Establishments:
- Where establishment management wish to produce, process or store meat for export under the AS, it should apply to the SRA for an Australian Standard export listing.
- The management needs to amend its Approved Arrangement, to cover the receival, production, identification, integrity, storage, loading and/or processing of export eligible meat.
- The Approved Arrangement must ensure that meat is not exported to a market that it is ineligible for, either as a single ingredient product or as part of a processed food product. This includes but is not limited to:
- meat that is ineligible for export (eg from establishments not registered for export) is segregated and controls are in place to prevent its entry into the export chain
- meat that is eligible for markets accepting the AS (as per this notice) is segregated and controls are in place to prevent its export to markets for which it is ineligible
- The management needs to participate in the initial and regular audits once the establishment is export registered.
SRA is required to:
- Recommend to the Department that the establishment is suitable for Tier 1 registration and inform the Department when the establishment is ready for the initial audit.
- Manage auditing of these establishments to assess continued compliance.
- Participate in the witness audits with the Department.
- Immediately inform the Department through the Certification Integrity Unit of any critical non-compliance or unacceptable audits involving food safety or product integrity.
The Department Area Technician Manager is required to:
- Assess, recommend and approve where appropriate, Approved Arrangement amendments on existing export establishments to cover the receival, storage, and processing of export eligible meat sourced from establishments registered under the Australian Standard export system.
Note: This is only applicable where an independent export registered facility that uses the Department as its primary competent authority for verification purposes wishes to receive, process or store meat that has been produced in accordance with this Notice.
The Department Field Operations Manager:
- After a recommendation from the SRA, conduct initial audits of establishments wishing to operate under the Australian Standard export system.
- Process applications for registration (EX 26), Instruments of Approval, and applications to produce official marks (EX 92) and deal with all other operational matters that may arise in establishments operating under the Australian Standard export system.
Dr Glen Edmunds
Export Meat Program
10 July 2014
Attachment 1 Australian Standard Market Access
At the time of writing this meat notice the Department of Agriculture was able to certify exports of meat and meat products from Australian Standard export-registered State regulated establishments to the following markets:
|EG||Egypt (subject to inspection visit and listing)|
|ID||Indonesia (subject to inspection visit and listing)|
|PG||Papua New Guinea (subject to listing)|
|AE||United Arab Emirates (not including slaughter)|
Note: this list is subject to change.
It is the responsibility of the Australian Standard export-registered
establishment to review their approved arrangement against the Manual of Importing Country Requirements to ensure that they meet the requirements for listing eligibility and produce product to the market access requirements.
Attachment 2 Australian Standard Exports - Implementation Guidelines
Approved Arrangements Inclusions
The following items must be addressed to the satisfaction of the state or territory authority within the Approved Arrangement. The Department will verify that the amendments are appropriate and will issue an Instrument of Approval.
Meat Transfer Certificate (MTC) – a transfer certificate in a form approved by the Secretary of DAFF.
Notice of Intention (NOI)/Export permit – the NOI is the document required to be completed informing of the intent to export goods. The Export Permit is the permit signed by an RFP Validator as listed in the list of persons who ‘manage and control’ an establishment that accompanies the goods to Customs allowing them to clear the goods for export.
Request For Permit (RFP) – an electronic version of the Notice of Intention and Export Permit. All information is supplied electronically to the Department.
Meat Authorised Signatory – persons authorised to sign export documentation including MTCs and/or who perform some of the functions of an Authorised Officer under the Export Control Act and its subordinate legislation. Approval is obtained through being nominated in the Approved Arrangement.
RFP Validator – authorised signatories who are approved to validate Requests for Permits (RFPs) or sign Export Permits. Approval is obtained through the Application for Registration (EX26) and having the necessary amendments to the Approved Arrangement.
This document provides a guide to the outcomes required within the Approved Arrangement with respect to the export documentation that underpins the Department’s certification process, and the halal requirements that underpin the Department’s halal certification.
The objective of this program is to ensure that product eligible for specific markets maintains its eligibility for that market. The documented section within the approved arrangement should address:
- Inventory – inventory control of product entering, produced in and removed from the establishment. Product consists of edible meat, offal and meat products, animal food and pharmaceutical material. A brief description of the system with copies of the various reports available should be attached, for each stage of the operation. Examples of records include kill sheets, slaughter floor scale summaries, boning room summary, batch sheets for meat products establishments showing yields, load out invoices or waybills.
Where product is eligible for a specific market, the program should also show how this product is identified, kept separate to product not eligible for that market, and how it is identified in the inventory system.
- Export Documentation - documentary control of product entering and/or leaving the establishment (use of MTCs and Requests for Permits). Export documentation may only be ordered (where appropriate) by a person listed in the establishment’s registration details. Requests for Permit can only be validated by persons who have been recognised in the establishment registration. MTCs may only be signed by persons authorised by the company within the Approved Arrangement to do so.
Transfer of export product within Australia - export eligible product must always travel between export-registered establishments under the cover of an appropriately endorsed MTC. A copy of the MTC cover sheet instruction is at the end of this guideline for information.
Where there is a discrepancy between the MTC and what is actually received, there must be a non-conformance reporting system in place detailing the investigation of the problem, the actual or recommended disposition of the product, and what will be done to minimise the risk of similar occurrences in the future.
- If it is determined to be a clerical error and the records can verify that, then the incident is dealt with between the establishments concerned and the information kept for audit purposes.
- Where investigations reveal that there may have been possible criminal activity such as interference with the goods, or substitution, then the state or territory authority must be informed.
- If the state or territory authority is satisfied that there has been no criminal activity then they can deal with the matter within their system. If they believe that there may have been criminal activity then the Department must be informed. The state or territory authority will still deal with the matter within their system but the Department has to consider any certification implications.
Export of export eligible product - Requests for Permits (RFPs) are generated electronically using the EXDOC system. They are only required where product is exported directly from the establishment. When the RFP Validator is satisfied that the goods to be exported meet the AS and any additional importing country requirements, they shall ‘approve’ and electronically ‘validate’ the export permit by entering container numbers and official seal numbers (except for some air freights). The Department’s EXDOC system will automatically generate an export certificate (attachment 4).
Where an establishment does not have immediate access to the EXDOC system, they will need to make contact with the Department through the state or territory authority to put into place interim arrangements until they have access.
Security Seals - ordering, security and reconciliation of official container seals - official seals may only be ordered by a person listed in the registration who manages or controls the day to day operations. The ‘bullet’/ ‘one seal’ and tyden seals are the prescribed official marks for sealing containers of meat that are exported. An official seal is used to seal the container prior to export (‘One’ seals for shipping containers, and ‘Tyden’ or ‘One’ seals for air freight containers). An authorised signatory is responsible for the security of these official marks/security seals. An RFP validator must routinely reconcile (at a minimum weekly), the use of these seals with the number left in store,
Product travelling between export-registered establishments is not required to be sealed.
A logbook system would be appropriate for receipt and daily control of seals; an example of a page is attached for information. All damaged or broken seals must be kept for the state or territory authority audit to verify the control of seals.
- Non-Export Meat Program – This program is required if the establishment wants to receive, store and/or process non-export eligible meat. It contains details of how product that is not eligible for export is prevented from being exported. The system may rely on physical, time and/or space separation. It is expected that this section will cross-reference the establishment’s inventory control system. These programs are usually more applicable in meat products establishments and occasionally in independent boning establishments.
The authorised company persons are responsible for and must control the use of the official stamps and ensure that they are used only on eligible product. The documented section should address:
Security, use of and reconciliation of official stamps is by an authorised signatory. This could be in the form of a daily issue book showing the authorised signatory issuing the stamp to the person in the section for the application of the stamp.
The ‘Australia Approved’ or the ‘Halal’ stamp will not need to be defaced if the product is directed to the Australian domestic market (‘abandon the intention to export’ is the legal term). Note, however, that the ‘Australian Inspected’ stamp on packaged product is still required to be defaced when the intention to export is abandoned.
Halal Program (Mandatory for those establishments producing halal product for export)
The objective is to ensure that product is slaughtered according to the religious rites with due regard to animal welfare and once slaughtered is maintained separate to product that is not halal. It should address:
- Humane stunning and slaughter: for guidance see the National Animal Welfare Standards at Livestock Processing Establishments Preparing meat for Human Consumption
- Identification of the Approved Islamic Organisation
- Provision of registered Muslim slaughtermen
- Identification and segregation of halal and non-halal products
- Monitoring of the slaughter process and segregation throughout the whole production process
- Corrective Action to be taken when elements of the program are not followed
- Ordering, security, daily control (signed log-in/out) and reconciliation of the ‘Halal’ stamp (metal, rubber, computerised and/or pre-printed). The same controls apply to the official halal stamp as apply to other Department Official Marks. The halal mark is not required to be defaced if the product is sent to the Australian domestic market.
- Halal Certificates - ordering, security, issuing and reconciliation of the ‘Halal’ certificate only by an Authorised Signatory of the establishment.
For further detail see Meat Notices 2009/08, 2012/2 and 2013/08.
|Seals Received from the Department of Agriculture||Total Seals On Hand Brought Forward from previous page:|| |
|Requisition Number ||Numbers From - To ||Signature of Receiving Officer||Total|
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|Total Of Seals Brought Forward And Received (A)|| |
Seals Issued and Used Each Day
|Seal Number||Date issued||Container Number||Damaged, destroyed, or Missing||Progressive total of seals used||Signature|
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I certify that the number of seals on hand is as detailed in this register.
Total seals on hand
(A - B)
Export Registered Australian Standard Meat Establishments Instructions for Completing Meat Transfer Certificates
A separate certificate must be completed:
- for each transfer of export eligible product from one registered establishment to another.
- where product is continually transferred to another registered establishment that shares a physical boundary with the consigning establishment, one MTC per day is permitted as long as each load is covered by a way bill that adequately covers the requirements for consignment description detailed below and these way bills are cross referenced to the MTC.
Details to be Completed by Owner / Agent
Description of Consignment
- a full and accurate description of the goods including slaughter dates (for chilled carcases or when required by importing countries) and processing dates (when different to day of slaughter) must be included.
- Each specific product type must have a separate entry addressing all the criteria. Specific product types are differentiated on the basis of slaughter establishment, slaughter date, processing date, unique trade description (e.g. bull, cow, ox, Grain fed, striploin, trmg etc.), and market eligibility (e.g. EU, Halal, etc.).
- Separate sheets may be attached instead of completing the details in the space provided, one each to be attached in a secure manner to the duplicate and triplicate of the certificate. In such an event the Export Meat Transfer Certificate must be endorsed with the words ‘see attached’ and each separate sheet must be endorsed with the words ‘see MTC No.¾ ‘ then signed by the owner / agent. The waybills must indicate how many there are that are attached (i.e. 1 of 2, 2 of 2)
- The number of carcases; or number of packages and total weight(kgs) for each product type must be stated in numerals and words.
- The ‘Description of Consignment’ entry must be ruled off immediately below the last entry.
Specific Market Eligibility
The specific market eligibility of the product must be stated in this box for the product covered by the MTC. For example. ‘This product is eligible for countries that accept the Australian Standard.’, ‘This product is suitable for Halal’, Where a plant is listed for a certain market but the product is not suitable for this market then this must be included in this box e.g. for a suspended Indonesian listing, ‘This product is not suitable for Indonesia’.
In the ‘vehicle No.’ space the vehicle registration number, container number, railway wagon number, sea-vessel name, voyage number or flight number must be stated as appropriate. For articulated road transports the registration number of the trailer must be stated. All boxes must be filed in.
# note EU is not an approved Tier 1 market
This box must be crossed out by drawing a line diagonally across the box.
Owner Agent Declaration
The authorised company official must insert his / her signature, printed surname and initials in block letters and date in the space provided.
- Any alterations to the details completed by the owner / agent must be neatly ruled out and initialled by the owner / agent who originally signed the certificate (no white-out permitted).
Details to be completed by Receiving Agent
Attestation of Receiving Agent
The receiving agent must sign, print his / her surname and initials and date the certificate. Should this attestation state that the product was received in an unsatisfactory condition a completed Unsatisfactory Transfer of Meat (UTM) form must be attached to the returned duplicate. A copy of the completed UTM form must also be forwarded to the responsible ATM.
The completed certificates must be distributed as follows
- Original and Duplicate to the Receiving Agent at the receiving establishment (with one copy of attachment).
- Quadruplicate to be filed with the reconciliation sheet at the consigning establishment by the company (with copy of attachment).
- Triplicates to be forwarded to nearest Department Office every month.
- Endorsed duplicate to be returned to consigning establishment, within 21 days, for reconciliation and filing.
- Endorsed original to be filed at receiving establishment (with copy of attachment).
All documents except triplicate to be stored on plant for three years and then destroyed.