Documentation - Introduction

Documentation - Introduction

TDG – Unit 5

Documentation - Introduction

Dangerous goods in transport must be accompanied by the physical documentation necessary to provide the information required for safe transport. The importance of ensuring that the correct information accompanies any dangerous goods in transport cannot be under estimated.
In the Clear Language Regulations, the requirements for documentation have been simplified to facilitate understanding and compliance. Changes include sections that clearly set out the responsibilities of a consignor and a carrier, as well as changes relating to particular modes of transport, for example, a section devoted to the requirement for a consist for transport of dangerous goods by rail.

Clear Language Regulations - Changes in Documentation Requirements

-The definition of "consignment" has changed. The consignor may now include any number of shipments of dangerous goods to different receivers’ on a single document.
- The contents of a shipping document have been simplified.
- There is no longer a provision for the use of a Waste Manifest.
- The requirements for a 24-hour number have been simplified.
- Electronic copies of the shipping document are permitted for record keeping and data transfer purposes.

Shipping Documents - Overview

The shipping document is a physical (paper) document that contains the information required by the Regulations regarding dangerous goods that are being handled, offered for transport or transported. The consignor must prepare a shipping document before any carrier can take possession of a dangerous good.

Shipping Documents - Overview

The TDG Act and Part 3 of the TDG Regulations require that shipments of dangerous goods be accompanied by a shipping document. A shipper (consignor) must complete and provide a shipping document before a "carrier" can take possession of a dangerous good. If applicable, the carrier must give this document, or a copy, to the next carrier until the dangerous goods arrive at destination. This is to ensure that there is always a person "in possession" of the documentation and the dangerous goods in transport.

Electronic Documentation

The use of electronic documentation is encouraged in the Clear Language TDG Regulations. A shipping document can be forwarded electronically from a consignor to a carrier, from a carrier to another carrier, and from a carrier to the next person who takes possession of the dangerous goods, in each case only when all parties involved agree. A paper copy of the shipping document must still accompany the dangerous goods at all times.
When the required information is recorded electronically, the resulting document is referred to as an electronic copy of a shipping document. A shipping document and an electronic copy of it are both referred to as shipping records. When documentation is required to be kept, it may be in the form of a shipping record, that is, on paper or in electronic form.

Information on a Shipping Document

A shipping document identifies the dangerous goods being handled, and must contain the shipping name, class, UN number, packing group, risk group, quantity and other relevant information of a dangerous good. It also indicates the phone number where a person could provide technical information on the dangerous goods, and when necessary, the emergency response plan reference number and telephone number to activate the plan.

Information Required on a Shipping Document

The following information must be included on a shipping document:

 Name and address of the place of business of the consignor;

 Date the document was prepared, or first given to a carrier;

 A description of each of the dangerous goods, in the following order:

  1. The shipping name, and immediately after the shipping name unless it is already part of it;
  2. Any dangerous goods that are subject to special provision 16 in Schedule 2, the technical name, in parentheses, of the most dangerous substance related to the primary class, and for a liquefied petroleum gas that has not been odorized, the words "Not Odorized" or "Not Odourized" or "Sans odorisant",
  3. The primary class, which may be shown under the heading "Class" or "Classe" or following the word "Class" or "Classe". For dangerous goods with a primary class of Class 1, Explosives, the compatibility group letter following the primary class,
  4. The subsidiary class or classes, in parentheses, which may follow the words "subsidiary class" or "classe subsidiaire". For transport by aircraft or by ship the subsidiary class or classes may be shown after the information required by this paragraph.
  5. The UN number.
  6. The packing group roman numeral, which may be preceded by the letters "PG" or "GE" or the words "Packing Group" or "Groupe d'emballage",
  7. For infectious substances, the risk group number, which may be preceded by the letters "RG" or "GR" or the words "Risk Group" or "Groupe de risque";
  8. For each shipping name, the quantity of dangerous goods and the unit of measure used to express the quantity, which must be in the International System of Units (SI) on shipping documents prepared in Canada, but for dangerous goods included in Class 1, Explosives, the quantity must be expressed in net explosives quantity;
  9. For dangerous goods included in any of Classes 2 to 9 that are in small means of containment that require a label to be displayed on them the number of small means of containment for each shipping name; and:
  10. The words "24-Hour Number" or "Numéro de téléphone d'urgence", or an abbreviation of these words, followed by a telephone number at which the consignor can be reached immediately, and from whom technical information can be obtained about the dangerous goods in transport.

Additional Information Required on a Shipping Document

A shipping document for dangerous goods for which an emergency response assistance plan is required must include:

  • the reference number of the emergency response assistance plan issued by Transport Canada preceded or followed by the letters "ERP" or "ERAP" or "PIU";
  • the telephone number to call to have the emergency response assistance plan activated immediately.

Additional Information Required on a Shipping Document

Additional information must be included in the following circumstances:
Domestic transport by ship: The flash point for dangerous goods included in Class 3, Flammable Liquids, and the dangerous goods that are marine pollutants, and, for a pesticide that is a marine pollutant, the name and concentration of the most active substance in the pesticide;
Flammable Solids Class 4.1 - if applicable, the control and emergency temperatures shown in section 2.4.2.3.2.3 of Chapter 2.4 of the UN Recommendations;
Organic Peroxides Class 5.2 - if applicable, the control and emergency temperatures shown in section 2.5.3.2.4 of Chapter 2.5 of the UN Recommendations,
Radioactive Materials, Class 7 - the additional information required for transport documents under the "Packaging and Transport of Nuclear Substances Regulations".

Fumigation

A means of containment, or the contents of a means of containment, that is being fumigated with dangerous goods in transport must be accompanied by a shipping document that includes the following information:

  • the shipping name, "FUMIGATED UNIT" or "ENGIN SOUS FUMIGATION";
  • the class, Class 9;
  • he UN number, UN3359;
  • the quantity of the fumigant;
  • the date of fumigation; and
  • instructions for the disposal of residues of the fumigant or fumigation device.

The quantity of dangerous goods in a means of containment may be described as "Residue — Last Contained" or "Résidu — dernier contenu", followed by the shipping name of the dangerous goods that were last contained. The description "Residue" or "Résidu" must not be used for Class 2 Gases that are in a small means of containment or for Class 7 Radioactive Materials.

Shipping Document

A shipping document may be in any form, for example a waste manifest or a company-designed form, as long as it contains all the information required in Part 3 of the Regulations.

Changes in Quantity

If the quantity of dangerous goods or the number of small means of containment changes during transport, the carrier must show on the shipping document, or on a document attached, the change in the quantity of dangerous goods or the number of small means of containment. How the carrier shows the change in quantity is the carrier's choice.

Additional Documents Required - Air

When all or part of a consignment of dangerous goods is destined for air transport, there is a requirement to use a specific form for shipping documents. The Shipper's Declaration for Dangerous Goods is required for domestic and international air shipments. The declaration must be completed in accordance with the International Civil Aviation Organization Technical Instructions (ICAO Technical Instructions). A sample of this document can be found in section 8.1.7 of the International Air Transport Association regulations (IATA regulations).

Additional Documents Required - Rail

When a train includes a railway vehicle containing dangerous goods for which a placard is required to be displayed an additional document called a"consist" is required. A "consist" identifies numerically the location of the railway vehicles that contain dangerous goods in a train. The "consist" is to be kept with the shipping document when being transported. The person in charge of the train must prepare and give a "consist" to a member of the train crew.

International Shipments

The TDG Regulations permit shipping documents to be prepared in accordance with other Regulations for international shipments. Reference should always be made to the TDG Regulations for additional requirements to be included on the document (i.e. emergency response plan information).

International Marine and Rail Shipments

For international marine shipments: The consignor may complete the shipping document in accordance with the International Maritime Dangerous Goods Code (IMDG Code)
For international road or rail shipments from the United States: The consignor may complete the shipping document in accordance with the Code of Federal Regulations, Title 49 (CFR 49). (Refer to Part 9 - Road and Part 10 - Rail)

Circumstances Where a Shipping Document is Not Required

A shipping document may not be required where the TDG Regulations provide relief from documentation. Exemptions from documentation requirements are found in some special cases in Part 1, (i.e. limited quantities) and in the special provisions found in Schedule 2.

Documentation – Consignor Responsibilities

The consignor must prepare and provide to a carrier a shipping document before allowing a carrier to take possession of dangerous goods for transport. As stated, if the carrier agrees, an electronic copy of the shipping document will suffice.
This is also the case when dangerous goods are imported into Canada.

Documentation - Carrier Responsibilities

According to the definitions of "carrier" and "in transport", a person who has possession of dangerous goods while they are in transport is referred to as the "carrier".

Documentation - Carrier Responsibilities

A carrier must not take possession of dangerous goods for transport unless they have the shipping document. If a carrier accepts an electronic copy of a shipping document they must produce a shipping document from the electronic copy before taking possession of the dangerous goods for transport.

Location of Shipping Document

Dangerous goods in transport are in the possession of a carrier from the time the carrier takes possession of them for transport until another person takes possession of them. While the dangerous goods are in transport and in the possession of a carrier, the carrier must keep the shipping document in the location specified as follows:

Location of Shipping Document: Road

The regulations stipulate the required location of the documents during transport for all modes of transport – road, rail, marine and air. For road transport a copy of the shipping document must be kept, as follows:

  • If the driver is in the vehicle the shipping document must be kept in a pocket mounted on the driver's door or within the driver's reach.
  • if the driver is out of the vehicle the shipping document must be kept in a pocket mounted on the driver's door, on the driver's seat, or in a location that is clearly visible to anyone entering through the driver's door.

Location of Shipping Document and Consist: Rail

The person in charge of a train transporting dangerous goods must ensure that a copy of the shipping document and, when a consist is required, a copy of the consist are kept,

 when one or more members of the train crew are present, in the possession of one of them; or

 when no member of the train crew is present, in the first locomotive.

Location of a Shipping Document: Marine

The master of a ship containing dangerous goods, or the master in control of a ship containing dangerous goods, must have a copy of the shipping document on or near the bridge of the ship. A copy of the shipping document must still accompany the means of containment for the shipment.

Location of a Shipping Document: Storage In the Course of Transportation

A carrier must ensure that a shipping document is placed in a waterproof receptacle that is securely attached to or near the means of containment when left unsupervised. The shipping document must be placed in a readily identifiable and accessible location if dangerous goods are left unsupervised and possession of the dangerous goods has not been transferred to another person.

Location of a Shipping Document: Storage In the Course of Transportation

When dangerous goods in transport are left in a supervised area, the person in charge of the supervised area is considered to have taken possession of the dangerous goods. The carrier must leave a copy of the shipping document with that person, who must keep it and give it to the next person who takes possession of the dangerous goods.
When the person in charge of a supervised area is absent from the area, that person must ensure that the copy of the shipping document is placed in a waterproof receptacle securely attached to or near the means of containment containing the dangerous goods, at a readily identifiable and accessible location; or left in the possession of an employee who is present in the supervised area and is designated for this purpose by the person in charge of the supervised area.

Location of a Shipping Document: Storage In the Course of Transportation

When dangerous goods that are in transport by road vehicle, railway vehicle or ship are stored in a supervised or unsupervised area, the shipping document, or an electronic copy of it, may be left at the office of one of the following:

  • the rail dispatcher for the area in which the railway vehicle is located;
  • the person responsible for the port at which the dangerous goods are located; or
  • the marine terminal manager at the terminal where the dangerous goods are located.

When a shipping record is left at the office of one of these parties, the shipping document must be revised as necessary. (i.e. Name / Telephone number, etc., of person assuming responsibility)

Legibility and Language

The information required on a shipping document or consist must be easy to identify, legible, in indelible print and provided in English or French.
When the information related to dangerous goods is on the same shipping document with information related to non-dangerous goods, the dangerous goods information must be shown before the information related to the non-dangerous goods and under the heading "Dangerous Goods" or "Marchandises dangereuses".
The text must be printed or highlighted in a colour that contrasts with the print or highlight used for the information related to the non-dangerous goods. You may also display this information following the letter "X" opposite the shipping name in a column under the heading "DG" or "MD" on the shipping document.

Retraining Shipping Document Information

A consignor must be able to produce a copy of any shipping document for two years after the date the shipping document or an electronic copy of it was prepared or given to a carrier by the consignor. A written request from an inspector must be met within 15 days after the day on which the consignor receives a request.
When dangerous goods are no longer in transport, each carrier who was involved must also be able to produce a copy of the shipping document for two years after the date the dangerous goods are no longer in transport, and within 15 days after the day on which the carrier receives a written request from an inspector.

Proceed to test
You have completed the reading material for this section of the course. Please proceed to the test when you feel comfortable with the material. To proceed to the test for this section, click on the icon on the lower right of this page. The course material in this section can be reviewed by clicking on the section you would like to review on the main menu found to the left of this page. You will not be able to proceed to the next section of the course until you have successfully completed the test for this section. Good luck!

Top View