Action Plan for Good ICT Practices Transfer

Transcription

Multimodal Innovation for Sustainable
Maritime & Hinterland Transport
ACTION PLAN FOR GOOD ICT PRACTICES TRANSFER
Existing ICT Systems in the Port of Riga
Practice Guide on Single Windows, e-Maritime
and Port Community System
GLOSSARY OF ABBREVIATIONS
AD
Administration Department
AIS
Automatic Identification System
AGS
Automated Gate System
ASYCUDA
Automated System for Customs Data
ARA
Assessment and Registration Agency
ATA
Air Transport Association
BCD
Border Control Department
BCT
Baltic Container Terminal
BIP
Border Inspection Posts
BTI
Binding Tariff Information
CED
Common Entry Document
DPE
Designated Post of Export
DPI
Designated Post of Import
DW
Deadweight tonnage
EBSR
Eastern Baltic Sea Region
EU
European Union
FVS
Food And Veterinary Services
FRA
Freeport of Riga Authority
FSD
Food Surveillance Department
FSPAEAD
Division of Food Surveillance, Planning, Analysis and Enterprise Approval
GMDSS
Global Maritime Distress and Safety System
GPS
Global Positioning System
GT
Gross Tonnage
Ha
Hectare
HACCP
Hazard Analysis and Critical Control Points
ICT
Information and Communication Technologies
IMO
International Maritime Organization
ISPS
International Ship and Port Security
LNG
Liquefied Natural Gas
MCC
Minimal Common Core
MIWA
Marine and Inland Waters Administration
MMSI
Maritime Mobile Service Identification
MRCC
Maritime Rescue Coordination Centre
MSERITD
Department of Management Strategy, External Relations and International Trade
Volume III –Action plan for Good ICT Practices Transfer
Page 2
NCB
National Customs Board
NCTS
New Computerised Transit System
NSW
National Single Window
PCS
Port Community System
PSFAOD
Division of production and surveillance foodstuff of animal origin
SAD
Single Administrative Document
TEU
Twenty-foot Equivalent Unit
SES
State Environment Service
SQL
Structured Query Language
SRS
State Revenue Service
SSN
SafeSeaNet
TIR
Transports Internationaux Routiers
Tn
Tonnes
TSU
Territorial Structural Units
VSD
Veterinary Surveillance Department
VTS
Vessel Traffic Service
XML
eXtensible Markup Language
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INDEX OF CONTENTS
DISCLAIMER ...................................................................................................................... 7
ACKNOWLEDGEMENTS..................................................................................................... 7
1
BACKGROUND OF THE STUDY .................................................................................. 9
2
ABSTRACT ............................................................................................................... 13
3
METHODOLOGY ...................................................................................................... 14
4
LATVIA: A TRANSIT COUNTRY BETWEEN EU AND RUSSIA ..................................... 19
5
THE FREEPORT OF RIGA .......................................................................................... 21
6
MAIN ACTORS IN THE FREEPORT OF RIGA ............................................................. 30
6.1
Freeport Authority of Riga ............................................................................... 30
6.1.1
Harbour Master Office.............................................................................. 34
6.1.2
Port Police................................................................................................. 35
6.2
Maritime Administration ................................................................................. 35
6.3
Coast Guard ..................................................................................................... 38
6.4
Border Guard ................................................................................................... 38
6.5
Marine and Inland Waters Administration (MIWA) ........................................ 40
6.6
State Revenue Service ..................................................................................... 40
6.7
Food and Veterinary Service (FVS) .................................................................. 42
7
Legal framework involved ...................................................................................... 45
8
EXISTING ICT PRACTICES AND INITIATIVES ............................................................. 46
8.1
Description of current ICT systems in the Freeport Authority of Riga ............ 46
8.2
Coastguard systems ......................................................................................... 48
8.3
The Customs Information System.................................................................... 56
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8.3.1
8.4
EMDA – Electronic Customs Processing System .......................................... 61
FVS Border Control Systems ............................................................................ 64
8.4.1
9
HACCP –Hazard Analysis and Critical Control Points ................................... 67
8.5
Private stakeholder systems ............................................................................ 68
8.6
SKLOIS - International Freight Logistics and Port Information System ........... 70
GENERAL BUSINESS PROCESSES IN THE PORT OF RIGA ......................................... 73
9.1
Procedures and Formalities involved .............................................................. 73
9.1.1
GENERAL FORMALITIES IN LATVIAN PORTS ............................................. 73
9.1.2
FREEPORT OF RIGA REGULATIONS CONCERNING FORMALITIES ............. 80
9.1.3
FREEPORT OF RIGA DUES AND CHARGES ................................................. 84
9.1.4
SHIP LOADING AND DISCHARGE FORMALITIES ........................................ 92
9.1.5
EXPORT AND IMPORT FORMALITIES (LAND PORT INTERFACE) ............... 93
10 BIBLIOGRAPHY ...................................................................................................... 104
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INDEX OF FIGURES
Figure 1: Methodology ................................................................................................... 14
Figure 2: Cargo Turnover at the ports of the EBSR ........................................................ 21
Figure 3: Cargo Turnover at the ports of the EBSR ........................................................ 22
Figure 4: Port of Riga’s Territory .................................................................................... 23
Figure 5: Port of Riga’s Infrastructure ............................................................................ 26
Figure 6: Port of Riga’s Infrastructure ............................................................................ 27
Figure 7: Evolution of the Cargo Traffic at the Freeport of Riga .................................... 28
Figure 8: Structure of the Freeport of Riga Authority .................................................... 32
Figure 9: State Revenue Service structure ..................................................................... 42
Figure 10: Velkonis screenshot ....................................................................................... 47
Figure 12: AIS system in Latvia ....................................................................................... 49
Figure 13: NSW system web interface ........................................................................... 51
Figure 14: Access rights of Users of the National System for the Management of
Maritime Information and the SafeSeaNet System ....................................................... 53
Figure 15: Coast Guard Service. SafeSeaNet .................................................................. 52
Figure 1: Multi-annual strategic plan of e-Customs ....................................................... 61
Figure 11: Control systems for import of goods............................................................. 65
Figure 16: Clearance procedures ........................................Error! Bookmark not defined.
Figure 17: Twelve actions to develop a Port Community SystemError! Bookmark not
defined.
INDEX OF TABLES
Table 1: Land area of the Freeport of Riga ..................................................................... 22
Table 2: Land area of the Freeport of Riga ..................................................................... 24
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DISCLAIMER
"The sole responsibility of this publication lies with the author. Neither the European
Union nor the partners of Port Integration project are responsible for any use that may
be made of the information contained therein."
ACKNOWLEDGEMENTS
The authors that participated in the elaboration of this report want to thank the
important contributions and support given by the Freeport Authority of Riga, in special
its ICT director, as well as the companies and people interviewed during the on-site
analysis for providing all the rich information and vision that has helped to increase the
quality of this work. Particularly we would like to thank the participation of Baltic
Container Terminal, Daugava Shipping Agency, the Freeport of Riga Master Office, the
Maritime Administration, the Coast Guard Service, the Customs Department and the
Ministry of Transport.
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1 BACKGROUND OF THE STUDY
Understanding and implementing the best ICT solutions can present a real challenge
for the ports sector, as applications, technologies and EU directives are constantly
developing.
Against this background, Port Integration has been working on the application of
Information and Communication Technologies (ICT) and Electronic Data Interchanges
(EDI) in Maritime Transport and Port Interfaces. The purpose of this work has been to
create the base for a guide of good practices on Single Windows, e-Maritime and Port
Community System implementation for its reference application in European ports in
general and in the ports and regions participating in the project in particular.
This activity includes three interlinked studies. This last report is part of the study that
will deal with the final Action Plan for good ICT practices. Previous studies finished in
Port Integration were:
 Phase I - “Environment for ICT in Ports”
The goal of the study was to deliver the basics for an action plan for a best practice
transfer. The contents of this guide included the following topics:

Port environment for the application of ICT Technologies
o Modernization, capacity and specialization level of ports
o The role of the port authority
o Influence of the port governance model
o ICT solutions as part of port modernization
o Integration of PCS and National Single Windows
o ICT implementation roadmap

EU and international policies
o Transport policies
o ICT initiatives
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
Future trends for ICT in port environments
o Main guidelines established by the European transport white paper
of 2011
o Next steps in e-Customs
o The e-Maritime initiative
o A review of EU research projects dealing with the future of ICT in
port environments
o Future trends conclusions
To download the Executive Summary or full report, please go to:
http://www.portintegration.eu/index.php/study-1.html.
 Phase II - “Overview of e-maritime initiatives in selected ports”
The main objective of the second part of the study was to identify existing ICT
solutions at European port clusters that are being used or are expected to be used
for coping with relevant requirements and giving appropriate answers to the
background and policy objectives identified and described in the first part of the
study (Study I). Four ports were analyzed in this study: Port of Hamburg, Port of
HaminaKotka, Port of Tallin and Port of Valencia.
The study considered the following aspects:

EU Ports Policy

How the European Ports Policy will influence ICT developments in
European Ports in the future.

Identification of the current status in the introduction of the
directive on reporting formalities for ships in ports.

Characterization of interconnection and interoperability capabilities
of systems related with the directive.

Existing Experiences
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
Description of existing experiences in using Single Windows and
Port Community Systems.

Identification of the main drivers for creating such systems

Description of relations between the participants of a collaborative
ICT solution. Agreements and management solutions between
participating IT Systems and organizations.

Main changes on organization structures of involved stakeholders
originated by ICT projects.

Organizational problems. How to involve and commit different
parties.

Some legal aspects to deal with.

Financing shared platforms and systems.

The importance of dissemination and training.
 Common Processes involved and associated data exchanges:

Presentation of key processes involved.

Explanation of meaning of the data exchanges and the dialogue with
other actors for the attractiveness and the speed of turnover in the
port.
 Common Concepts and Technologies:

Presentation of the main concepts and ICT technologies which are
being used to enhance the efficiency of maritime transport and port
interfaces in selected ports (including business and IT architecture
aspects).

Description of the main benefits and risks of implementing the main
concepts and technologies presented (comparison of the situation
between “before” and “after” the implementation).
 Facing Interoperability:
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
Assessment of integrated and interconnected solutions in different
scenarios (authorities, economy, other ports).
To download the Executive Summary or full report, please go to:
http://portintegration.eu/index.php/study-2.html
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2 ABSTRACT
This study seeks to develop a detailed action plan in order to facilitate the
implementation of ICT solutions taking into account EU-existing experiences in the
Freeport of Riga (Latvia) and afterwards generalizing this experience to other EU ports.
The particular goals of this study are following:

Analyze and summarize the Freeport of Riga (Latvia) Port and Trade Facilitation ICT
systems.

Provide an outline development programme for the application and improvement
of ICT solutions, as well as the opportunities of using a Port Community System
based on the analysis of the environment of the Freeport of Riga IT director.

Develop an outline action plan for the Freeport of Riga to implement a Port
Community System.

Create a generic action plan on how to analyze, assess and implement PCS
solutions in EU ports.
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3 METHODOLOGY
The methodology to develop the study will follow the following steps:
Figure 1: Methodology
•In-house research and previous
preparation
•Development of an structured
questionnaire to be followed in the
field work
•Development of face-to-face
interview in the Port of Riga.
Field Work
Action Plan for Riga
• Analysis of the current Port
Management in Riga and
other public and private
systems in Latvia
• Development of the action
plan for PCS development at
the Port of Riga
•Development of Port
Authority Action Plan for PCS
implementation
•Presentation of the results
to the Port Integration
consortium
Outline Action
General PCS
Development
•D1: Assessment of the existing IT System
in the Port of Riga
•D2: Port of Riga´s Action Plan
•D3: Port Authority Action
Deliverables
Source: Own elaboration
As it can be see the methodology will lay in one hand, on the development of in-house
research work, and in the other hand, on direct field work. During in-house research
the project team will identify and study public and private ICT solutions implemented
or foreseen in Latvia with an impact on port operations. With this information the
project team will prepare the field work in order to make them more dynamic and
profitable. This field work will be performed through the development of face-to-face
interviews with key players at the Port of Riga in order to gather the overall
understanding of the port and its operations, the current Port Management systems
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(both electronic and paper) and existing and committed investments in ICT related to
port operations.
The programmed interviews made during the field work that was made from the 14 th
to the 18th of January of 2012 were:
Morning
Monday
Tuesday
Wednesday
Thursday
Friday
Freeport of Riga
DAUGAVA
Shipping Agency
Maritime
Administration
Ministry
of
Transport
Freeport
Riga
Interview with
the Managing
Director and the
Operational
Manager
Interview
with
the Director and
the
Head
of
Hydrographic
service
Interview
with
the
Department
of
Transit
Policy
Conclusions
Freeport of Riga
Harbour Master
Office
Coast Guard &
Customs
Freeport
Riga
Interview
with
the
Shipping
Security Officer
and
representatives
or the e-Customs
system
and
Customs officers
Reporting of
work
Interview with
the ICT Director
(Chief of the
study)
Afternoon
Baltic Container
Terminal Ltd
Interview with
the Managing
Director and the
Operational
Mananer.
of
of
Once the field work was finalized, the information was analyzed and it led to the first
deliverable concerning existing ICT System in the Port of Riga which covers the
following topics:
General Data
General information of the Port of Riga that influences in the good ICT practices
transfer:
General
terminal
infrastructures
and
equipment,
other
relevant
infrastructures, traffic types and volumes, management model, involved agencies in
the port activity, information infrastructures, classification of the Port according to
different typologies presented in the Study I, etc.
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Overall understanding of Port of Riga and its operations
Analysis of general business processes at the Port concerning:
- Ships arrival and departure
- Ships loading and discharge
- Land port interface: Goods, exit (import) and entrance (export)
The following analysis will be developed for each of these business or activity areas:
- Procedures and formalities involved
- Stakeholders, participants involved
- Documents and information required. Involved information systems
- Involved information flows
- Legal framework involved
- Problems and areas of improvement
Existing ICT practices and initiatives
 Description of current Port Management systems (both electronic and paper) in
Riga
 Detailed summary of existing and committed to investments in IT related to port
operations.
 Identification of other systems both public and private with an impact on Port
operations (e.g. Coastguard, Latvian Maritime Administration).
 Progress in Latvia towards MS SW development.
Using as a background the result of the previous studies (Phase I “Environment for ICT
in Ports” and Phase II “Overview of e-maritime initiatives in selected ports”), an Action
plan for the application of improvement of ICT solutions at the Port of Riga will be
designed, which will include the following aspects:
 Main actors to be involved in the Port of Riga: identification of all possible
actors or user that can use and/or give inputs and outputs to a PCS and the
description of the possible role of each one.
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 Necessary preconditions before implementation in the Port of Riga: differencing
between organizational and technical levels.
 Actions and measures to be applied for PCS implementation in the Port of Riga:
at operational and organizational level.
 Strategies towards PCS implementation in the Port of Riga at local and national
level.
 Key success factors for PCS implementation in Riga.
 Expected benefits in the Port of Riga.
Finally, using the aforementioned information, a simplified action plan will be
developed describing what Port Authorities need to do to create a Port Community
System in “plain English” including the following issues, among others: main stages,
actions
and
key
success
factors.
Page 17
Page 18
4 LATVIA: A TRANSIT COUNTRY BETWEEN EU AND
RUSSIA
The Republic of Latvia has borders with Estonia (343 Km), Lithuania (588 Km), Russia
(276 Km), Belarus (141 Km) and the Baltic Sea (531 Km). Latvia joined the EU on May
1st 2004. Latvia is one of the least populous and least densely populated countries in
the EU with a census of 2,070,371 people in 2011.
Figure 1: The borders of the Republic of Latvia
Source: NCTS Help-desk of Latvia
There are 3 major ports (Riga, Ventspils and Liepaja) in Latvia and 7 smaller ports. All
ports work with transit cargoes. Around 90% of transit goes through the ports, mainly
from the CIS countries to the west.
Cargoes from and to Latvian ports are mainly transported by rail. Rail cargo
transportation accounts for 52% of the total amount of cargo transported by land, and
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transit transportation accounts for 85% of the total amount of cargoes transported by
rail.
The most significant transport corridor traversing Latvia in the North-South direction is
"Via Baltica“. The "Via Baltica" is the first transport corridor of Latvia providing links
between European cities like Helsinki – Tallinn – Riga – Kaunas – Warsaw, Riga –
Kaliningrad – Gdansk.
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5 THE FREEPORT OF RIGA
The Freeport of Riga is part of the EU’s trans-European transport network (TEN-T) and
is located directly on the East-West cargo transportation corridor, in the southern part
of the Gulf of Riga of the Baltic Sea and on the adjacent land that geo-morphologically
is situated on Piejūras plain.
Historically integrated into the Russian road and rail network (1520 mm rail gauge), the
Port of Riga serves as an efficient hub for multimodal transit cargo transportation
between EU countries and Russia, CIS and the Far East. At the same time easy access to
the North-South corridor connects the Port of Riga to the Middle East.
There is a strong competition for cargo to/from Russia in the Eastern Baltic Sea Region;
Latvia is the second region in the ranking, with the 18.7% of share of cargo form/to
Russia in 2011:
Figure 2: Cargo Turnover at the ports of the EBSR
Estonia
10,08%
Finland
7,51%
Lithuania
12,57%
Russia
51,22%
Latvia
18,62%
Source: Freeport of Riga
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Regarding the port’s competition, Primorsk and Sant Petersburg are the two most
important ports in the Baltic region followed by Tallinn, Klaipeda and Riga:
Figure 3: Cargo Turnover at the ports of the EBSR
Freeport of Riga lies on both banks of the River Daugava covering 15 kilometers in
length. The territory of the Freeport of Riga covers 6,348 ha, that consists of 4,386 ha
of water area and outer roads and of 1,962 ha of land area on both side of the river
Daugava near its estuary.
Table 1: Land area of the Freeport of Riga
Total territory of the port
6.348 ha
Land of the port
1.962 ha
Port water area
4.386 ha
Total length of berths
13,8 km
Maximum permissible vessel draft by the berth
14,7 meters
Warehouses
180.000 m2
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Open storage
1.797.000 m2
Cold storage
31.750 Tn
Tank farm
309.500 m3
Source: Own elaboration with the information of Freeport of Riga
Figure 4: Port of Riga’s Territory
The main companies involved in the Freeport of Riga are: 33 stevedoring companies,
28 ship agencies, 37 companies which provide different facilities for cargo
warehousing, 16 companies which operate customs warehousing, 12 companies
offering cargo forwarding services and 7 companies which provide other different
added value services. Main regular liner services operating in the Freeport of Riga are
Containerships, CMA CGM, Unifeeder Container Service, Mann Lines Multimodal, MSC,
Team Lines, Maersk Line and Tallink. The main connections of these services are with
the ports of Teesport, Rotterdam, Aarhus, Helsinki, St. Petesburg, Klaipeda, Sodertalje,
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Sheerness, Gent, Hamburg, Bermerhaven, Kaliningrad, Gdynia, Antwerp, Tallinn and
Stockholm.
Regarding the cargo handling facilities there are nineteen terminals dedicated to dry
bulk cargo, ten liquid bulk terminals, three container terminals and twenty terminals
dedicated for general cargo. Next table summarizes the main parameters of the Riga´s
terminals facilities:
Table 2: Terminals in the Freeport of Riga
Number
Dry Bulk
of Max draught Main types of
terminals
(m)
commodities
19
14.7
Coal,
Largest vessel
handled
fertilizers, Nord Pisces (2011)
woodchips,
ore,
Length 249.9 m
grain
DW 114 135
GT 63 864
Liquid bulk
10
12.5
Fuel oil, gas oil, Northern Bell (2010)
gasoline, jet fuel,
Length 228 m
kerosene
DW 83 651
GT 44 324
Container
3
13.5
terminals
EM Athecn (201’)
Length 207 m
DW 32.350
GT 25.294
-Baltic Container Terminal being its largest facility (83% of the total throughput in 2011)
-Riga Container Terminal (11%)
-Riga Universal Terminal (6%).
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General Cargo
20
10.3
timber,
ro-ro,
refrigerated cargo
Whitewood (2009)
Length 159 m DW 14
825 GT 12 582
Source: Own elaboration with the information of Freeport of Riga
In addition there are new terminals construction projects, the main projects that can
be pointed out are:
 Development of Infrastructure on Krievu Island for the Transfer of Port
Activities from the City Centre: It is planned to develop new territories for dry
bulk and general cargo terminals on Krievu Island providing larger handling
facilities for both, dry bulk and general cargo traffic.
 National Container Terminal: located in Kundzinsala with expected capacity of
850 000 TEU and 500 000 transport units per year.
 ”Uralhim” terminal: this fertilizer terminals is expected to have a capacity of the
first stage is 2 million tons of mineral fertilizers per year.
 Baltic Oil Terminal: This project relates to the construction of a new oil terminal
by “Baltic Oil Terminal” at the mouth of the River Daugava and includes
increased railway access both to, and within, the site.
 LNG Terminal: the company “Energo SG” has planned to build a LNG terminal
with a total capacity of 1,500,000 tons of LNG/year.
 Bio-fuel Plant: The project involves the construction of a bio-ethanol production
and blending plant.
 Gas cylinder production facility: US Company “Energtek” is planning to build gas
cylinder production facility
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Practice Guide on Single Windows, e-Maritime and Port Community
System
Figure 5: Port of Riga’s Infrastructure
Page 26
Freeport of Riga is connected to its hinterland by rail and road:

Rail connections: Riga offers the shortest transit route to Moscow due
to the well-developed network of hinterland connections. The railway is linked
with the Trans-Siberian Railway and, in addition, there is a scheduled
container/block trains. The three main route for container traffic are shown in
the next figure:
Figure 6: Port of Riga’s Infrastructure
Sour
ce: Freeport of Riga
The regular container trains to/from Riga are the “Riga Express” (RigaMoscow), “Baltika-Transit” (Riga-Almaty), “Zubr” (Riga-Minsk-Illichevsk), “RigaHairaton” (Afganistan), “Eurasia-1” (Riga-North Kazakhstan) and “Eurasia-2”
(Riga-Central Asia).

Motorways. The Freeport of Riga owns three motorways: access road to
the Eastern pier, road in Rīnūži from approach to the berth ZO-14 and a road
from Sarkandaugava bridge up to the SIA ”Baltic Container Terminal”. But
renovations in road connections are necessary in Riga to support the growing
cargo throughput.
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Concerning the cargo traffic, in 2011 the total volume of cargo at the Freeport of Riga
reached more than 34 millions of tonnes, bulk cargo represents almost 60% of the
total volume and the number of vessels:
Figure 7: Evolution of the Cargo Traffic at the Freeport of Riga
34,072
35
29,56
30
24,43
25,35
29,72
30,47
25,93
Millions of Tonnes
25
20
Liquid Cargo
General Cargo
15
Bulk Cargo
10
5
0
2005
2006
2007
2008
2009
2010
2011
Year
Source: Own elaboration with the information of the Freeport of Riga
Main types of cargo handled at the Freeport of Riga in 2011 were: coal, oil products,
containers, various metals, timber, mineral fertilizers, chemical cargoes and food
products.
Cargo traffic by products, 2011
Bulk Cargo
Grain and grain products
Sugar
Coal
Ore
Peat
Chemical
Construction materials
Woodchip
Ferroalloys
Scrap metal
Metals
Sawn Timber
Other bulk cargo
(th. t) %of the total
538,6
140,2
13.496,9
634,6
124,7
1713,6
607,4
1.050,2
346
85,7
80,1
260,9
891,5
2%
0%
40%
2%
0%
5%
2%
3%
1%
0%
0%
1%
3%
Page 28
General Cargo
Container
Roll on/Roll of
timber
Grain and grain products
Machinery
Metals (general cargo)
Chemical (general cargo)
Perishables
Fish and fish products
Other general cargo
Liquid cargo
Oil products
Liquid gas
Chemicals
Other liquid cargo
Total
3.154,9
556,3
2.671,7
0
11,7
31,2
0,6
61,1
1,3
37,2
7.518,9
54,6
0
2,2
34.072,1
0%
9%
2%
8%
0%
0%
0%
0%
0%
0%
0%
0%
22%
0%
0%
0%
Own elaboration with the information of Freeport of Riga
Taking into account the classification presented in the first study, ports could be
grouped into five categories based on a geo-governance typology:
 Hanse: Iceland, Norway, Finland, Sweden, Denmark, Germany, Netherlands and
Belgium.
 New Hanse: Estonia, Latvia, Lithuania and Poland.
 Anglo-Saxon: UK and Ireland
 Latin: France, Portugal, Spain, Malta, Italy, Greece and Cyprus
 New Latin: Slovenia, Croatia, Romania and Bulgaria
In addition another classification depending on the size differentiation was mentioned,
this classification is based on the total annual volume and presentation of the goods
handled by the ports:
 Small ports if they handle a total volume of less than or equal to 10 million
tonnes.
 Medium ports if they are handling less than or equal to 50 million tonnes.
 Large ports if they handle more than 50 million tonnes.
Concerning these categories the Freeport of Riga can be classifies as a New Hanse and
a Medium Sized Port (total tonnes handled in 2011 were 34 million tonnes).
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6 MAIN ACTORS IN THE FREEPORT OF RIGA
The Freeport of Riga is influenced by the following main stakeholders and participants
involved:
 Freeport Authority of Riga
 Coastguard
 Border Guard
 Maritime Administration
 Marine and Inland Waters Administration
 State Revenue Service & Customs
 Food and Veterinary Service
 Ministry of Transport
Additionally to these public institutions, the main private stakeholders are terminal
operators, shipping agents, freight forwarders, rail operators and truck companies.
The clients of the container terminal operators when containers are on the yard after
discharging can be the shipping agents or the freight forwarders according to the
instructions provided by the shipping agents at the moment of discharging the vessel.
The clients of the container terminal operator when containers are on the yard waiting
to be loaded are the shipping agents.
6.1 Freeport Authority of Riga
According to the management model of the Freeport of Riga Authority (FRA), FRA is a
public body, founded by the Riga City Council on the basis of the Law on Ports, acting
under supervision of the Cabinet of the Republic of Latvia. The highest decision-making
body of the Freeport of Riga is the Board that consists of 4 delegates from the Riga City
Council and 4 representatives from the government – Ministries of Transport, Finance,
Economy and Environment that are nominated and dismissed by the Cabinet. The
fulfillment of the Board resolutions is provided by the executive structure - the
Freeport Authority which is managed by the Chief Executive Officer.
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The functions1 of the Freeport of Riga according to the Law on Ports are:
 determine port fees and tariff ceiling;
 ensure the collection of port fees and lease (rental) payments;
 determine the protection and access control arrangements in the territory of
the Freeport;
 monitor the compliance of the Freeport Regulations on the issues of its
competence;
 monitor the compliance of operations of undertakings (companies) located in
the Freeport with laws and regulatory enactments of the Cabinet and the Bylaw of the relevant port Authority;
 control the protection of the territory of the Freeport against pollution, ensure
rectification of the consequences of pollution in the Freeport and participate in
rectification of the consequences of pollution in the sea as well as organize the
acceptance of waste and polluted water, prepare a plan for the management of
ship created waste. The Cabinet shall determine the procedures for the
acceptance of ship created waste and polluted water, and the procedures for
preparation of management plans for ports in respect of ship created waste;
 ensure winter navigation in the Freeport in accordance with the procedures
formulated by the Latvian Maritime Administration and confirmed by the
Minister of transport;
 determine ISPS Code requirements fulfillment and monitor the activities of the
organizations located in port, in accordance with the port equipment safety
plans;
 take decision on issuing permission to start the planned activities on the port
territory pursuant to the law “On Assessment of Impact on Environment”.
1
Information obtained from the official web page of Freeport of Riga.
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Figure 8: Structure of the Freeport of Riga Authority
 formulate a draft program for development of the port in conformity with the
approved development concept for the ports of Latvia and development
program of the relevant municipality and land management plan of the area;
 ensure the implementation of the program for port development adopted by
the Latvian Port Council;
 manage the property transferred to its possession - hydrotechnic structures,
fairways, navigation equipment and devices in the port, as well as the
aquatorium and navigation devices in management districts specified by the
Ministry of Transport, as well as infrastructure related to the port activities;
 formulate and approve draft estimates for the utilization of financial resources,
in accordance with the procedures prescribed by the by-law of the port
authority, for the next calendar year and the subsequent five years and, if
necessary, update the prospective draft estimates for the utilization of financial
resources submitted in the previous year;
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 organize construction work in the port and construction of infrastructure,
related to the activities of the port, in the territory of the port in conformity
with the development program of the port;
 perform research regarding the demand for and supply of the port services;
 enter into contracts with undertakings (companies) regarding their activities in
the port, in order to ensure and improve the package of port services in
accordance with the By-laws of the port authority and the port development
program;
 within the scope of its authority, manage the land of the port and the State or
local government property located on it and transferred to the possession of
the port authority; and
 provide for the maintenance and development of the infrastructure, owned by
it or transferred to its possession, participate in the development of
infrastructure related to the activities of the port.
The structure of the port authority, the rights and obligations of the board of the port
and of the harbour-master shall be determined by the by-law of the port authority.
The port authority shall be a legal person. It shall comprise the board of the port,
which is the highest decision-making body, and an executive body subordinate to it
and headed by the harbour-master.
The board of the port shall consist of the chairperson of the board (an official of the
local government) and at least nine board members. On the boards of the Riga, Liepāja
and Ventspils ports there shall be four officials from the relevant local government,
who shall be appointed to and released from office upon the decision of the relevant
city council, and one official from the Ministry of Transport, the Ministry of Economics,
the Ministry of Finance and the Ministry of Environmental Protection and Regional
Development, who shall be appointed by the relevant Minister, and a State official
from the Latvian Development Agency who shall be appointed by the Minister for
Economics. With a decision of the relevant city council, one representative from
shipping agencies and stevedore companies operating in the relevant port may be
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appointed to the board of the port. The harbour-master shall be appointed by the
board of the port.
6.1.1 Harbour Master Office
The Harbour Master Office is a department of the Freeport Authority in charge of
organizing and controlling ship traffic in a port and the navigation service routes of the
port. The Harbour Master Office is a certificate Maritime Competent Authority by the
Maritime Administration. It performs the functions of navigation safety control in
relation to ship traffic in ports, the port area, shipping routes, berths and terminals in
the port waters at the Bay of Riga. To this end it uses a set of advanced tools: it
operates an integrated AIS-VTS system owned by the Freeport Authority, it is in charge
of buoys, technical equipment and lighthouses, and it has access to the Coast Guard
VTS system as well as the national SafeSeaNet system. It also manages and registers
operations in the Velkonis system. The introduction of all these tools has practically
eliminated almost all paper formalities in the Harbour Master Office as any
information required is available through these computerized systems.
The port authority shall establish the services necessary for the provision of navigation
safety managed by the harbour master: a vessel traffic service, pilot service and other
port services. The harbor master shall conduct the icebreaking operations in the
service routes of the port during the ice navigation period.
If a marine accident has occurred in a port or in the approaches to the port, a harbour
master shall notify the Coast Guard and the Maritime Administration of Latvia thereof
and, in case of pollution, also the State Environment Service and commence the
collection of evidence and documents necessary for the investigation of the accident
without delay.
The habour master office is coordinated with other relevant authorities for the vessel
clearance through the SafeSeaNet national system.
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Orders of the Harbour-master, pertaining to measures of navigational safety, including
those related to winter navigation in ice conditions, shall be mandatory for all ships,
organizations, commercial companies, and for other legal persons and natural persons.
6.1.2 Port Police
Since May 1st 2011 and independent Riga Port Police was established after the decision
of the government that State Police were not longer in charge of guarding and order
the territory and basin of the Riga Port. Port Police guards 9 entrance gates on the
port, and ensures order and safety in the entire territory of dry land and basin of the
port.
6.2 Maritime Administration
The Maritime Administration of Latvia is the arm of the government, under the
Ministry of Transport, which has the overall responsibility for overseeing maritime
concerns. The Administration is comprised of the Hydrographic Service, the Sea Search
and Rescue Service, the Latvian Ship Register, the Seamen´s Register, and the Ship
Inspection Service.
The Maritime Administration is responsible for seeing that the terms of relevant
national laws and international conventions and treaties are complied with. The
Administration has the following functions:
 Monitor the conformity of ships included in the Ship Register to safety
requirements, approve shipbuilding and modernization technical projects and
issue ship certificates
 Approve ship documentation
 Implement port State Control regarding foreign ships
 Control implementation of the requirements specified in the International
Safety Management Code (ISM Code) on ships included in the Ship Register
 Investigate and analyze marine accidents, as well as perform seafarer
competence assessments if a violation has occurred, which is associated with
the improper fulfillment or non-fulfillment of professional duties
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 Control observance of reporting procedures in Latvian waters regarding
passengers on board, and dangerous and polluting cargoes
 Harmonize port regulations regarding navigation safety issues and control
compliance therewith
 Issue certificates to pilots and operators of the vessel traffic services (VTS), as
well as perform pilot and operator of the vessel traffic services (VTS) training
and supervision of qualification examinations
 Register, issue, exchange, seize, cancel and recognize as invalid seamen´s book
and perform the accounting thereof, perform personal data processing in
relation to seamen´s books and the issuing of professional qualification
certificates for work on ships, as well as maintain a seafarer certification
database
 Evaluate and coordinate the conformity of professional training programmes
and courses of seafarers to international legal enactments, organize the
assessment of seafarer qualifications and issue professional certificates for
work on ships
 Perform registration of ship and ship mortgages, and issue documents related
there to
 Maintain the database of the Ship Register and the Register of Fishing Vessels
 Supervise the setting up and operation of lighthouses, floats, other navigation
means and systems in Latvian waters
 Control depth measurements, as well as hydrographic surveys and research in
Latvian waters
 Organize the preparation, printing and distribution of navigation publications
 Publish and distribute navigation warnings and notices, as well as carry out the
duties of a national coordinator
 Coordinate the raising of sunken property in Latvian waters from the point of
view of navigation safety
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 Coordinate hydrotechnical construction projects of ports and fairways from the
point of view of navigation safety and participate in the work of the project
acceptance commission
 Participate in the work of the IMO, Helsinki Commission, International
Hydrography Authority and other international organizations
 Prepare recommendations for the development of drafts of regulatory
enactments
 Certify recognized security organizations
 Supervise the activities of recognized security organizations, as well as the
classification society
 Perform the implementation and control of the requirements of the specified
responsible organization functions in the International Ship and Port Facility
Security Code (ISPS Code)
 Coordinate the conformity of the training programme of ship, shipping
company, port and port facility security personnel to the requirements of the
ISPS code.
 Supervise the conformity of ship owners, as well as merchants, that staff ship
crews on behalf of ship owners and place people to work on ships under the
specified requirements in the 1978 International Convention on Standards of
Training, Certification and Watch keeping for Seafarers with amendments
 Issue certificates to seafarers professional training instructors and seafarer
professional qualification evaluators.
 Issue conformity certificates to merchants who perform inspections of ship
safety equipment.
The Maritime Administration of Latvia shall receive payment for the public services
provided thereby in the amount specified by the Minister for Transport.
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6.3 Coast Guard
The Coast Guard is a one of the units of the Latvian Naval Forces tasked with
conducting military and rescue operations at sea. The Coast Guard shall perform the
following functions:
1) environment protection in co-operation with the State Environment Service;
compliance with the regulatory enactments regulating fishery, and control, inspect and
arrest ships in Latvian waters in compliance with international conventions;
2) eliminate the consequences of ship accidents and disasters, consequences of
the spillage of oil, dangerous and hazardous substances into the sea and to co-ordinate
the work related to the elimination of such consequences in Latvian waters;
3) co-ordinate and perform marine search and rescue of persons (MRCC
activities) in the area of responsibility for search and rescue of the Republic of Latvia,
as well as perform assistance service functions (MAS functions) and grant vessels a
sheltered location;
4) ensure the operation of the coastal communication network of the Global
Maritime Distress and Safety System (hereinafter – GMDSS), Automatic Identification
System (hereinafter – AIS) and the operation of the vessel traffic monitoring and
information data exchange system (SafeSeaNet), as well as the interoperability of this
system with the European Community maritime information exchange system; and
5) control compliance with the navigation regime in co-operation with
Maritime Administration of Latvia.
6.4 Border Guard
The Border Guard is a direct administration State institution, under the supervision of
the Ministry of the Interior. The Border Guard is armed, and the functions thereof are
to ensure the inviolability of the State border and the prevention of illegal migration.
The tasks of the Border Guard are:
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
Guard the State borders, border signs and other border structures, and to
prevent any attempts to change illegally the location of the State border in
geographical area.
 Prevent and repel armed attacks on the territory of Latvia, territorial and inland
waters, as well as air space.
 To carry out surveillance of the land territories, waters and airspace adjacent to
the border
 Not to allow persons and means of transport to cross the State Border, or
freight and other property to be moved across the State border outside the
locations provided for this purpose or in any other illegal way.
 To organize the work at border crossing points and, together with the customs
and Food and Veterinary Service institutions, the work at border control points,
to coordinate the activity of the control services working at the border control
points.
 Jointly with customs institutions, to provide for workplaces at border control
points for other authorities and private persons who conduct border crossing
control on other matters pursuant to law or provide services to persons
crossing the State border.
 To carry out border control and allow persons, means of transport, freight and
other property to cross the border if the documents granting the right to cross
the State border have been correctly drawn up, and the border guard, customs
and other State service control operations have been completed.
 Independently or jointly with customs institutions, to prevent the importation
into or transit through the territory of Latvia of prohibited items for illegal
movement across the State border. To not allow the movement of goods or
other items across the State Border, evading customs control.
 To maintain the State border, border zone and the border crossing points.
 Independently or jointly with the international seaport, airport, sea passenger
or railroad station administrations, in cooperation with customs institutions,
police, the National Armed Forces units and relevant local governments, ensure
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and control the observance of the regime of the State border, border areas,
border zones, border control points and border crossing points.
6.5 Marine and Inland Waters Administration (MIWA)
MIWA is a structural unit of State Environmental Service of the Ministry of
Environmental Protection and Regional Development of the Republic of Latvia. MIWA
carries out its duties set by laws and regulations in territorial waters, continental shelf,
exclusive economic zone of the Republic of Latvia and ports (Latvian marine waters) as
well as in inland waters of Latvia, international waters stipulated by fisheries
regulations for the EU and international regional fishing organizations, waters of
member states of the EU and third countries. MIWA:
 Controls compliance with environment protection regulations in Latvian marine
waters and fishing in Latvian marine and inland waters, international waters
and waters of the EU member states and third countries
 Issues licenses and logbooks for fishing in Latvian marine and inland waters
 Ensures the functioning of fishing vessel monitoring system and fish landing
control system in Latvian ports.
 Approves contingency plans for ports, wharfs and terminals, and port waste
management plans
 Collects, compiles and provides information on marine environment quality and
use of natural resources in frames of its competency.
The State Environmental Service (SES) was established on 1 st of January 2005
integrating former State Environmental Inspectorate, 8 Regional Environmental Boards
and Marine Environmental Board.
The goal of SES is to ensure the compliance of implementation of legislation
framework in the area of the environment protection and natural resources.
6.6 State Revenue Service
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According to the Law on the State Revenue Service, the State Revenue Service is an
institution of direct administration subordinated to the Minister of Finance that
ensures the registration of tax payments and taxpayers, the collection of State taxes,
fees and other mandatory payments specified by the State in the territory of the
Republic of Latvia and the collection of levies and other mandatory payments for the
budget of the European Union, implements customs policy and organizes customs
matters.
The State Revenue Service (SRS) was formed in November 1993 by merging the
Customs Department of the Ministry of Finance and the State Finance Inspectorate,
thus ensuring that the functions of tax administration and the implementation of
customs policy were combined within a single authority.
The National Customs Board (NCB) became a part of the SRS central administrative
structure. The SRS Riga Customs Regional Office was created alongside with Customs
boards within SRS Regional Offices (Zemgale, Latgale, Kurzeme, and Vidzeme) directly
subordinated to the SRS Director General and operationally managed by the NCB.
The Customs Criminal Board within the SRS was created in August 2002 and, starting
with September 2004 – regional branches of Customs Criminal Board also started their
operation.
As of 1st May 2004, the most important legislative acts that stipulate customs control
of goods were the following:

EU Council Regulation No 2913/92/EEK “EU Customs Code” of October 12
1992;

EU Commission Regulation No 2454/93/EEK Implementing “Regulations of the
EU Customs Code” of July 2 1993;

EU Council Regulation No 2658/87/EEK “Nomenclature of EU Tariffs and
Statistics and Common Customs Tariff” of July 23 1987;

EU Council Regulation No 918/83/EEK “Community external or internal transit
Reliefs from Customs Duties” of March 28 1983;
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
Customs Law of Republic of Latvia, adopted by Saeima on the March 18 2004.
Figure 9: State Revenue Service structure
Source: http://www.vid.gov.lv
6.7 Food and Veterinary Service (FVS)
The FVS is a State administrative institution supervised by the MA and is the CCA with
overall responsibilities for food and veterinary control. The functions of FVS are
specified in national legislation, such as the Pharmaceutical Law of 24 April 1997 (as
amended), the Law of 6 March 1998 on the Supervision of the Handling of Food (as
amended), the Law of 29 December 1999 on Animal Protection (as amended) and the
Law of 16 May 2001 on Veterinary Medicine (as amended). It operates in accordance
with Cabinet of Ministers Regulation No 142 “By-law of the Food and Veterinary
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Service” (adopted 22 February 2005). The head of the Service – the Director General –
simultaneously holds the post of Chief Veterinary Officer (CVO).
FVS consists of:
 The Central Office, including:
o Food Surveillance Department (FSD)
 Division of Food Surveillance, Planning, Analysis and Enterprise
Approval (FSPAEAD)
 Division of production and surveillance foodstuff of animal origin
(PSFAOD)
 Division of Surveillance of Plant Origin Products, Beverages and
Organic Farming
 Division of Food Distribution Surveillance
o Veterinary Surveillance Department (VSD)
o Department of Management Strategy, External Relations and
International Trade (MSERITD)
o Border Control Department (BCD)
o Administration Department (AD)
o Internal Control Division
o Public Relation Division
 Territorial Structural Units (TSU)
 Border Inspection Posts (BIP)

Assessment and Registration Agency (ARA)
The FSD plans, organizes and co-ordinates official controls on compliance with
requirements laid down in legislation governing food of animal and non-animal origin,
and compliance food products with consumer health and quality criteria. It also
approves establishments; drafts guidelines, instruction and procedures; evaluates
inspection and sampling results; carries out the audits of HACCP system at
establishments of food of animal origin; and organizes the follow-up of corrective
actions.
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FSPAEAD is responsible for registration and organization of approval of food and feed
establishments and for maintenance of the relevant database. FSD food control system
was accredited in accordance with ISO 17020 by LATAK (Latvian Accreditation Body) in
2007. This accreditation includes the TSUs.
FVS Border Control Department ensures veterinary and safety control on foods and
goods, safety control on non-human consumption products and control of compliance
with phytosanitary, quality and classification requirements on the EU Member states
of products and diseases hazardous for consumer health and life as well as for
environment. FVS border’ inspectors works on all borders of Latvia Republic: on the
roads, in ports, in railway, in post office, at the airport and customs warehouses.
By performing the control of the freights, the border inspectors initially perform the
checks of consignment documents, after that they check if the information reflected
in the consignment documents correspond to the real contents of the freight. If it is
necessary the border inspectors take samples and send them for laboratory
examinations. If the border inspectors establish that freight does not correspond to
the requirements stipulated in the European Union and Latvia, the freight is returned
back to the country of origin, eliminated or processed. If the border inspectors have
detected serious violations, there will be tightened control measures applied to the
next freight imported by this company.
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7 Legal framework involved
The overviewed legislation for the elaboration of this study has been:
1. Maritime Administration and Marine Safety Law
2. Law On Ports
3. On the State Revenue Service Law
4. Customs Law
5. Border Guard Law
6. Freeport of Riga Regulations No.42 of 07/03/2006
7. Port Dues and Charges of the Freeport of Riga
8. Cabinet Regulations No.35 “Procedures for Application of a Customs Preclearance document of Temporary Storage of Goods”
9. Cabinet Regulations No.101 “Procedures for Calculation of Customs Value of
Goods”
10. Cabinet Regulations No.233 “Customs Procedure – Exportation – Export –
Implementing Provisions”
11. Cabinet Regulations No.349 “Procedures for Performance of Customs
Procedure – Temporary Importation”
12. Cabinet Regulations No.396 “Application of the Customs Procedure – Transit”
13. Cabinet Regulations No.455 “Procedures for Reception of Ship-generated
Waste and Polluted Water and for Development of a Ship-generated Waste
Handling Plan”
14. Cabinet Regulations No.581 “Submitting Electronic Customs Declarations when
Clearing Goods”
15. Cabinet Regulations No.592 “Notifications regarding Dangerous and Polluting
Ship Cargoes”
16. Cabinet Regulations No.826 “Coastal Communications Network of the
Automatic Identification System (AIS) within the Scope of the Vessel Traffic
Monitoring and Information Data Exchange System”
17. Cabinet Regulations No.839 “Formalities Connected with Ships arriving in and
departing from a Port”
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8 EXISTING ICT PRACTICES AND INITIATIVES
8.1 Description of current ICT systems in the Freeport Authority
of Riga
Velkonis is the port management system of the Freeport Authority of Riga. It is an
important tool to support the business procedures of the port authority of Riga. This
system is also used by the ports of Liepaja and Ventspils although the port of Riga uses
the most modern version.
The information has a high level of reliability by the fact that the information entered
is the basis for the calculation of port charges and appropriate billing. The accumulated
information is available in the form of structured data. As the port charges calculation
is quite simple, the VELKONIS system is not a very complex application.
Velkonis has a very simple web interface for the shipping agencies to notify the vessel
arrivals with a minimum dataset and a more elaborated desktop application for its use
by Freeport Authority officers. This application helps to confirm the different vessel
operations and berths and register the set of information required for registering the
operations and for the calculation of port charges. It also maintains a registry of
planned vessel arrivals, vessels at port and vessels departed. Many of the information
registered in Velkonis is introduced by the Harbour Master office that gets the relevant
data from the information got in the Arrival Notification send by the shipping agency
by fax and from the SafeSeaNet national system. With this compiled information
Velkonis calculates the charges and generates the invoices. Since one year and half an
electronic invoice module including digital signatures using the PAdES standard (PDF
Advanced Digital Signature) is used which is reporting important benefits to the
Freeport Authority, shipping agencies and port terminals. It allows the generation,
confirmation, signing, sending and reception functionalities for the management of
electronic invoicing.
Velkonis was created by HMS, a Latvian software company. The first version was
implemented as early as in the year 1995.
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Figure 10: Velkonis screenshot
Source: IT systems and control of dangerous goods in Baltic Sea region ports –Johannes Raitio – DaGoB project
Some of the information handled in Velkones is the use of pilots, tugs, berths, supplies
(fuel/oil/water), waste declaration, visits, etc. Currently, the Harbour Master office
uses the national SafeSeaNet system to access all the information that VELKONIS is not
handling (i.e. vessel crew, vessel manifests, control certificates, etc. The use of this
system has allowed removing all the paper requirements for the formalities of the
vessel at port. All these forms are available in a scanned PDF format in SafeSeaNet and
they are well classified in each vessel port call electronic file. This electronic file
maintains a registry of all changes and actions performed by each party participating in
the operation.
It has been observed that some manual procedures are still required for transfering
information from the national SafeSeaNet system to VELKONIS and the Freeport of
Riga is planning to automate this process for retrieving electronically the information
required in VELKONIS. This initiative has been delayed until the Latvian SafeSeaNet will
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obtain the resources to handle the required changes in the system. It is estimated that
the connection process between VELKONIS and SafeSeaNet will be completed in 2013.
The Freeport Authority of Riga is also operating an integrated VTS-AIS system for traffic
control and monitoring of the internal port waters. This system is used by the Harbour
Master Office which also has access and utilizes the AIS and SafeSeaNet system
operated by the Coast Guard.
The Freeport has also a wide CCTV system for surveillance and there is a future project
for security card access for its use in restricted areas of the port. Currently access
control systems in some areas of the port are provided by the port terminals as it is the
case of BCT.
8.2 Coastguard systems
The Coastguard is currently operating the following systems:
GMDSS (Global Maritime Distress and Safety System) – This system ensures reception
and transmission of alerts and distress signals to and from ships in automatic mode
and messages through operator for coordination search and rescue activities,
navigational and meteorological warnings and urgent information, general purpose
radio messages transmission and reception, rendering of commercial communication
services. Coastal GMDSS system allows enhancement the likelihood of distress signal
reception, to simplify search and rescue activities, improvement coordination between
rescue services and vessels situated nearby a disaster region and supply seafarers with
vital information about security at sea.
Latvian AIS (Automatic Identification System) – The Latvian AIS Network is a national
shore-based AIS system that forms part of the united monitoring system of the Baltic
States in accordance with the HELCOM Copenhagen Declaration. The primary task of
the Latvian AIS Network is to provide competent authorities with a monitoring tool to
manage/reduce risks, enhance supervision, generate statistics, assist search and
rescue (SAR), port state control, security and other safety related tasks to ensure safe
navigation in the Latvian coastal area and the Gulf of Riga:
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 National Control Center
 8 operator workstations
 13 AIS Base Stations
 AIS data base
 Web access
 Telecom Network
Figure 11: AIS system in Latvia
Source: Latvian Coast Guard presentation
In 2003, a working group was created comprised by the Ministry of Transport, Ministry
of Defense, Maritime Administration, Navy and MRCC (Maritime Rescue Coordination
Centre) for the tendering and implementation of national shore-based AIS system.
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Contract between the winner, Transas Scandinavia AB and the Ministry of Transport of
Latvia was signed on 17th of December 2004.
The Latvian AIS network is based on existing GMDSS structure and includes 8 remote
AIS sites with Transas Base Stations T211. Remote control of all AIS Base Stations is
provided from the MRCC located in Riga.
The Automatic Identification System of Latvia shall ensure exchange of data with
automatic identification systems of other states in accordance with these Regulations
and international agreements binding to Latvia (Cabinet Regulations No. 826 “Coastal
Communications Networks of the Automatic Identification System (AIS) within the
Scope of the Vessel Traffic Monitoring and Information Data Exchange System”)
Operation of the coastal communications network of the Automatic Identification
System shall be ensured by the Maritime Rescue Coordination Centre (MRCC) of the
Coast Guard Service of the Navy of the National Armed Forces. The coordination
centre shall be the centre for the receipt, storage, exchange and distribution of
information of the Automatic Identification System of Latvia.
The Coordination Centre shall use online data of the AIS and ensure fee availability
thereof to the following institutions:
 The State Environmental Service
 Latvian Maritime Administration (State joint stock company)
 The service of the harbour master
 The State Border Guard
 The Customs authorities of the State Revenue Service
 The State Fire-Fighting and Rescue Service
The Coordination Centre shall ensure interoperability of the national system with the
SafeSeaNet system. The Ministry of Transport shall be the institution responsible for
coordination of the development of the national system.
SafeSeaNet – A vessel traffic monitoring and information data exchange system has
been established in Latvia for the processing of maritime information and it shall be
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interoperable with the European Community maritime information exchange system
named SafeSeaNet developed by EMSA in EU.
Concerning SafeSeaNet system, local competent authorities are:
 The port Authority (including service of the harbour master)
 Latvian Maritime Administration
 State Environmental Service
Figure 12: NSW system web interface
Source: http://www.mrcc.lv
Users of the national system and the SafeSeaNet system with a limited access right
shall be:
 The master, owner or operator of a ship or agent
 The State Border Guard
 The Customs Authorities of the State Revenue Service
 The State Fire-fighting and Rescue Service
 The Security Police
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Figure 13: Coast Guard Service. SafeSeaNet
Source: Latvian Coast Guard Presentation – Deniss Bickows – Senior Officer
The national SafeSeaNet system has been transformed in the reference system of
maritime transport for all the administrations and agencies. This situation is being seen
as a major value for acting as a catalyst in modernizing other relevant IT government
systems or creating new initiatives. But at the same time, the high relevance that the
national SafeSeaNet system is acquiring requires a strong support and availability of
resources for its continuous improvement for connecting other existing systems for
achieving a seamless network. However, if there is not enough support for attending
the demands of other administrations and connecting better their systems, this
opportunity will face the risk that alternative functionalities will appear causing an
undesired dispersation.
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Figure 14: Access rights of Users of the National System for the Management of Maritime Information and the SafeSeaNet System
Requests for information
(Internet/XML)
Reports
(Internet/XML)
Requests for information
(Internet only)
details of reports
regarding the fact that the ship has
not transferred waste at the port
regarding drifting objects (for
example, containers, which may
cause threats to the maritime
safety)
other
mandatory ship reports (MRS)
AIS
dangerous cargoes
ISPS safety
regarding incidents (SITREP)
regarding pollution of the
maritime environment (POLREP)
regarding the fact that the ship has
not transferred waste at the port
regarding drifting objects (for
example, containers, which may
cause threats to the maritime
safety)
voyage
cargo manifest
last incidents
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20 21 22
23
24
25
Port
authority*
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y1
Y1
Y1
Y1
Y
N
N
Y
N
N Y1 Y1
Y1
Y
Y1
Latvian
Maritime
Administratio
n
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y Y
Y
Y
Y
Y
State
Environment
al Service
N
N
N
N
Y
Y
Y
Y
Y
Y
Y
Y
Y
N
N
Y
Y
N
Y Y
Y
Y
Y
Y
Maritime
Rescue Co- Y
ordination
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y Y
Y
Y
Y
Y
Page 53
search or ports
regarding pollution of the
maritime environment (POLREP)
4
last report
regarding incidents (SITREP)
3
1
other
ISPS safety
2
Users of the
system
port
dangerous cargoes
warnings
ship
ship
port
warnings
search of vessels
Centre
Customs
authorities of
the
State N2
Revenue
Service
N2
N2
N2
N2
N2
N2
N2
N2
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y Y
Y
N
Y
Y
State Border
N2
Guard
N2
N2
N2
N2
N2
N2
N2
N2
Y
N
Y
N
N
N
N
N
N
N Y
Y
N
Y
Y
State
Firefighting and
N2
Rescue
Service
N2
N2
N2
N2
N2
N2
N2
N2
Y
N
Y
N
Y
Y
Y
Y
Y
Y Y
Y
N
Y
Y
Security
Police
N
N
N
N
N
N
N
N
N
N
N
Y
Y
Y
N
N
N
N
N N
N
N
N
N
Agent**
N
N
N
N
N
N
N
N
N
Y
N
N
N
N
N
N
N
N N
N
N
N
N
Y/N
3
Source: Cabinet Regulation No. 826 Adopted October, 3rd 2006. Republic of Latvia
1. Y – access rights to the data of the national system for the management of maritime information and the SafeSeaNet system have been granted
2. N – access rights to the data of the national system for the management of maritime information and the SafeSeaNet system have not been granted
3 1 IF the port is the next port of entry
4 2 The national competent authority (MRCC) shall take a case by-case decision regarding access, taking into account the requirements specified in the Interface Control Document
5 3 Limited data of the Automatic Identification System are available in accordance with paragraph 10 of these Regulations
6 * Port Authority (including service of the harbour master)
7 ** The master, owner or operator of the ship or –pursuant to authorization – agent
Page 54
Page 55
8.3 The Customs Information System
The Customs Department of the State Revenue Service (SRS) uses the Electronic
Declaration System (EDS). This system is offered by the SRS free of charge as a safe and
convenient way for the electronic submission of declarations, reports and tax
calculations. Until March 2006, all documents submitted to the State Revenue Service
via EDS needed to be submitted in paper as well, but starting from March 2006 the
State Revenue Service adopted an instruction, which described how the State Revenue
Service and its clients (any natural or legal person) may conclude an agreement on use
of EDS in order to submit documents to the State Revenue Service via EDS without
requirement to submit paper format. Approximately 95% of all reports and
declarations prescribed under the Latvian law can be submitted to the State Revenue
Service by means of the EDS. Currently the electronic signature provided by the State
Revenue Service is different from the qualified electronic signature as provided
according to the Electronic Documents Law. Nevertheless, the State Revenue Service is
ready to accept electronic documents signed by the qualified electronic signature.
The legal basis for the use of EDS is sustained by the Regulation of the Cabinet of
Ministers Nº 28 of June 2005 where it is introduced the procedures for the electronic
transfer of documents between public authorities and private individuals and the State
Revenue Service instruction No. 1 “Agreement on signing electronic documents with
the electronic signature using the State Revenue Service electronic declaration system
services, and ensuring these services”. This system relies on non-PKI eSignature
authentication. Once the client has concluded the Agreement, he is provided with all
the necessary data – initial password and software that automatically creates a key
data file used for creation of the signature. The State Revenue Service thereafter
verifies the encrypted data with its own key.
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In 2002, the implementation of the Automated System for Customs Data (ASYCUDA)
was completed in all customs control points in Latvia. The ASYCUDA system is currently
used only for import flows.
In order to secure that all goods arriving within the customs territory comply with
customs regulations, cargo control activities take place on arrival of the means of
transport at either a border office or at an inland clearance office. The cargo is
immediately placed under Customs control and the transport documents are keyed
into the system.
On 1st of May 2005, to ensure unified application of EU regulations with regard to
import and export, Latvian Customs authorities introduced customs information
systems compatible with those used in the EU.
Among the elements that the ASYCUDA customs information system includes we
found:
 Import Manifest Management – This is the cargo control module of the
ASYCUDA++ system, also called the MANIFEST module, supports all types of
transport documents: Bills of lading, airway-bills, rail consignment notes, road
transport documents and transit documents (TIR Carnet, transit manifest or
any legally-specified Customs document accompanying the goods). The
transport documents are processed to verify that each consignment is covered
by a declaration. The manifest is not yet presented to customs by the operators
through electronic means. Additionally, at the port of Riga, as it has the status
of a Freeport, so there are different procedures that shall be taken into account
depending if the goods are going to stay in the Freeport area or are in
temporary storage waiting for a customs declaration for introducing them in
the Customs Territory or bring them out.
The ASYCUDA system provides for the following functions:

Data capture/storage, Checking, Registration of the Manifest;

Amendments to the Manifest (excesses and shortages);

Discharge of the Manifest by Customs Declarations;
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
Manifest Discharge by Automatic Storage (overtime goods);

Status reporting;

Printing the Discharged Manifest.
Manifest data are recorded in two stages. Manifest storage requires
information pertinent to the input of both the manifest general header and the
individual transport documents and may be undertaken before the associated
cargo arrives.
The user can indicate whether the transport document is a house or master bill.
This information can also be entered later in the manifest data processing if
required. The separation of the master bills into house bills is essential in
certain circumstances if the individual bills are to be written off by the
declarations in the system. While provisionally stored the data can be changed
or annulled without any restrictions.
 Declaration processing – The total system architecture combines program logic
with a user interface which simplifies and streamlines both the wide variety
and complexity of Customs functions.
The system´s declaration module supports all Customs regimes (import, export,
transit, suspense etc.). These regimes may be subdivided at will using Customs
Procedure Codes to assist with the identification of goods liable to special
procedures and/or duty exemptions, both full and partial. The form of the
Single Administrative Document (SAD) provides the basis of the input/output
Customs Declaration document and the input screens. The system manages the
SAD declaration by using a common processing base for every type of
declaration and its applicable Customs procedure.
 Payment options – The system allows for payment of duties and taxes due in a
number of ways. Payment can be made in "cash" which in these terms also
covers payment by cheque or any other form acceptable to the Customs
Department. The system permits cash payments to be made either directly to
Customs or at another institution (i.e. bank or post office).
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A Pre-payment scheme is also available for use by tax filer. This scheme is
particularly useful for both Customs, who have the benefit of cash in advance
and a substantial reduction in the number of transactions handled by the
cashier, and the trader who has the advantage of taking delivery of the goods
immediately after the removal note is issued. While traders can be initially
reluctant to adopt this scheme given that it places cash with Customs, the
disadvantage is only short-term and the subsequent benefits far outweigh
interest lost. Traders can also pay on the basis of any period they wish since the
account can be topped up at will, thus reducing the cash-flow "problem" to a
minimum. The pre-payment scheme is operating in several ASYCUDA countries
to the satisfaction of both traders and Customs.
A Credit scheme is also available which permits the clearance of goods from
official charge and for which duty and tax will be collected at the end of a
specified period.
 TARIC (Community Integrated Tariff) is used for customs declaration purposes,
which allows assessing and applying import/export tariffs and non-tariff
measures stipulated by EU regulations.
ASYCUDA has a modern, de-centralized philosophy which requires that copies
of the tariff and tables are available in both regional and local offices for
declaration processing. Users will be given look-up facilities only. The files at
local and regional offices will be serviced and updated by electronic
transmission from Customs Headquarters or, if not available, on magnetic
media. This will be coordinated across the Headquarters Divisions by the
computer project team.
Copies of control tables and the tariff files are also kept on client workstations,
and each and every time the user logs on to the system the Customs server
verifies the system files in full and carries out an automatic update if required.
As part of the User documentation available, it will be essential to produce a
loose-leaf integrated tariff which will also include control table information as
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well as a guide to the requirements for completion of the SAD. On-line query
and print functions are of course available in all files, to users with the
appropriate security clearance. Based on the tariff and tables, all calculations
are fully automated.
Since 1st May 2004, importing goods from certain third countries into the territory of
the EU, Latvia being a EU Member State may apply a new type of customs tariff relief –
tariff quotas allocated on the basis of the date of lodging customs declaration, i.e.,
according to the principle “first come, first served”. Information about the possibilities
to use this facility, when importing particular goods from a particular country, is
available in the TARIC database. At the same time, the European Commission QUOTA
database serves as a source of reference data on the initial amounts of quotas,
available quota balance amounts, their status, validity terms etc. The submitted tariff
quota applications are processed and sent to the European Commission via the
computerized tariff quota management system QUOTA linked to the EU Tariff Quota
Management System.
By using the electronic management system and the Binding Tariff Information (BTI)
database EBTI, companies, upon request, are issued a BTI, which represents a written
decision stating that goods correspond to a particular EU Combined Nomenclature
code. The BTI is binding on customs administrations of all EU Member States within
the territory of the EU during 6 years from the date of issue. The BTI helps to apply
correct Combined Nomenclature codes and to establish accurate classification of
imported or exported goods, which serves as the basis for appropriate calculation of
customs payments.
The Electronic Transit Control System (NCTS) in Latvia is based on the software MCC
(Minimal Common Core) recommended by the European Commission, which is
supplemented with the Traders’ Module allowing traders to prepare and submit transit
declarations in an electronic form. The software is installed on the Latvian Customs
servers connected to the common EU Member States network.
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The NCTS Helpdesk has been created for consulting companies and customs officers on
transit related issues.
Separate Traders module is developed by Latvia SRS for external users and the
Guarantee Management System (GMS) was introduced in 2005.
The NCTS in Latvia was prepared in 2009 for submitting electronic TIR and sending to
Russia TIR data (SPEED project), including safety and security data, support new
enquiry/recovery procedures, sending sensitive goods data to ATIS (Antifraud Transit
Information System). During 2010 it was also prepared to obtain TIR information from
IRU electronical TIR EPD system.
Within the future plans of the NCTS facilities is the submission of the electronic T2L
document.
8.3.1 EMDA – Electronic Customs Processing System
In order to improve customs controls and risk analysis of effectiveness, reduce
opportunities for fraud and simplify customs clearance process by reducing customs
formalities necessary time and costs for both businesses and public authorities, the
European Commission and the EU Member States decided to build an integrated
electronic information exchange system.
According to the e-Customs strategy, the EC and EU Member States have to develop
an electronic system that will provide data exchange between customs authorities and
businesses across through the EU, as well as between customs authorities and other
government agencies involved in the clearance of goods, and process control.
The objective of the EMDA project is to provide automated customs clearance process
in accordance with the EU and the national legislation requirements for implementing
the exchange of information between operators and customs authorities, the Latvian
and other EU Member States' customs authorities as well as the Latvian customs
authorities and other public agencies involved in the clearance of goods and Control
process, thus creating an electronic or paperless customs environment.
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Figure 15: Multi-annual strategic plan of e-Customs
Source: European Commission – Directorate General Taxation and Customs Union
Latvian Customs in 2006 began phasing in the electronic customs initiative. During the
previous period, which ended July 1st 2009, it was introduced the Export Control
System and Import Control System, which provides export declaration, as well as exit
and entry summary declarations electronic filing and processing of data between EU
member states. Systems are integrated into the transit system, the merchant user
interface and a single merchant registration and identification (EORI) system.
According to the EU laws and regulations of customs processes the following
electronic systems also need to be introduced:
 Automated import and export systems;
 Uniform administrative guarantee system;
 A single electronic access point and the "single window" system, introduction of
electronic cargo documents, including permits, licenses and other documents.
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The strategy of the Latvian Customs is to evolve the system introduced in 2009 for
creating a customs electronic data processing system (EMDA).
EMDA project target groups are legal and natural persons who perform customs
clearance, SRS officers who use EMDA for his official duties, as well as, in the future,
other public bodies involved in the clearance of goods and control the process, and
require existing data registered in EMDA to perform their duties.
The "Single window" system implementation framework will enable other public
authority representatives to connect EMDA according to the specification of the
requirements and interfaces. An analysis of the opportunities to link EMDA with the
Latvian Coast Guard Service Information System "SafeSeaNet", as well as research into
the possibility of providing the Food and Veterinary Service access to the EMDA
electronic manifest control at the airport is currently carried out.
The project started on 1st July 2011 when an agreement was concluded with the
Central Finance and Contracting Agency of the European Union fund and the European
Regional Development Fund funding for the project "Electronic customs processing
system design, development and maintenance". On September 2011 different
procurement contracts where established for the project implementation.
The
planned activities include a unified user interface for transit declarations and the
administration of TIR Carnets guarantee; a Transit Control System (TCS) which will
provide a transit procedure between EU Member States’ customs information systems,
replacing the previous NCTS system; a payment processing system; a merchant and
customs module for import Single Administrative Documents and inspections;
manifests and temporary storage processes; merchant and customs modules for
customs value declarations; a “Single Window” system implementation framework
which will enable other public authority representatives to connect EMDA system; new
functionalities in the economic operators registration and identification system (EORI)
for ensure AEO identification of the EORI number from the European Commission’s
Economic Operator System (EOS/AEO). The introduction of the system in the
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production environment is planned for 2013 and it covers the first phase of
implementation of the automated import system.
8.4 FVS Border Control Systems
Competent Authorities for import controls on food of non-animal origin is the Border
Control Department (BCD). The Food and Veterinary Service (FVS) has the overall
responsibility for coordinating the activities of the BCD and for compiling annual data
on import control. The FVS Director General is responsible for approving the annual
sampling plan.
At BCD central level, the Deputy Director of the Food and Non-Food Products Safety
Jurisdiction, assisted by experts, is responsible for organizing and co-coordinating
official control activities at points of entry for food of non-animal origin and for
implementing Commission Decisions applicable to imports. This service is assisted by a
number of other units, notably the Deputy Director of BCD. Border inspectors are
responsible for the organization of controls at the individual Border Inspection Posts
(BIP). Since February 2012, Latvia has designated 12 points of export (DPE) which are
also designated points of import (DPI) according to Commission Regulations 669/2009
and 1152/2009. The import procedure begins with the arrival of a consignment at a
customs entry point and the submission by the consignor of the ‘single customs
declaration form’.
Page 64
Figure 16: Control systems for import of goods
Source: The organization of Food Safety, Animal Health, Animal Welfare and Plant Health Control Systems (EC)
Following an initial examination of the documentation by Customs, all food
consignments, including transit consignments for other EU Member States, are
directed to the relevant BIP for further examination. This includes: a documentary
check; a check to determine whether a consignment is linked to RASFF notifications or
specific Commission Decisions / Regulations; identity check, which links the
consignment to the transportation documents and product label; and a physical check,
which may involve the sampling of the consignment. Following the above checks, and
if the results are satisfactory, the officer completes the Food Control Certificate or
Common Entry Document (CED), which allows the consignment to be released by
Customs. This document is in both the Latvian and English languages.
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BCD has a sampling programme for imported food of non-animal origin and FCM. This
Programme takes account of: cargo flows through the different entry points; the
previous years’ results; RASFF notifications; and resources available for analysis.
With regard to mycotoxins, consignments of foodstuffs for which Commission
Decisions or Regulations apply are sampled according to standard operating
procedures at each point of entry. Documentation is checked by BCD against the TARIC
codes and country of origin for which Commission Decisions / Regulations apply.
Sampling is carried out according to Commission Regulation (EC) No. 401/2006 (the
FVS have a procedure for mycotoxins sampling, KR.10.P.236.), at a frequency specified
in applicable Commission Decisions and Regulations.
Furthermore, to ensure an even distribution of sampling among different importers, a
register is maintained which includes all relevant details of consignments sampled. If
samples have been taken by special safeguards measures / increased official control /
RASFF notification / or according to article 18 of Regulation 882/2004 , consignments
are quarantined at the customs zone until the results of the laboratory tests are
known. Results of tests are faxed by the laboratory to the relevant BIP, which in turn
completes the Food Control Certificate or CED and returns it to Customs for final
clearance of the consignment. Following sampling according to annual monitoring plan
a consignment is released to free circulation. For the above mentioned cases after
receiving the test report the inspector informs the business operator about the test
results according to the procedure: KR.10.P.198.
The FVS provides information and guidance for business operators on new import
control conditions relating to Commission Regulations (EC) 669/2009 and 1152/2009
on its webpage.
Page 66
8.4.1 HACCP –Hazard Analysis and Critical Control Points
The National Board of Fisheries of the Ministry of Agriculture of the Republic of Latvia
carried out a project financed by the Danish Directorate for food to assist the Latvian
fish processing industry in developing and implementing a food safety and quality
programme in line with international recognized standards to obtain the highest
possible quality level for fish products from catch to consumer and to make possible
the export of such products to the EU.
HACCP, which is an abbreviation for Hazard Analysis and Critical Control Points, is a
management tool recognized and recommended as the system to implement in food
processing companies to fulfill the mandatory regulations in EU, USA and Canada
directives on an “own check system” for food safety. The HACCP system was first
developed in the 1960’s in USA as a response to the food safety requirements imposed
by National Aeronautic and Space Administration (NASA) for “space foods” produced
for manned space flights.
The system was first presented to the world in 1971 and adopted by the US Food and
Drug Administration in the regulations for low-acid and acidified canned food.
However, the system was not widely used in the industry but in 1985 a study
commissioned by several US agencies strongly endorsed HACCP and recommended
that regulators and industry both utilize HACCP because it was the most effective and
efficient means of assuring the safety of food supply.
This endorsement leads to an international development of the HACCP system, and in
1988 the International Commission on Microbiological Specification published a book
on HACCP for Foods. Two years later in 1990 the Codex Alimentarius Commission
(CAC) Codex Committee on Food Hygiene (CCFH) started to prepare a draft guideline
for the application of the HACCP system. This guide has evolved over the years and
Page 67
been the basis for the system as it has been used in the project run by the National
Board of Fisheries.
For a complete understanding of the HACCP it must be underlined that HACCP is not a
quality system like Quality Assurance (QA) or Total Quality Management (TQM) but a
system to implement and ensure food safety and to avoid food borne health risks.
Another difference in the HACCP system to those of QA and TQM is that HACCP is a
system recognized and required by governments whereas QA and TQM are systems
generally recognized and asked for by customers. Today government recognition of
HACCP as the most effective means of managing food safety is well established on a
worldwide basis; and more countries both importing and producing are making HACCP
mandatory.
8.5 Private stakeholder systems
In order to asses existing ICT systems in use by the private sector, the systems of two
companies has been characterized during the programmed interviews in the field
work: the systems used by Baltic Container Terminal (BCT) and the system used by
Daugava Shipping Agency. These two companies have rather modern and advanced
systems to assist them in their functions, however it cannot be concluded that all
companies will have the same level of IT solutions.
BCT operates two internal systems; first one is a typical Terminal Operating Systems as
it is also used in many other container terminals. It includes different modules like prebooking, delivery of goods, container yard management, planning with shipping lines,
etc. Although there are electronic exchanges in place (BAYPLAN, COPRAR, CODECO,
etc.) with the shipping lines there is still a lot of paperwork handled by the terminal
mainly to control customs authorizations and for exchanging information with
forwarders. The terminal has built a specific application to control all customs
documents that shall be presented and archived to comply with customs requirements
when releasing the container from the terminal by the forwarder.
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At the forefront the Baltic Container Terminal is using an Automatic Gate System
linked with the pre-booking system and a loading/unloading ship module. It has
extended the access control system to the port gate to assist the port police in
controlling the freezone secure area.
The case of the Daugava shipping agency has also showed how a medium sized
company is operating a highly flexible commercial system (Gat-Ship) for collecting all
the necessary information to comply with the formalities of the vessel at the port.
Among the formalities to take into account for the vessel at the port are the pilot bill,
the vessel account, the navigation due (Maritime Authority fee, which is gathered
today through SafeSeaNet although some data checks should be introduced to avoid
mistakes), the calculation of fees (managed in Velkonis by FRA), vessel’s supplies,
financing, statement of facts, bill of ladings and cargo manifests, port clearance, IMO
General Declaration, Crew list, Stevedore report, truck waybill, loading order, etc.
Daugava also emphasized the multitude of systems from their clients they have to deal
with and the lack of standardization and harmonization among them. It also
emphasized the relevant improvements achieved with the implementation of the
national SafeSeaNet system. However this system does not support yet machine to
machine electronic data transfers and the company configures the reporting formats
required, create pdf reports including the data included in its database and upload this
pdf reports to SafeSeaNet introducing a small set of the vessel voyage data, collecting
and feeding the information. Information for some tables, like the waste disposal, shall
be collected and filled in manually. The SafeSeaNet has replaced many paper based
procedures but there were still some formalities that were not yet considered as it was
the case of the immigration formalities of change of crew and the preparation of the
visa in the immigration office. An important issue raised by the shipping agency was
the depuration of responsibilities in the information presented in SafeSeaNet as, many
times, the responsible of the reliability of these data is not the shipping agency but
other parties like forwarders, the vessel master, etc. Currently, the SafeSeaNet system
Page 69
is not using electronic signatures but, even when this happens, it should not imply that
the responsibility of the accuracy of all the data provided should be borne to the
shipping agency, but only transcription errors.
For example, the manifest was presented as a pdf document which does not allow to
automatically registers and process this information in a database. This situation will
need to be improved in the future if the manifest data (presented by the carrier) is to
be used in other customs procedures in order to simplify and ensure the reliability of
the temporary storage declarations (presented by the depositor in the temporary
storage zone) and to be used by other stakeholders as for example the forwarding
agent or the stevedoring company. This case was extensively discussed in a meeting
with the Latvian Customs and the Coast Guard Service during the on-site interviews.
However, the shipping agency showed its concern if the SafeSeaNet will require in the
future the introduction and fill in of extensive data through forms and tables manually.
It suggested that when the reporting requirements need to introduce data instead of
pdf documents, a data interface (like web services and xml files) should be considered
in order to avoid double entry of data in different systems. The shipping agency system
could be prepared to make these electronic transfers.
8.6 SKLOIS - International Freight Logistics and Port Information
System
Modern technology can serve as a major element in those locations where physical
infrastructure is difficult or impossible to enlarge. More active introduction of
electronic information and electronic document exchange in transport services may
increase the competitiveness of transport. Therefore, Latvia is closely following the
European Commission initiatives related to advance technologies, such as e-customs,
e-cargo, e-maritime initiatives and the Intelligent Transport Systems (ITS) Action Plan.
Page 70
In this direction, the Ministry of Transport is currently coordinating the
implementation of the International Freight Logistics and Port Information System
(SKLOIS). This initiative, which started in 2009, aims to efficiently use the Latvian
transport infrastructure, increase the competitiveness and ensure smooth transit
operations through the country. The system will facilitate electronic information and
electronic document exchange processes between organizations involved in the cargo
transportation process, as well as to reduce the use of paper documents and
administrative burden. It also intends to consolidate the single point of information
entry concept.
The first stage of the project started in 2009 with a feasibility study, analyzing the
current situation, the document flows and types, the elaboration of the conceptual
model and the elaboration of the plan for the next steps. This feasibility study showed
the multitude of different communications established by the different stakeholders
through inefficient communication means and the opportunities of introducing a
collaboration system that interface with all the freight logistics and port information
systems.
Figure 17: SKLOIS Vision
Source: Aldis Zarins. The international freight logistics and port information system. Ministry of transport and
communications of the Republic of Latvia. 2011
This project is being executed under EU funds (European regional development fund)
and it was included in the list of accepted projects on August 2010. The project
Page 71
conception was approved in April 2011 and the practical implementation is being
carried out since 2012 with the elaboration of technical specifications and the
establishment of detailed plans and actions. During the interview with Aldis Zarins
from the Ministry of Transport, the existing activities being carried out by expert
working groups from different administrations and stakeholders were described. The
SKLOIS is currently being aligned with the other two important initiatives in Latvia
providing critical information and communication services, namely, the national
SafeSeaNet system and the Electronic Customs Processing System EMDAS.
The SKLOIS system is a clear candidate for providing port community system services
to the Latvian Ports. The Freeport of Riga is currently participating in the expert
working groups.
Page 72
9 GENERAL BUSINESS PROCESSES IN THE PORT OF RIGA
9.1 Procedures and Formalities involved
9.1.1 GENERAL FORMALITIES IN LATVIAN PORTS
This part of the report shows the formalities connected with ships arriving in and
departing from port. The port formalities shall include:
 Notification of the entry of a ship into port and the departure there from
 Reporting in accordance with the FAL Convention
 Border checks of persons and ships in accordance with Regulation (EC) No
562/2006 of the European Parliament and of the Council of 15 March 2006
establishing a Community Code on the rules governing the movement of
persons across borders (Schengen Borders Code) (hereinafter – Schengen
Borders Code)
 Reporting of security information in accordance with Article 6 of Regulation
(EC) No 725/2004 of the European Parliament and of the Council of 31 March
2004 on enhancing ship and port facility security and Chapter XI-2, Regulation
9, Paragraph 2 of the SOLAS Convention
 Reporting the need to perform expanded checks within the scope of port State
control
 Reporting on dangerous and polluting cargos of ships
 Reporting on waste caused by ships and surplus cargo
 Reporting on cargos subject to the customs control
 Reporting related to fishing operations and monitoring of catches – prior to the
entry of a fishing vessel into a port
 Reporting on cargos subject to the control of the safety, quality and
classification of veterinary, phytosanitary and non-food goods and the
harmlessness of foodstuffs at border crossing points
The compliance with the port formalities are supervised by the State Border Guard,
the customs authorities of the State Revenue Service, the Food and Veterinary Service,
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the Coast Guard Service of the Latvian National Naval Forces of the National Armed
Forces and the Harbour Master Offices of the Port Authorities according to the
competence thereof.
Foreign ships, including persons thereon, which participate in the measures for
liquidation of the consequences of marine pollution or other types of disasters, are
subjected only to the control of the State Border Guard.
Prior to arrival of a ship of 300 gross tonnage and upwards in port (except fishing
vessels, traditional ships and recreational craft with length of less than 45 meters, and
warships, naval auxiliaries and other ships used for non-commercial public service), the
commercial shipping company or the ship’s master, or an authorized shipping agent
thereof, shall notify information to the control authorities regarding the ship,
including:
 The name of the ship
 The call signal of the ship
 The International Maritime Organization (IMO) identification number or the
Maritime Mobile Service Identification (MMSI) number
 The expected port of arrival
 The estimated time of arrival of the ship in port
 The estimated time of departure of the ship from port
 The number of crew and passengers on the ship
 The dock at which the ship intends to call
 The dock from which the ship intends to depart, in order to leave the port
 Regarding persons who have stowed away on the ship and remain there
illegally
The information must be notified:
 At least twenty four hours before arriving in the relevant port;
 If the voyage time is less than twenty four hours – at the time the ship leaves
the previous port
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 If the next port is not known or is changed during the voyage – as soon as the
next port is known
The commercial shipping company or the ship’s master, or an authorized shipping
agent thereof shall resubmit this information immediately, if:
 The information has changed during the time period from submitting the
information until the arrival of the ship in the relevant port
 The information has changed while the ship is in port.
This information must be notified using the national SafeSeaNet system, in accordance
with the regulatory enactments on the ship traffic monitoring and information data
exchange system.
If appropriate relevant submission has been received, the port authority must take a
decision to release the following ships:
 Ships which ensure scheduled service between the ports of Latvia and
 Ships which ensure a scheduled international service between a port of Latvia
and one or several foreign ports, at least one of which is a European Union
national port.
The exemption must be granted if the following conditions are met:
 It is anticipated that the relevant ship will ensure the scheduled service for at
least one month; or
 The duration of separate voyages of the relevant ship, when performing the
scheduled service, does not exceed 12 hours.
If ships have received the exemption, the relevant commercial shipping company, the
masters of such ships or the authorized shipping agents thereof must:
 Keep and update the relevant ship list and, immediately after drawing up or
updating thereof, send it to the relevant port master
 Ensure continuously for 24 hours, that, immediately upon the request of the
control authorities, the information is notified electronically regarding each
individual voyage carried out by the relevant ship
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 Using any available means of communication, notify the control authorities of
any deviation from the estimated time of arrival of a ship in port, if such
deviation is three hours and more.
The port authority shall send a list of the ships and the relevant commercial shipping
companies (including each update of the list) as well as the times of arrival and
departure from port of such ships, and the arrival and departure docks thereof, to the
State Border Guard, the Customs Board of the State Revenue Service, the Food and
Veterinary Service, the Coast Guard Service of the Latvian Naval Forces of the National
Armed Forces, the State Environmental Service, the State stock company “Maritime
Administration of Latvia” and the Ministry of Transport. The Ministry of Transport shall
send the relevant list to the European Commission. Currently, this obligation is
accomplished via the national SSN.
Reporting shall take place in accordance with the FAL Convention. If the FAL
Convention applies to the ship, at least two hours prior to the estimated arrival at the
first dock in the relevant port the commercial shipping company or the ship’s master,
or the authorized shipping agent thereof, shall submit the following documents:
 The General Declaration (FAL Form 1)
 The Cargo Declaration (FAL Form 2) or ship’s manifest – if cargo is present on
the ship
 The Ship’s Stores Declaration (FAL Form 3)
 The Crew’s Effects Declaration (FAL Form 4)
 The Crew List (FAL Form 5)
 The Passenger List (FAL Form 6) or the ship’s passenger registration information
– if passengers are present on the ship.
If, due to the lack of means of communication, it is not possible to submit these
documents at least two hours prior to the estimated arrival of the ship at the first dock
in the relevant port, the commercial shipping company or the ship’s master, or the
authorized shipping agent thereof, using any available means of communication, must
inform the relevant control authorities thereof at least two hours prior to the
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estimated arrival of the ship at the first dock in the relevant port. In such case the
documents should be submitted not later than one hour after arrival of the relevant
ship at the first dock in the relevant port.
If the ship ensures a scheduled service, prior to arrival thereof in port (commencing
with the second visit of the relevant port) they should only be submitted if the
composition of the crew has changed.
If the FAL Convention applies to the ship, prior to the estimated departure from the
first dock in order to leave the relevant port, the commercial shipping company or the
ship’s master, or the authorized shipping agent thereof, shall submit the following
documents:
 The General Declaration (FAL Form 1)
 The Cargo Declaration (FAL Form 2) or ship’s manifest – if cargo is present on
the ship
 The Ship’s Stores Declaration (FAL Form 3) – if changes have been made
thereto after the ship was in port
 The Crew List (FAL Form 5) – if changes have been made thereto after the ship
was in port
 The Passenger List (FAL Form 6) or the ship’s passenger registration information
– if passengers are present on the ship
After arrival of the ship at the first dock in the relevant port, the disembarkation and
embarkation of persons from the ship, as well as the loading of goods from and on the
ship, shall only be permitted after receipt of a permit of the relevant control
authorities. The referred to permit should also be necessary prior to departure of the
ship from the dock in order to leave the relevant port.
Control authorities shall give the permit, making the appropriate note in the national
SSN system. The disembarkation and embarkation of persons onto and from the ship,
as well as the loading of goods from and on the ship after arrival of the ship at the first
dock in the relevant port or the departure of the ship from the dock in order to leave
the relevant port, without having waited for making of a relevant note in the national
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SSN system, shall be allowed if a permit in the form has been received from the
relevant control authority.
The documents must be submitted, using the national SSN system. In order to use the
national SSN system, a person shall enter into an agreement with the Coast Guard
Service of the Latvian Naval Forces of the National Armed Forces. The referred to
agreement need not be entered into if the person submits the documents, signed with
a secure electronic signature in accordance with the Electronic Documents Law.
If the documents of arrival are submitted without using the national SSN system, they
shall be drawn up according to the FAL Convention and the requirements specified
above and submitted:
 To the State Border Guard:
o The General Declaration – one copy
o The Crew List – two copies
o The Passenger List or ship’s passenger registration information, if
there are any passengers on the ship – two copies
 To the customs authorities of the State Revenue Service:
o The Cargo Declaration or ship’s manifest, if there is any cargo on the
ship – one copy
o The Crew List – one copy
o The Crew’s Effects Declaration – one copy
o The Ship’s Stores Declaration – one copy
o The Passenger List or ship’s passenger registration information, if
there are any passengers on the ship – one copy
 To the Food and Veterinary Service:
o The General Declaration, if cargo of vegetable or animal origin is to
be unloaded in the port – one copy
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o The Cargo Declaration or ship’s manifest, if cargo of vegetable or
animal origin is to be unloaded in the port – one copy
If the documents of departure are submitted without using the national SSN system,
they shall be drawn up and submitted:
 To the State Border Guard:
o The Crew List, if any changes have been made therein after presence of
the ship in a port – one copy
o The Passenger List or ship’s passenger registration information, if there
are any passengers on the ship – one copy
 To the customs authorities of the State Revenue Service:
o The Cargo Declaration or ship’s manifest, if there is any cargo on the
ship – one copy
o The Passenger List or ship’s passenger registration information, if there
are any passengers on the ship – one copy
o The Ship’s Stores Declaration, if any changes have been made therein
after presence of the ship in a port – one copy
 To the Food and Veterinary Service :
o The General Declaration, if cargo of vegetable or animal origin has been
loaded onto the ship in the port – one copy
o The Cargo Declaration or ship’s manifest, if cargo of vegetable or animal
origin has been loaded onto the ship in the port – one copy
If the documents of arrival and departure are submitted without using the national
SSN system, the permit shall be issued by the control authorities, using any means of
communication acceptable to the relevant control authority
The documents to be submitted to port authorities, the number of copies of the
documents and the time period for submission thereof may be specified in the port
regulations, if these documents are submitted without using the national SSN system.
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The FAL forms shall conform to the following technical specifications:
 They shall be printed on separate A4 sheets of paper (210 mm x 297 mm) with
portrait orientation
 At least one third of the sheet (the second side) shall not be filled in, and it shall
be intended for the notes of the control authority
If after submitting the documents of arrival (prior to arrival of a ship at the first dock in
the relevant port) the composition of the crew, passengers or cargo has changed, the
commercial shipping company or the ship’s master, or the authorized shipping agent
thereof, must immediately inform the relevant control authorities, resubmitting the
relevant documents.
If a ship enters port, coming from another port of Latvia, or leaves the port bound for
another port of Latvia or to return to the same port, without stopping at the port of
another state, the commercial shipping company or the ship’s master, or the
authorized shipping agent thereof, must notify the control authorities thereof
accordingly prior to arrival of the ship in port or prior to departure of the ship from
port, and need not submit the documents. Notification shall be ensured, using any
available means of communication.
9.1.2 FREEPORT OF RIGA REGULATIONS CONCERNING FORMALITIES
Each Freeport in Latvia has a specific procedure for receiving information on arrival
and departure of vessels. The procedure for providing information according to the
Freeport of Riga Regulations (no.42 of 07.03.2006) is following detailed:
Each inbound vessel or ship agent , 24 and four hours prior to arrival at Buoy B, or
immediately after the departure from the previous port , if the duration of the trip
does not exceed 24 hours, is obliged to notify the VTS about the arrival of the vessel as
well as provide the following data related to the vessel:
 Name of the vessel
 Type of vessel
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 Flag of the vessel
 Call sign
 IMO identification number
 Maritime Mobile Service Identity (MMSI) number
 The expected time of arrival at Buoy B
 Length, breadth
 Cargo
 Air-draught
 Ship agent
 Berth (if known)
 Vessel GT
 Vessel DW
 Maximum draught
 Draught upon arrival
 Engine power
 Ice class and classification society, that has determined ice class ( for winter
navigation period)
Should there be any dangerous or polluting goods on board a vessel, the ship operator,
ship agent or the Master shall notify VTS about that at least 24 hours prior to arrival of
the vessel or departure of the vessel from the previous port of call, if the duration of
the trip does not exceed 24 hours, after the departure from the port in compliance
with 9 August 2005 Regulations No.592 “Procedure of Notification of Dangerous and
Polluting Goods on Board Ships”. If the vessel carrying dangerous or polluted goods is
leaving the Freeport of Riga or berth, the ship operator, agent or the Master shall
notify VTS thereof. Four hours in advance of arrival, departure or shifting, a Master
shall notify the VTS of the planned operation and order pilot services, as well as update
the arrival time one hour in advance. The documents to be completed are:
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 Upon arrival of a vessel at the port, a Master shall submit to the ship agent the
following documents for handling port formalities:
o General declaration - five copies
o Cargo declaration or ship manifest - two copies
o Ship stores declaration - two copies
o Crew list -. two copies
o Crew’s effects list - two copies
o Passenger list - two copies
o Maritime declaration of health -one copy
o Ship waste declaration - one copy
 Upon arrival of a vessel at the port, the ship agent shall submit to the Harbour
Supervisor the following documents:
o Cargo declaration or ship manifest
o General declaration
o Passenger list
o Crew list
o Ship waste declaration
 Upon arrival of a vessel at the port and according to the Harbour Supervisor’s
request, the ship agent shall submit the following documents:
o International tonnage certificate
o Insurance or any other financial security certificate related to civil
liability for losses sustained from oil pollution
o Classification certificate
o Passenger ship safety certificate (for passenger ships)
In case of necessity, the Harbour Supervisor has the right to request also other
documents or copies thereof provided for by international conventions or legal
enactments of the flag state. A Certificate of Free Practice shall be granted to a vessel
upon completion of port formalities on arrival at the port. The formalities on arrival
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shall be cleared within six hours after receiving the documents specified by clause 21
of the present Regulations.
Departing from the port for the purpose of crossing the border of the Republic of
Latvia, a Master shall submit to the ship agent the following documents:
 General declaration - five copies
 Cargo declaration - two copies
 Crew list - two copies

Passenger list - two copies
Before the departure of a vessel from the port, the ship agent shall submit to the
Harbour Supervisor the following documents:
 General declaration
 Cargo declaration or ship manifest
 Crew list
 Passenger list
 Permit for the vessel to leave the port (Port Clearance).
The only document permitting a vessel to proceed to sea is a Port Clearance. A permit
issued to a ship to proceed to sea is valid for 24 hours. Port auxiliary craft and short sea
vessels shall register each departure and arrival at the port with the Harbour Master’s
Office. The vessels to undergo performance trials after repair shall provide the Harbour
Supervisor with the following documents:
 The Master’s or the ship agent’s application
 Authorization for the performance trial issued by the ship classification society
or the Marine Safety Inspection of the Maritime Administration of Latvia
 Crew list in compliance with the requirements of the Certificate of Minimum
Crew Manning.

List of workers.
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Should any changes occur in the composition of the crew or technical condition of a
ship after she has obtained a permit to proceed to sea, the Master is obliged to notify
the Harbour Supervisor thereof. An outgoing vessel may be exempted from clearing
formalities after submitting to the Harbour Supervisor a list of the persons on board
the vessel in cases where assistance to ships and lives in distress is required or upon
standing orders from the Harbour Master due to force majeure. Should a vessel depart
from the port without the permission of the Harbour Master or services subordinate to
him, public authorities shall ensure her return to the port in accordance with the
procedures established by regulatory enactments.
Oil tankers with the tonnage of 2 000 tons and more with no valid certificate, specified
by the International Convention on Civil Liability for Losses Sustained from Oil
Pollution, are prohibited from entering into, or departing from, the port.
9.1.3 FREEPORT OF RIGA DUES AND CHARGES
The charges for services rendered by the Port and the Port Dues shall be collected
from ships by a ship agent in accordance with the provisions of the agreement,
concluded with the Freeport Authority. The Port Dues and charges for services shall be
paid by a ship before leaving the port. In accordance with the procedure, stipulated by
the legal enactments, the Harbour Master has the right to prohibit departure of a ship,
if the Port Dues or charges for services have not been paid.
9.1.3.1 TONNAGE DUES
Tonnage Dues shall be calculated separately for each ship’s arrival to and departure
from the Port. The Tonnage due shall be calculated according to the following rates:
 For a tanker 0.9 EUR/GT
 For linked ships 0.4 EUR/GT

For other ships 0.8 EUR/GT
In case if the ship is arriving at the Port or departing from the Port in ballast as well as
in case the volume of cargo that is loaded on board the ship or unloaded from it does
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not exceed 50 % of the ship’s tonnage , the tonnage due shall be calculated according
to the following rates:
 For a tanker 0.5 EUR/GT
 For linked ships 0.2 EUR/GT
 For other ships 0.4 EUR/GT
Tonnage due is not collected from:
 Container ship
 Passenger ship
 Cruise ship
 Ro-Ro ship
 Reefer
 The ship that enters the Port and /or leaves the Port provided no cargo related
operations have been carried out during the relevant call
9.1.3.2 CANAL DUES
Canal Dues shall be calculated separately for each ship’s arrival to the Port, shifting
within the Port limits and departure from the Port. In case if the ship is arriving at the
Port or departing from the Port, the canal due is calculated according to the following
rates:
 For a container ship 0.38 EUR/ GT
 For a passenger ship 0.12 EUR/GT
 For a cruise ship 0.10 EUR/GT
 For a Ro-Ro ship 0.19 EUR/ GT

For a reefer 0.19 EUR/GT
For the ship’s shifting from one berth to another berth or from one mooring place to
another mooring place, the canal due shall be calculated according to the rate of 0.1
EUR/GT. 7.
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The canal fee for the ship that enters the Port and/or leaves the Port without
performing any cargo handling and/or passenger operations during its call, is
calculated according to the following rates:
 For a container ship 0.19 EUR/ GT
 For a Ro-Ro ship 0.095 EUR/ GT
 For a reefer 0.095 EUR/GT
 For a linked ship 0.095 EUR/GT

9.1.3.3 SANITARY DUES
Sanitary Dues for a ship shall be calculated for each call of a port. Sanitary Dues shall
cover costs for removal of any garbage and segregated water, except for segregated
ballast water or tank cleaning waters. The sanitary due is calculated according to the
rate of 0.1 EUR/GT. For ships equipped with garbage and segregated waters treatment
facilities the sanitary due is calculated according to the rate of 0.06 EUR/ GT. Sanitary
Dues shall not be collected from passenger ships, cruise ships and fishing vessels.
9.1.3.4 BERTHING DUES
Berthing Dues shall be collected for usage of any berth from all ships laying alongside
for every case of using the berth or applying hourly rate for berth use in cases, defined
by the p.36 of the present regulations. Berthing Due is calculated according to the rate
of 0.085 EUR/GT. Berthing Due at the berths JPS-1, JPS-2, MK-3 and MK-4 shall be
calculated at the rate of 0.25 EUR/GT. Berthing Due for cruise vessels at the berths JPS1, JPS-2, MK-3 and MK-4 shall be calculated at the rate of 0.085 EUR/GT. 8.
In case a ship during calling a Port uses several berths of one lessee or owner, the
Berthing Dues are calculated only for the use of the second berth in the amount of
50% of the standard rate of the Berthing Dues. For usage of a berth without
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performing cargo handling and/or passenger operations, the Berthing Dues for a ship
are calculated on the basis of the hourly rate for the berth use:
 For a Ro-Ro ship 0.007 EUR/GT
 For a fishing vessel and craft in fishery trade 0.005 EUR/GT

Berthing Dues at 0% rate are fixed in the following cases:
 During the time of the ship’s repair while lying at the berths, indicated by the
Freeport of Riga Authority. The Berthing Dues are collected from the ship in
case cargo handling and / or passenger operations have been performed on the
vessel prior or/and after berthing.
 In case of forced short-term berthing of a ship, entering or leaving the port, due
to force majeure conditions coming into effect independently of the ship. The
Force-majeure conditions in any case are the circumstances, providing real
threat to the safety of the ship, its crew, passengers or cargo. Should such
circumstances occur, the ship is moored at the nearest free berth with
confirmation of the Freeport Authority.

For the harbour craft in cases, related to ensuring services of the port.
9.1.3.5 SMALL TONNAGE DUTY
Small Tonnage Duty shall be calculated separately for each ship’s arrival at and
departure from the Port. Small Tonnage Duty at the Port of Riga shall be calculated at
0.04 EUR/GT. Small tonnage vessels shall be exempted from other Port Dues payment.
9.1.3.6 PASSENGER TOLL
Passenger Toll shall be fixed for every passenger, staying on board the ship, upon her
arrival at and upon her departure from the Port. The following Passenger Toll shall be
calculated according to the following rates:
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 1 EUR for each passenger upon arrival of the ship at the port
 1 EUR for each passenger upon departure of the ship from the port
 Children under 12 years shall be exempted from Passenger Toll
9.1.3.7 REBATES ON PORT DUES
The following ships shall be exempted from Port Dues:
 Latvian and foreign state service ship
 Foreign ship invited for an official visit
 Hospital ship
 Short-sea ship and yacht
 Harbour vessel, in case of services providing necessity
 Training ships
 Research ships
 Charity ships
 Sailing ships
 Small tonnage ships with the engine capacity under 100 kW

Ships calling the Port due to extraordinary circumstances (force majeure)
In accordance with the sailing schedule, stipulated by the Shipping line contract , liners
shall enjoy rebates on all Port Dues depending on the number of calls to the port
within the limits of one calendar year, starting with the first liner’s call, in the following
amounts:
 Upon 12th to 20th call at the Port - 10% ( 1st category rebate)
 Upon 21st to 50th call at the Port - 20% ( 2nd category rebate)
 40% - more than 50 calls at the Port (3rd category rebate)

60% - more than 150 calls at the Port (4th category rebate)
A liner, using the berths JPS-1, JPS-2, MK-3, MK-4, shall enjoy rebate in the amount of
60 % of the Berthing Due. A liner, failing to comply with the sailing schedule, shall not
enjoy the rebates, specified by the present regulations, except for the cases when such
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non-compliance with the sailing schedule is related to Force-majeure, and the Freeport
Authority has been duly notified about the occurrence of such Force – majeure in
writing.
In accordance with the sailing schedule, stipulated by the contract, cruise ships shall
enjoy rebates on all Port Fees depending on the number of calls to the port within the
limits of one calendar year, starting with the first cruise ship’s call, in the following
amounts:
 A 20% - upon 5th to 9th call at the Port (1st category rebate)

A 40% - more than 10 calls at the Port (2nd category rebate)
50% rebate on all Port Dues shall be granted to fishing vessels and craft in fishing trade
with fish catch or with processed fish products on board. A 10% rebate on all Port Fees
and Charges shall be granted to tankers, carrying crude oil, that were awarded a Green
Award Certificate. If several Port Dues rebates are provided for a ship pursuant to the
procedure, stipulated by the present regulations, only the highest one shall apply.
9.1.3.8 USE OF THE PORT TUGBOATS
The maximum levels of charges for the use of tugs in mooring and unmooring
operations shall be determined at the following rates, irrespective of the number of
tugs engaged, and shall be calculated in accordance with the following rates:
 Mooring and unmooring - EUR 0.17 for each GT
 Shifting from one berth to another - EUR 0.22 for each GT

Shifting within limits of one berth - EUR 0.17 for each GT
The maximum level of charges for the use of the port tugs shall be reduced by 25% of
the standard charge applied, if the tug services are being used for mooring operations
by the vessels exempted from Port Dues and liner vessels.
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If tugboats or other self-propelled craft are used for operations other than mooring of
a ship, the maximum level of charges for their use shall be charged at the following
rates on the basis of the “engine capacity (HP)”:
 Under 100 – 45 €/h
 From 101 to 200 -75€/h
 From 201 to 300 – 85€/h
 From … to …
 …4000 and more – 700€/h
9.1.3.9 HARBOUR CRAFT HIRE
The maximum levels of charges for the use of a floating crane shall be calculated on the
basis of dumb craft hoisting capacity (t) per the following hourly rates (€/t/h):

Under 50 – 7 €/t/h

From 51 to 100 – 11€/t/h

From ... to ...

...Over 1000 – 38€/t/h
The chargeable period of a harbour craft’s employment shall count from the moment of its
departure from its permanent berth or actual position until the moment of its arrival back
to its permanent berth. The maximum levels of charges for the work of a floating crane as
well as its passage or tow to the working place and back shall be charged on the basis of
floating crane’s hoisting capacity at the following rates:
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9.1.3.10 FIREMEN'S SERVICES
The maximum levels of charges for the services of fire-watchers on board or alongside
a ship shall be calculated at the rate of 9 EUR /h. The maximum levels of charges for
the fire-fighting unit’s attendance by the ship shall be calculated at the following
hourly rate:
 Fire boat’s attendance alongside a ship 324 EUR/h
 Fire engine’s attendance on the berth 30 EUR/h
9.1.3.11 GARBAGE AND POLLUTED WATER REMOVAL
The maximum levels of charges for removal of polluted ballast water, sewage as well
as oil containing water to specially equipped recovery vessels or coastal purification
stations within the Port shall be calculated in accordance with the following rates:
 Bilge, sewage and oil containing water:
o For recovery vessel - 12 EUR per cub. m
o For coastal purification station - 7 EUR per cub. M.
 Polluted ballast water:
o For recovery vessel - 12 EUR per cub. m;
o For coastal purification station - 6 EUR per cub. m.
 Water used for tank cleaning:
o For recovery vessel - 12 EUR per cub. m;
o For coastal purification station – 7 EUR per cub. M.
Dry garbage shall be collected in a packaged way at the berth where the ship made
fast, at the rate of 20 EUR per cub. m. Charges for garbage and polluted water
removal, stipulated in the present chapter, shall be collected from any ships, including
the ships exempted from Port Dues.
9.1.3.12 FRESH WATER SUPPLY
The maximum levels of charges for fresh water supply to vessels within the Port shall
be calculated in accordance with the following rate:
 If water is supplied from berth - 2 EUR/ t
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 If water is supplied by floating crafts - 4.50 EUR/ t

If water is supplied to vessels staying on outer roads -2 EUR/ t, expenses for
using tugs are not included.
Supply of fresh water by floating crafts shall be done only after request of the Master.
Minimum amount of supplying fresh water by floating crafts is 15 tons. If the Master
requests less than 15 tons, charge for fresh water supply shall be levied as of 15 tons.
9.1.4 SHIP LOADING AND DISCHARGE FORMALITIES
The ship loading and discharge formalities are not regulated by law but established by
the terminal operator. Each terminal operator establishes its own particular
procedures to attend its needs as well as the requirements established by customs
authorities for controlling the release and acceptance of goods.
Container terminals are the ones that require more control in the loading and
discharge operations as they have to control each individual unit. In consequence,
container terminals have more advanced IT systems in place and look for more
automated and electronic communication needs.
Concretely, during the interview with BCT, the following key aspects were identified in
the process of ship loading and discharge formalities. A more detailed analysis would
be required to better characterize the situation of the different terminals and the
opportunities to improve these operations.
For the discharge of containers, the terminal is using the bayplan which is received by
electronic means from the liner (BAPLIE message). The information of the bayplan is
complemented with a discharge list in Excel form where the shipping agency
nominates who will be the depositor while the container will be temporary stored at
the terminal. Theoretically, this depositor should be the one that should present the
summary declaration for temporary storage to the customs authorities. The container
terminal confirms the discharge operation to the liner through electronic means
(COPRAR message) detailing the containers effectively discharged.
Page 92
A lack of control was identified between the information provided by the liner in the
bayplan, the information contained in the manifest (which is submitted to SafeSeaNet
in a non-structured pdf format), and the information presented in the summary
declaration for temporary storage that offers large opportunities for enhancements.
For gate-out container movements, electronic messages (usually COREOR messages) to
order the release are used when the liner company is the depositor at the terminal,
but when the depositor is a forwarder this is not usually the case. Anyway, the truck
driver has to present all the paper documents that the customs authorities require the
terminal to collect before delivering the container to the truck. This last process
consumes many resources for the administrative paperwork and it also originates
some delays and congestion in the terminal. There are plenty of opportunities to
improve this process through the introduction of a paperless customs release service.
AGS in place offers a sound technical basis to achieve this.
In terms of gate-in operations acceptance orders can be received via EDI (usually
COPARN messages) from the liner company. For the loading operation a loading list
order is used and an electronic loading confirmation can be submitted to the liner
company.
9.1.5 EXPORT AND IMPORT FORMALITIES (LAND PORT INTERFACE)
Latvia’s customs legislation is harmonized with the EU Customs Code and its
Implementing Regulations. Nowadays, Customs legislation has been simplified and
modernized to comply with the EU standards. The transfer of goods over the Latvian
border currently involves contact with officials of three state institutions – Border
Guard, the Sanitary Border Inspectorate, and Customs. The efficiency of these
institutions has steadily improved. Businesses are served from eleven territorial
Customs offices and 160 Customs points throughout the country. Approximately 1000
Customs officers ensure that manage clearance operations.
Page 93
In order to accelerate the speed of customs processes and to provide unification of
customs activities, Latvia is modernizing the customs information system in the EMDA
project.
Declaration of goods can be carried out by an enterprise that carries goods over the
Latvia borders (forwarder) or customs brokers.
Concerning Customs regulation, these procedures, when clearing goods, for submitting
the declarations prescribed in regulatory enactments regarding customs electronically.
The State Revenue Service should ensure electronic declarations:
 The electronic issue and signing of such a customs declaration procedure in the
State Revenue Service electronic declaration system which is accessible utilizing
the functionality of the electronic declaration system (EDS)
 The electronic submission of customs declarations into the Automated System
for Customs Data (ASYCUDA), which shall be accessible on the State Revenue
Service’s homepage of such a customs declaration procedure, which are not
accessible, utilizing the functionality of the electronic declaration system.
In order to submit a customs declaration electronically, a person shall enter into an
agreement with the State Revenue Service. An agreement need not be entered into
with the State Revenue Service, if the person submits the customs declaration signed
with a secure electronic signature in accordance with the Electronic Documents Law.
If a customs declaration is submitted and signed using the electronic declaration
system (EDS), the person’s user identifier and password shall be deemed to substitute
for the person’s signature. A customs declaration submitted to the ASYCUDA system
shall not be considered as being signed and additionally to it the relevant customs
declaration shall be submitted as a hardcopy, which a person has certified with a
signature.
Page 94
A person, who has submitted a customs declaration and has signed it electronically,
shall keep the documents related to the relevant declaration for at least five years, as
well as upon the request of a customs authority official submit documents related to
the customs declaration. Permits for declaring goods electronically, which have been
issued in accordance with Cabinet Regulation No.999 of 27 December 2005 Procedures
for the Issue of Customs Declarations in Electronic Form, were in force until 1 July
2010. Until 1 November 2009 customs declarations were submitted to the ASYCUDA
system in accordance with the procedures specified in Cabinet Regulation No.999 of 27
December 2005 Procedures for the Issue of Customs Declarations in Electronic Form.
From 1 November 2009 until 1 July 2010 customs declarations may be submitted to
the customs system in accordance with Cabinet Regulation No.999 of 27 December
2005 Procedures for the Issue of Customs Declarations in Electronic Form, as well as
these Regulations.
Latvia’s Customs Law provides for 15 customs procedures:
 Release of goods for free circulation (import)
 Temporary import
 Import for processing of goods
 Import of goods for processing under customs control
 Re-import of goods
 Import of goods into customs warehouse
 Import of goods into tax-free shop
 Export procedure of goods
 Temporary export of goods
 Export of goods for processing
 Re-export of goods
 Transit
 Destruction of goods
Page 95
 Waiver in favor of the state

Supplies for commercial transportation means
Businesses most often use release for free circulation, import for processing, transit,
and export.
9.1.5.1.1 CUSTOMS PROCEDURE FOR FREE CIRCULATION (IMPORT)
The procedure is detailed below:
 Customs border of the Republic of Latvia inspection
 Sanitary Border Inspection (for goods with code)
 Application for Customs release (free circulation):
o Customs payment
o Certificate of origin of goods
o Import permits (licenses, etc.)
o Tariff quotas
o Veterinary and sanitary limitations
 Foreign goods obtain status of Latvian goods
Applying customs procedure for release goods (free circulation) requires a submission
of:
 Copy of tax payer’s registration certificate of enterprise or organization
 Goods invoice
 Goods transport documents corresponding to international requirements
 Customs payment certifying document, guarantee or, certificate from the State
Revenue Service on calculation of sum of value-added tax
 Certificate of origin of goods
 Goods sales agreement or other concluded agreements that approve the deal
 Special licenses for goods included in the list of double usage strategic
importance goods
Page 96
 Entrepreneurial license for import of oil products, alcoholic beverages, tobacco
and tobacco products
 Customs value declaration
 Invoice on transport expenses according to terms of delivery
 Letter of authorization to act on behalf of enterprise or organization

Package of certifying documents that approves connection of these persons
with the respective mail of goods
If the same kinds of goods are presented in two or more packages, customs office can
request to present list of packed goods or document that lists the content of each
package. It should be notified that list of cargo shall be attached to declaration only for
transit customs procedure.
9.1.5.1.2 CUSTOMS PROCEDURE FOR IMPORT FOR PROCESSING
Producing goods for export many enterprises use imported raw materials and semimanufactured goods, for which customs payments shall be paid. Import for processing
is a customs procedure that enables to process foreign goods in the customs territory
of the Republic of Latvia that:
 After processing will be re-exported in the form of compensation products
releasing them from customs payments (deferment system);
 Are released for free circulation and for which customs payments, that are
applied when importing goods, are paid or which are released from payment of
customs payments, that shall be applied when importing goods, with a
condition that they will be exported from the customs territory in the form of
compensation products (repayment system).
Page 97
 Application for Customs release (import)
o Customs payment
o Certificate of origin of goods
o Import permits (licenses, etc.)
o Tariff quotas
o Veterinary and sanitary limitations
Applying customs procedure for import goods requires a submission of:
 Bill of lading which is usually prepared by the freight forwarder, to ship the
merchandise. Bills of Lading are used for shipments being transported by ocean
and contain the contact information for the shipper and consignee, the carrier
information, port of entry and departure, handling information, number of
pieces and weight and shipping costs.
 Certificate of origin which is a document declaring that goods in a particular
international shipment are of a certain origin. Even though the commercial
invoice usually includes a statement of origin, some countries require that a
separate certificate be completed. Customs offices use this document to
determine whether or not a preferential duty rate applies on the products
being imported and whether a shipment may be legally imported during a
specific quota period.
 Commercial invoice which is a bill for the goods from the seller to the buyer.
Commercial invoices are utilized by customs officials to determine the value of
the goods in order to assess customs duties and taxes.
 Container release order
 Customs Import Declaration (SAD form – in one of the official languages of the
EU)
 Packing List
Page 98
9.1.5.1.3 CUSTOMS PROCEDURE FOR TRANSIT
Transit enables to move goods under customs control from one customs office in the
Latvian customs territory to another customs office not applying customs payments,
that shall be applied when importing goods, and other payments or trade policy
measures. Moving of foreign and Latvian goods is performed:

Within a scope of transit procedure forming a single administrative act (SAD) or
another certain kind of customs declaration;

Using TIR book (carnet) (separate manual) as a transit document;

Using ATA book (separate manual) as a transit document.
These Regulations prescribe the separate conditions that shall be applicable to the
procedures for application and registration of the customs procedure as well as to the
procedures for the submission, acceptance and application of guarantees during the
transit procedure. The implementation and completion of the transit procedure shall
be controlled by the Central Customs Board of the State Revenue Service.
When applying for the transit procedure, the principal shall submit a calculation
regarding the customs debt and other tax debts administered by customs authorities,
which may be incurred. The calculation shall be submitted electronically or on a form
signed by the principal. When applying the transit procedure to petroleum products
that are transferred by a pipeline, the goods shall be declared with an act of delivery
and acceptance:

The consignor of the goods, once every twenty-four hours (not including
holidays and public holidays), after commencement of the transit procedure for
petroleum goods that are sent with one act of delivery and acceptance, shall
submit the act of delivery and acceptance (in two copies) to the customs
authority

The consignee of the goods, once every twenty-four hours (not including
holidays and public holidays), after receipt of the petroleum goods that have
Page 99
been sent with one act of delivery and acceptance, shall submit the act of
delivery and acceptance (in three copies) to the customs authority.
When registering the transit procedure for goods that do not have the status of
European Union goods and that within the scope of the transit procedures are
transferred by rail from the customs authority of the consignor existing in the territory
of the Republic of Latvia to the customs authority of the consignee existing in the
territory of the Republic of Latvia, an international rail consignment note according to
the Agreement of 1 November 1951 on International Goods Transport by Rail, may be
utilized as a declaration of transit.
When transferring goods that do not have the status of European Union goods and
that are exempted from customs duty, by road transport between two free zones
within the boundaries of one customs control point in the Liepāja Special Economic
Zone, and the territories of Rīga Free Port and Ventspils Free Port, they shall be
declared utilizing a consignment note for the transporting of goods. The procedures for
the transfer of goods shall be coordinated with the supervisory customs authority.
9.1.5.1.4 CUSTOMS PROCEDURE FOR EXPORT
Export is applied to export of Latvian goods out of the customs territory of the
Republic of Latvia. Latvian goods are goods that are:
 Fully acquired in the Republic of Latvia
 Made from production acquired in the Republic of Latvia
 Released for free circulation in the customs territory of the Republic of Latvia
Goods export procedure provides export formalities of goods, trade policy measures
and, if necessary, customs payments to be applied when exporting goods. Goods can
be exported out of the customs territory in an unchanged form as they were in the
moment when customs declaration on export of goods was accepted. Goods export
procedure is completed by moment when goods are:
Page 100

Exported from the customs territory
 Imported into free zone or customs warehouse
Goods shall be declared at a domestic customs authority or a customs authority of
exportation of goods. It shall only be permitted to declare goods for the customs
procedure – exportation (export) orally at a customs authority of exportation of goods.
 Application for Customs release (export)
Applying customs procedure for export goods requires a submission of:
 Bill of lading
 Certificate of origin
 Commercial invoice
 Customs Export Declaration

Packing List
A declaration of the goods to be exported shall be drawn up, utilizing Forms 1, 2, and 3
of the single administrative document. The customs authority to which the declaration
of goods to be exported has been submitted shall seal Box A and, if necessary,
complete Box D. Upon the export of goods, Form 1 of the single administrative
document shall remain with the customs authority.
A customs authority of exportation of goods shall forward Form 2 of the single
administrative document to the Central Customs Board of the State Revenue Service
and hand over Form 3 to the person who has submitted it.
A customs authority for exportation of goods shall control the exportation of goods
(examine whether the goods indicated conform to the declared goods and supervise
the exportation of goods) and certify this with the relevant entry in Forms 2 and 3 of
Page 101
the single administrative document, as well as confirm this with the customs authority
stamp, indicating the date.
If the goods are exported in parts, approval shall only be given for those goods, which
are actually exported. If the goods are exported in parts through several customs
authorities, the customs authority of exportation of goods at which Forms 2 and 3 of
the single administrative document have been presented shall certify the exportation
of each part of the goods referred to.
If the goods have been declared at a domestic customs authority, Forms 2 and 3 of the
single administrative document shall be presented at the custom authority of
exportation of goods concurrently with the goods to be exported. The custom
authority of exportation of goods shall control the actual exportation of goods.
If a deficit of goods has been determined, the customs authority of exportation of
goods shall make an entry thereof in Form 3 of the single administrative document and
notify the customs authority thereof to which the declaration of the goods to be
exported has been submitted. If a surplus or non-conformity of the goods to the
description of the goods has been determined, the customs authority of exportation of
goods shall not permit the export of the goods until the completion of the necessary
formalities, as well as notify the customs authority thereof to which the declaration of
the goods to be exported has been submitted.
The customs authority for exportation of goods shall stamp Form 3 of the single
administrative document with the note “eksports” [export] (in red) and approve the
document for carriage of goods with the seal of the customs authority, indicating the
date. If the transport of goods by ship or aircraft is carried out regularly and the carrier
provides confirmation of this by documentarily, the customs authority of exportation
of goods need not request the approval of Form 3 of the single administrative
document.
If goods are sent to the customs authority for exportation of goods by utilizing the
transit procedure, Forms 1, 2 and 3 of the single administrative document shall remain
Page 102
with the customs office of dispatch of goods. After the documents with the note
“eksports” [export] (in red) are received the exportation of goods shall be certified by
making a relevant entry in Forms 2 and 3 of the single administrative document. Form
3 of the single administrative document, which has been approved with the customs
authority stamp and indicating the date of approval shall be returned to the tax filer.
Page 103
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Action Plan for Good ICT Practices Transfer

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