Customs System Outages: What You Need to Know and Do. In an unscheduled customs outage, knowing the plan ensures your business is not left scrambling. Let’s explore the solutions together.
What Questions We Will Answer in this blog
What are the Business Continuity Plans (BCPs) for customs system outages?
How will HMRC determine when to invoke these BCPs?
How can businesses best prepare for these unscheduled outages?
Introduction
For customs, export control, and sanctions professionals, system outages can be disruptive, even paralysing. Understanding the Business Continuity Plans (BCPs) in place for the Customs Declaration Service (CDS) and Goods Vehicle Movement Service (GVMS) can make a world of difference.
"In the event of a customs system outage, staying informed and prepared is the key to ensuring your operations continue smoothly."– Arne Mielken, Managing Director of Customs Manager Ltd
Abbreviations We Use in this Blog
BCP (Business Continuity Plan): A strategy that helps ensure business operations can continue during and after a disruption.
CDS (Customs Declaration Service): The UK’s system for managing customs declarations.
GVMS (Goods Vehicle Movement Service): A service for tracking the movement of goods in and out of the UK.
What are the Business Continuity Plans (BCPs) for customs system outages?
When the Customs Declaration Service (CDS) or the Goods Vehicle Movement Service (GVMS) experiences unscheduled downtime, it can feel like customs apocalypse for businesses. HMRC’s Business Continuity Plans (BCPs) are the solution designed to save the day. These plans are intended to guide businesses through such events, offering practical options to mitigate the impact of the disruption.
But what exactly are these BCPs? BCPs provide an overarching framework for managing customs outages, covering both CDS and GVMS. They are not fixed protocols but rather indicative plans—meaning their implementation is flexible depending on the nature of the outage.
The BCPs aim to ensure that your customs operations don't come to a bloodcurdling halt during an outage. In each instance, HMRC will assess the situation before deciding whether to invoke the BCPs and which operational options should be followed.
How will HMRC determine when to invoke these BCPs?
Every customs outage is unique, and HMRC understands that a one-size-fits-all approach won't work. That's why they consider a variety of factors before deciding to activate a Business Continuity Plan.
Some of the key questions HMRC will ask include:
How long is the system likely to be down?
What ports are affected?
Are there any alternative options for businesses?
HMRC’s decision-making process hinges on ensuring minimal disruption while maintaining the integrity and security of the customs system. For example, should the CDS be down for a few hours, HMRC may opt for a manual workaround at ports with fewer traffic volumes. But in a longer outage, or if major ports are affected, more robust measures would be implemented, with extensive communications rolled out to keep businesses informed.
How can businesses best prepare for these unscheduled outages?
Preparation is everything in customs. As professionals in customs clearance, export controls, and import/export operations, you must have contingency plans in place for when an outage hits.
Here’s how you can prepare:
Stay Informed: Keep a direct line of communication with HMRC to stay updated on outages and BCPs.
Understand the Process Flows: BCPs are implemented differently across port locations. Make sure you’re familiar with the specific steps for your relevant ports.
Engage with Stakeholders: Make sure your suppliers, logistics partners, and customs agents know how the BCP will affect your import and export operations.
Ultimately, your business’s adaptability and professionalism will determine how well you weather a customs system outage. By preparing in advance and knowing the steps to take, you can avoid unnecessary turmoil and keep operations running smoothly.
Communication Plans: Staying in the Know During Outages
A key element of the BCPs is communication. HMRC has developed provisional standard language to be used on gov.uk during a system outage. These messages will provide detailed instructions to affected businesses.
For customs professionals, it’s critical to keep an eye out for updates during any outage. HMRC will issue regular communications to guide businesses through the BCP process and inform them of the expected timelines for system restoration.
In times of uncertainty, clear communication is what keeps the system moving. Stay connected and ready to adapt.
Arne’s Takeaway
The core of this blog is to inform you about HMRC’s Business Continuity Plans for customs system outages and how they can safeguard your business operations. Knowing how and when to act can save you from the chaos and help you stay on top of your game in the event of an unscheduled system outage.
Expert Recommendation
Stay Alert: Sign up for notifications from HMRC regarding customs system statuses.
Prepare: Have a backup plan ready for CDS and GVMS outages.
Collaborate: Ensure your logistics providers and customs agents are aware of BCP procedures.
How My Team and I Can Help
Together with a dedicated team of customs experts, I offer comprehensive support for your import-export operations. Whether you need bespoke consultancy, on-demand training, or practical assistance, we are here to help. We provide public, in-house, and on-demand training tailored for customs professionals, importers, exporters, and their partners. Our membership services include weekly trade intelligence and updates. We also offer UK import and export customs clearance services. For more details, visit www.customsmanager.org.
Sources That We Base Our Information in This Blog On
This blog is based on insights and guidance from HMRC regarding their Business Continuity Plans for customs outages. In particular, we used information from this presentation by HMRC. Also there is an update page on Gov.uk where you can find CDS updates: https://www.gov.uk/guidance/customs-declaration-service-service-availability-and-issues
Where To Find More Information On Topic
Subscribe to The Customs Watch – our weekly consolidation of updates to law, guidance, and policy.
Visit our Knowledge Hub Content Library at www.customsmanager.info, where we have a wealth of information on customs system management and contingency planning.
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Learn With Me
My team and I offer extensive training on customs, export controls, and sanctions. Visit www.customsmanager.org/events to explore the course plan and book one of our public courses.
About the Author
Arne Mielken is a customs, export control, and sanctions expert with over 20 years of experience. He has worked as an executive director in Big 4 consultancy, global trade management technology companies, and numerous international trade and export associations. Arne is proud to be a Freeman of the City of London and a Liveryman of the Worshipful Company of World Traders.
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Disclaimer
The information in this blog post is for educational purposes and should not be construed as legal advice. For specific guidance, book a free call with Customs Manager Ltd.
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