DCA: how to correctly fill in this essential document for IMO cargo transportation

The Sample Control Document (DCA), particularly its electronic version (DCAe), plays a pivotal role in the transportation and consolidation of IMO (International Maritime Organization) cargo. It ensures compliance with strict regulatory requirements, promoting operational and environmental safety.

For freight forwarders and agents, accurate DCA completion prevents delays and enhances safety. Below, we provide a step-by-step guide to filling out the DCAe based on the official manual.

1. Booking Information: Structuring Initial Data

The DCAe process begins with booking information, which is essential for transport identification. This section requires six mandatory details:

• Booking Number : Enter the number provided by the shipping company.
• Vessel Name : Specify the name of the ship carrying the cargo.
• Voyage Number : Record the voyage identifier.
• POL (Port of Origin) : Use the auxiliary table to select the correct Brazilian port.
• POD (Port of Destination) : Provide the final destination port.
• Number of IMO Containers : Indicate the total containers carrying hazardous materials.

Use the auxiliary table provided by the DCAe system to standardize data, especially in fields like POL and POD.

2. Cargo Information: Outer Packing

This module requires precise details about the external packaging of the products. Key fields include:

• UN Number : Always a four-digit identifier for the hazardous material being transported (e.g., UN1263).
• Quantity (Qty) : Specify the number of IMO packages.
• Product Description : Select from the auxiliary table to ensure consistency with the certification.
• Gross and Net Weight : Declare these values in kilograms (kg), using a decimal point (e.g., "15000.000" for 15 tons).

Avoid duplicating approval codes across designated fields, as this can lead to processing errors.

3. Inner Packing Information

For combined or inner packaging, additional details may be required:

• Quantity and Description : Enter the number of items and select their description using the auxiliary table (e.g., "PLASTIC BOTTLES").
• Packing Material : Identify the material (e.g., metal, plastic, or fiber) using the table.

For combined packaging like "Fibreboard Boxes" or "Steel Drums," provide extra details about the inner packing, such as quantity and material.

4. IMO Classification Information

This step focuses on classifying dangerous goods and their properties:

• Class and Sub-Risks : Specify the primary class and sub-risks using the auxiliary table and the MSDS (Material Safety Data Sheet).
• Packing Group : Provide the group per IMDG Code regulations.
• Marine Pollutant Content : Note the presence of pollutants or residues based on MSDS data and regulatory guidelines.

For cargo classified as "Limited Quantity" or "Excepted Quantity," fill out the specific fields to ensure compliance with the IMDG Code.

5. Emergency Contact

The emergency contact field is critical for unforeseen situations. Include:

• Phone Number : Provide the number with country code and prefix (e.g., "Brazil - 55 13 32118159").
• Contact Name : Specify the responsible person or organization for emergencies.
• MIS Code : Add this code, if applicable, from specialized service providers.

Ensure all information is complete and free of unnecessary characters like spaces, dots, or dashes.

6. Final Tips and Validation

To ensure accuracy in the DCAe:

• Always use the auxiliary table to standardize critical fields.
• Avoid copying and pasting information directly from other documents, as hidden formulas in the DCAe system can cause errors.
• Review the document carefully to avoid blank fields or inconsistencies with certifications and regulations.

Streamlining Processes and Ensuring Compliance

Filling out the DCAe may seem complex at first glance. However, by following this guide and using the tools available in the system, freight forwarders and agents can avoid common errors and expedite document approval.



To further simplify the process, we provide a Central Documentation Hub for Hazardous Cargo Transport , including templates for MDGF, Annex VII, and the DCAe Manual. Access it now and optimize your workflow!