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Tracing and authenticating items

Tracing and authenticating components can be a logistical nightmare.

Tracing and authenticating components can be a logistical nightmare.

Tracing and authenticating components and complete items can be a logistical nightmare if the correct systems are not implemented. Being able to accurately tie a component into its source can result in full recovery of the product and criminal prosecution for the thief when evidence of origin is available.

Hi-Tech Security Solutions spoke to Dr Hennie Ras from Forensic Authentication of Commodities Track and Trace (FACTT). The FACTT solution portfolio covers two broad areas of traceability: item level visibility and authentication in supply chain operations; and item level visibility and authentication in asset handling and asset configuration management operations.

Ras explains that FACTT was formed by Daan Davis in response to a problem he encountered while working as an organised crime investigator for the SAPS. “He was involved in a bust on a warehouse where boxes of pharmaceutical goods were being held. The problem was that none of the items could be individually traced back to a specific supplier, hence the prosecution of the criminals was halted. It became obvious to Davis that a system for identifying and tracing products at an item level, rather than just at a product category level was needed.”

The first instance of the success of the FACTT system was when a chop shop operation was investigated. “The perpetrators had spread the various components of each vehicle over a number of warehouses. However, because investigators marked and registered each component with its own unique code, all items could be traced back to a specific vehicle via a central database, and hence the prosecution could proceed up to the point of conviction,” he says.

Nuts and bolts

At the core of the traceability system is a central database and item level codes. Each item is marked with a unique traceability code, which can be traced at the component level within the supply chain, from production, through distribution, to warehousing and retailing. The central database issues the unique item level codes and ensures no duplication.

The central database also ensures that all data on items and item handling are recorded and combine to form a complete item level pedigree or history. “The user will record all handling events using a standard barcode scanner to scan the unique authentication code into a commercially available PC or laptop. Some barcode scanners have an additional algorithm to ensure that the sun reflecting on the surface of the code will not interfere with the reading on any scanners used outdoors,” says Ras.

Traceability logic follows either an open or closed loop supply chain process. “The open loop supply chain is your traditional scenario where the item goes from production right through to distribution and retailing. The closed loop supply chain could, for example, include security officer management wherein an officer reports for duty, he is issued with his safety equipment then, at the end of his daily duty, he hands the equipment back.

Ras says that in order to maximise benefits for clients there are some steps that need to be undertaken before implementing the system. “The process workflow needs to be outlined and the relevant business rules and detection of violations and sending of alerts are configured to take place via SMS or e-mail. All requirements of the system are discussed in the early stages to afford complete authentication for clients.”

The marking of items

The marking of items is usually conducted as part of the production process and forms part of the artwork on either the product or its packaging. Items such as motor vehicles and tools will receive direct parts marking (DPM) whereby the code is punched into their surface using a dot peen machine.

In addition to the barcode scanner, the data capture side of the system also requires a fingerprint reader and a printer.

During the data capture process, three essential data elements are captured for each handling event:

*The identity of the item (as per the barcode scan).

* The identity of the person handling the item at each stage. This would, in most instances, include production, handling, packaging, storage, dispatch and receiving personnel. The person responsible would use their fingerprint concurrently with the barcode scanning of the product. Alternatively, each employee can have a unique barcode added to their employee card so that they will not be required to place their fingerprint on the reader each time. This element of the process provides a complete chain of custody for each item.

* Location of the item. The scan of the barcode will indicate where in the client’s facilities the event took place and will date and time stamp the event.

Apart from its use as a means for printing dispatch notes or for receipt of consignments, the printer is also used in conjunction with the scanner within the security industry at companies issuing firearms and other protective equipment to their security officers. The printer will print permits in order to provide authorisation for the person carrying the protective equipment.

“Since firearms are subjected to the South African Firearms Control Act, it is contingent upon the security company to provide the security officer with a mandatory permit for the duration of his period of daily duty. He will be issued with a credit card type permit which has been printed with a unique authentication code for that day’s working period,” explains Ras.

When the issued item is handed back at the end of his daily duty, the process is reversed, with the item being scanned, and the details of the item being automatically recorded into the database as a ‘returned’ item.

Are you for real?

In order to be authenticated, a unique item level code should comply with the following two critical parameters:

1) No duplicate codes may exist.

2) The code needs to be issued to a client and associated with a single item.

In order to protect the integrity of the authentication process a code must never be re-used. When an item or product reaches the end of its lifecycle it should be entered into the database as lost, scrapped or sold. All codes are kept in the same database to ensure that there are no duplications. The traceability system offers global uniqueness within the footprint of the database.

These factors were what prompted the SA Police Services and other government departments to appoint FACTT as a provider of unique item level codes and authentication thereof.

Dreaming on a cloud

Ras says the technology deployed over the past few years has been based on a client server architecture, which means that each client has their own central server that communicates with their data capture workstations and with the FACTT database. “The problem that arises here is that FACTT then had to support each individual system.” A new solution is now being implemented that represents a move towards a fully web-based architecture.

“With this cloud technology we now deploy software at a central point in a secure way and each client can access the software platform with their application and their database securely on the Internet. This provides clients with a cost benefit since they no longer need to purchase the full software suite. It also allows FACTT to better maintain software and support clients within agreed service level agreements, with maintenance being mainly focused on the central site only, thus further reducing costs,” Ras explains.

FACTT will start moving existing clients to the new (cloud based) software platform by June 2012. “Some of our clients have requested to maintain localised control and we will continue to maintain their systems in the current way,” adds Ras. “A good authentication and item level visibility system offers compliance to regulatory frameworks and conformance to policies, processes and procedures across the entire organisation. Data integrity is ensured through electronic (not manual) data capture and the system provides enhanced operational visibility, control and efficiency.

“The FACTT traceability system supports law enforcement globally through interrogation of the item level codes to identify counterfeits, round tripping, stolen goods as well as designated codes such as government stock (which means it is not for resale in the commercial trade environment). In addition, the system provides a means of automating reporting to third parties and sharing pertinent information with specific companies in the supply chain. It also increases brand protection.”

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