How do you update and maintain your screening lists and databases?

1 Why screen your parties?

Screening your parties is not only a legal requirement, but also a good business practice. It helps you avoid fines, penalties, and reputational damage that can result from dealing with prohibited or high-risk entities. It also helps you protect your national security and foreign policy interests by preventing the diversion of sensitive goods, technology, or information to unauthorized end-users or destinations. Screening your parties can also help you identify potential opportunities for expanding your market or reducing your compliance costs by taking advantage of certain exemptions or exceptions.

3 How to access the lists?

There are various ways to access screening lists, depending on your preferences and resources. For example, you can use the online search tools provided by the government agencies that maintain the lists, like the BIS Check Screening Tool or the OFAC Sanctions List Search. Alternatively, you can download the lists in various formats from their websites and import them into your own system or software. You could also subscribe to email notifications or RSS feeds to receive updates whenever the lists are changed or amended. Lastly, you could use third-party service providers or software solutions such as Visual Compliance, Descartes MK Data, or Amber Road for screening services or tools.

4 How to update the lists?

Regardless of how you access the screening lists, it is essential to update them regularly in order to have the most up-to-date and reliable information. Factors such as the volume and complexity of your export transactions and parties, the risk and exposure associated with your export activities and markets, the availability and reliability of your internet connection and IT infrastructure, and the cost and convenience of your screening solution or service all need to be taken into account when determining the frequency and method of updating the lists. To ensure that your screening results are consistent and compliant with regulations, some best practices to follow include monitoring changes to the lists by checking websites or subscribing to notifications or feeds from government agencies, downloading or importing the latest versions of the lists into your system or software at least once a week (or more often if needed), running periodic audits or verifications of your screening results and records, and documenting and retaining screening procedures, policies, results, and records for future reference.

5 How to maintain the databases?

To streamline your screening process, reduce costs, and improve customer service, you need to maintain databases of parties you have screened or cleared for export transactions. Establish a system or software that allows you to store, organize, and retrieve data efficiently and securely. Assign a unique identifier or code to each party and use it to track their status and history. Make sure to update your databases when there is a change in information or status of your parties, such as a name change, a merger or acquisition, a relocation, or a new sanction or restriction. Additionally, review and purge your databases periodically to remove outdated, duplicate, or irrelevant data and improve performance.

6 How to optimize your screening process?

In order to ensure compliance and competitiveness in export administration, updating and maintaining screening lists and databases is not enough. You need to optimize your screening process for effectiveness and efficiency. This can be done by defining screening criteria and scope based on products, destinations, and end-uses, and applying them uniformly across the organization. Automation of the screening process can be achieved by using software or service solutions that integrate with existing systems and workflows. Additionally, training staff on the importance and procedures of screening and providing clear guidance is essential. Lastly, evaluating and measuring screening performance and outcomes regularly should be done to identify and address any gaps or challenges.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?