GEN–39 — Replacement Information and Information Plates

The copy of this document located on Measurement Canada's website is considered to be the controlled copy.

Category: General
Bulletin: GEN-39
Document(s):W&M Act, section 24 (a); W&M Reg, section 18, 21 & 40 (2); NAWDS, section 49, 51, 52, 53, 54.
Issue Date: 2010-01-28
Effective Date: 2010-04-01

Table of Contents

1.0 Purpose

The purpose of this bulletin is to clarify the actions to be taken when a Measurement Canada (MC) inspector, Authorized Service Provider (ASP) or other service technician find an information (serial) plate is missing or obliterated. In addition, it provides guidance on how to record device information on certificates.

2.0 Scope

This bulletin applies to all weighing and measuring devices that have been initially inspected and where on a subsequent inspection, the markings are found to be missing or obliterated.

3.0 Authority

Section 24 (a) of the Weights and Measures Act makes it an offence for a trader who uses a device in trade that is not installed in accordance with the Regulations or Specifications relating to Non-automatic Weighing Devices.

4.0 Terminology

In this bulletin, the word "obliterated" is used to describe markings which are no longer distinguishable.

5.0 Background

When required information such as the serial number, capacity, etc., have been found to be obliterated or missing, there has been no consistency in how the replacement of the information has been handled.

Additionally, there has been inconsistency regarding the information being replaced and how it is being recorded on certificates.

6.0 Policy

6.1 For the MC Inspector who Discovers Required Markings are Obliterated or Missing

6.1.1 Where an MC inspector is unable to read the information that is required to be marked on a device, because it is obliterated or missing, the device should be issued a Notice of Non-compliance.

6.1.2 The trader should try to retrieve the missing information from past inspection certificates, service records, or invoices. If the inspector knows the serial number or other missing information, such information should be included on the Notice of Non-compliance to assist personnel replacing the information.

6.1.3 Occasionally, inspectors are not able to validate the correct replacement information during the inspection. In those situations, inspectors should include a statement on the Notice of Non-compliance for the repair agent to contact the MC office for additional information on replacing the required markings.

6.2 For the ASP who Discovers Required Marking are Obliterated or Missing

6.2.1 Where an ASP is unable to read the information that is required to be marked on a device, because it is obliterated or missing, the required information and markings must be restored (refer section 6.3).

6.2.2 The ASP should make every attempt possible to retrieve the missing information from past inspection certificates and service records, etc.. Authorized Service Providers can contact the nearest MC district office and request assistance to ensure the correct information is marked on the replacement information plate.

6.3 Replacement Markings

6.3.1 In situations where the original initial inspection marks are missing, the replacement plate must be marked with initial inspection markings established in the same manner as is normal for the MC inspector or ASP when doing any initial inspection. Additionally, where information is stamped on a replacement plate, an "X" should be added to the normal initial inspection markings to indicate the information plate and the initial inspection marks are not the original. In the case where a replacement initial inspection sticker is warranted, at least 0.5 cm of the right corner of the sticker should be cut off in a 45 degree angle. An initial inspection sticker with the right corner missing will indicate that it is a replacement sticker. For more information on the use of initial inspection stickers, refer to MC Bulletin Gen-22, "Initial Inspection Markings". Original initial inspection markings should be preserved and never replaced.
Service technicians who are not ASPs but may be commissioned to replace the information on a plate as a result of a Notice of Non-compliance and where the original initial inspection marks will be missing, should mark the "present year" followed by an "X" (YYYY - X) in the area normally reserved for the initial inspection marks. If present, original initial inspection marks may not be removed, defaced, or covered and must remain undisturbed. Replacement of the information plate or information on a plate as well as any other repairs, alterations or adjustments to the device must be reported in writing and forwarded to the nearest MC office as required by subsection 40 (2) of the Weights and Measures Regulations.

6.3.2 Every device requires a serial number. If all attempts to ascertain the original serial number have failed, a unique new serial number should be created.
In the case of an ASP, the new serial number shall be a combination of the ASP's technician number followed by the inspection certificate number, separated by a hyphen (R12302-1234567), to be issued. For all other technicians, a combination of the "present year" and the inspection certificate number, separated by a hyphen (2010-1234567), which non-verified the device may be used.
In the case where more than one serial number at a single location is being replaced, i.e., on a fuel dispenser with multiple meters or on a scale's information plate where both the indicator and the base were identified together, additional digits separated by a hyphen, will need to be used (2010-1234567-1 or R12302-1234567-2). For further information on assigning a new serial number, consult the appropriate "Weights and Measures Inspection Certificate Completion Manual" or contact the nearest MC district office.

6.3.3 For volumetric devices, device capacity units should not be converted from metric to imperial or vice-versa and must be reflective of the information listed in the Notice of Approval for that device.

6.4 Inspection Certificate Information

6.4.1 Where an information plate is replaced as part of an inspection and a certificate is issued, the words "REPLACEMENT ID PLATE" should appear in the comments section of the inspection certificate and be checked as a data capture item.

6.4.2 Refer to the appropriate inspection certificate completion manual for further guidance respecting the information to be recorded on the inspection certificate.

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