(SOP) Standard Operational Procedure Date of Issue: 01.06.

2021
Revision No: 00
Serial/Ref No:
Process – Brand Protection Format Ref
RAL/TQMS/SOP/093/16

SOP – Brand Protection & Left over Products Handling Procedure

Performed By: - TQMS, Planning, Store and Admin Team.

Responsible Department - Planning

- Production
- Quality
- Finishing
- Store
- Admin
- TQMS

Purpose:

- To ensure that the buyer’s name or brand name is safe and not used in unauthorized way.

Scope:

- To be done at the end of each job, collecting all the left over and segregating the materials which
contain the brand name like labels, hangtag, price tickets etc.

Roles & Responsibility: In order to enhance the IP (Intellectual Properties) management process RAL strongly
follows the following protective measures superior quality, innovation and value which help RAL to earn the trust
from them. Therefore, it is very much important for RAL to protect and care all its clients’ intellectual properties in
order to reinforce RAL’s reputation as a global company and eliminate all unfair practices with the responsible
departments i.e. Administration, Human Resource, Store, Merchandising and Samples, TQMS.

Description of Brand Protection Policy Implementation

Physical Security:

1. Factory premises should be enclosed or surrounded by any fence, wall or other erection of reasonable height (at
least 8 feet) to prevent trespassing.

2. Security guards should be stationed at the entrance of the factory on 24/7 and also patrol the facility grounds.

3. All visitors should be registered and issued facility identification badges upon entering/leaving the factory
premises

4. Anti-intrusion alarm and video surveillance systems (e.g. CCTV) should be installed in all entrances and exits and
high-risk areas such as production floors, storage warehouses and shipping & packing areas.

5. Doors and windows should be equipped with working locking devices.

Branded Materials (labels, trims, hang tags) Security:

1. Access to branded materials should be restricted to authorized personnel only (e.g. supervisor of storage /
work floor).
2. Branded materials should be clearly labeled in standard code and separately stored from those of other
brands in a locked area (e.g. rack surrounded by cage or cabinet) at storage and work floor.
3. Usage records of branded materials should be maintained accurately throughout the entire production
process (including the distribution & collection flow between storage and work floor) such that inventory
reflect actual usage.
4. All requests for additional branded materials should be properly documented and approved by factory
management.
5. All damaged/defective branded materials should be returned to warehouse and declare for destruction
arrangement with evidence and report.
6. Full records of purchase and receipt of branded materials should be maintained.
7. Complete inventory and surplus/defective/shortage reports of branded materials should be maintained
8. All surplus and defective branded materials should be declared and obtained written consent from
respective buyers/Clients prior to arranging destruction
9. Destruction of branded materials should be conducted in accordance with every client’s standards.

Tech Packs & Pattern (Soft & Hard Copies) Security:

1. Access to proprietary information (i.e. tech packs, patterns, embroidery discs) should be restricted to specific
authorized personnel only
2. All requests access to different client’s proprietary information should be recorded on logbook
3. Factory management should collect all proprietary information from operation upon completion of
production.
4. Factory should declare and obtain written consent from different clients prior to arranging
destruction/deletion
5. Destruction/deletion should be conducted in accordance with our different Client’s standards and
Certificate should be issued upon completion

Production & Business Partners Security:

1. Complete “work in progress” reports covering records throughout the whole production flow should be
maintained (e.g. raw material usage > cutting > sewing > ironing > packing > QC > defective / 1st quality
inventory > shipping)
2. Secure measures should be in place to ensure security of goods and proprietary information in transit to and
from subcontractors
3. The amount of goods sent and received between factory and subcontractors should be tracked on records.
4. All goods and materials related to different client’s orders should be declared and removed from
subcontractor premises upon termination.
5. Any loss of goods and materials during production, transit or at factory/subcontractor
6. Premises should be reported to all clients immediately

Samples & Finished Goods (overruns, rejects, seconds & damages) Security:

1. Access to samples & finished goods should be restricted to authorized personnel only (e.g. factory
management).
2. Samples & finished goods should be separately stored in secured areas equipped with suitable security
systems (e.g. anti-intrusion alarm, CCTV, security guard or physical barriers)
3. Maintain complete inventory records of samples & finished goods.
 4. Factory is strictly prohibited from giving away or sale samples & finished goods to other 3rd. Party without
written consent from RAL’s regular customers.
5. Factory should declare all samples & finished goods in possession to all customers at end of each season.
6. Factory must disclose all relevant details and obtain written approval from all customers prior to
arranging destruction / sell-off.
7. All products should be kept by factory for at least 3 months after CRD/TOD in order to qualify for Sell-off.
8. For disposal arrangement, destruction of samples & finished goods should be conducted in accordance
with different buyer’s standards
9. Any loss / theft of samples & finished goods must be reported to respective buyer immediately
10. We shall initiate investigation to any loss / theft of samples & finished goods through RAL HRD and
disciplinary action will be taken as per Bangladesh Labor law 2006 as required

Left Over Products & Lables Handling procedure:

1. All the materials ((labels, trims, hang tags)) which contain buyer’s name are issued to the sewing or finishing
as per the cutting chart and shipment plan.
2. During the work any unwanted situation like rejection, defective etc. might happen and may reduce the final
shipment quantity from the planned one.
3. After the shipment is gone, need to calculate the actual order quantity, booking quantity, receive quantity,
issued quantity, shipment quantity and finally we will have the actual in hand quantity (labels, trims, hang
tags & left over products- overruns, rejects, seconds, damage) after shipment. Then all the in-hand items
must be brought in together and re-count it.
4. After all the calculation is done, then as per the buyer’s procedure need to proceed to the next Course of
action

5. After marking through with permanent ink / removing all branding information, month wise Left-over goods
must be separately stored in secured rejected garments zone maintaining complete inventory records inside
same premises for 3 months after last CRD/ TOD.

6. After that destruction of all excess branded material including retrieved branded items from left over must
be conducted & complete records, supporting documentations and photos of destruction must be kept for
buyer visit.

7. Factory may conduct sell-off/donation arrangement 3 months after last CRD/ TOD getting consent
from concern buyer in accordance with buyer instructions

Brand protection training:

In accordance with different client standard factory shall arrange Brand Protection Training yearly and keep the
record for future reference.

Approved By:

Managing Director