United States Department of Agriculture

Agricultural Marketing Service

Federal Grain Inspection Service

Directive 9160.3 September 4, 2006

Distribution: FGIS, OSP, Industry Originating Office: FMD PPMAB

The U.S. Department of Agriculture (USDA) prohibits discrimination in its programs on the basis of race, color, 

national origin, sex, religion, age, disability, political beliefs, and marital or familial status. (Not all prohibited 

bases apply to all programs.) Persons with disabilities who require alternate means for communication of program 

information (Braille, large print, audiotape, etc.) should contact USDA’s TARGET Center at (202) 720-2600 (voice and 

TDD).

To file a complaint, write to the USDA, Office of Civil Rights, Room 326-W, 1400 Independence Avenue, SW, 

Washington, DC 20250-9410, or call (202) 720-5964 (voice and TDD). USDA is an equal employment opportunity 

employer.

PARAMETERS FOR AUTOMATED MONITORING

AND SUPERVISION OF OFFICIAL WEIGHING

Contents

PARAMETERS FOR AUTOMATED MONITORING�����������������������������������������������������������������1

AND SUPERVISION OF OFFICIAL WEIGHING �����������������������������������������������������������������1

1. PURPOSE ���������������������������������������������������������������������������������������������������������������������������

2. REPLACEMENT HIGHLIGHTS �������������������������������������������������������������������������������������������

3. POLICY �������������������������������������������������������������������������������������������������������������������������������

4. AUTHORITY ������������������������������������������������������������������������������������������������������������������������

5. BACKGROUND �������������������������������������������������������������������������������������������������������������������

6. SYSTEM PARAMETERS ����������������������������������������������������������������������������������������������������

7. FGIS APPROVAL ��������������������������������������������������������������������������������������������������������������� 1
FGIS Directive 9160.3 September 4, 2006

Page 2

1. PURPOSE

This Program Directive establishes a list of parameters for developing an automated

monitoring system. This system will produce necessary documentation and incorporat

necessary safeguards such that automated official grain weighing and material handling

systems can be operated without 100 percent official physical supervision. This can be

accomplished by installing an approved Federal Grain Inspection Service (FGIS) 

Federal Control System (FCS). FGIS makes no effort to dictate specific design of 

the system; however, each FCS must meet the requirements of FGIS regulations and 

instructions and will be inspected and tested by FGIS prior to approval for official use. 

On November 10, 1993, FGIS published Program Directive 9160.2, “Implementation

of Automated Official Monitoring and Control Systems,” which provides guidance for 

implementation of these projects

2. REPLACEMENT HIGHLIGHTS

This directive supersedes FGIS Program Directive 9160.3, dated 3-06-95  This revis

directive specifies requirements for digital video storage (DVR) to be used for 

closedcircuit television (CCTV) systems. Time-lapse video cassette recorders are

no longer acceptable. Additionally, it is updated to reflect organizational and format 

changes

3. POLICY

It is FGIS policy to encourage the grain industry to automate weighing, sampling, and

material handling systems to assist in improving the efficiency and effectiveness of

official service.

4. AUTHORITY

Authority to provide this service is included in the United States Grain Standards Act, as

amended (USGSA) in Section 7A (a), (b), (c)(1), and the regulations and instructions

written thereunder

5. BACKGROUND

Official grain weighing is required under the USGSA to ensure accurate and correct

operation of grain scales and related grain handling equipment, and to document official

weighing. Official supervision and monitoring requires observing and documenting

performance of the weighing and material handling system. Weight logs, scale recor

logs, printed scale tapes, scale test reports, video recording, etc., can be used to verif

that performance. The following parameters have been developed and sent to

interested grain elevators and contractors for use in developing new systems. These

parameters are guidelines and are not intended to be, nor can they be, all-inclusive, 

due to the wide differences between elevator designs and material handling equipment 

used. In order to eliminate the need for an FGIS weigher to be physically present durin

official weighing, all the duties and tasks of that position must be performed 

automatically by the FCS or other official personnel. Only FGIS has the authority to 

determine whether its regulations and instructions are being met
FGIS Directive 9160.3 September 4, 2006

Page 3

6. SYSTEM PARAMETERS

The following parameters include examples of methods, equipment, and procedures 

that have been found acceptable by FGIS on past approved systems

a. Basic System Parameters  Basic system parameters must include, but not b

limited to the following:

(1) The system must be relatively SIMPLE to operate. (Consideration must be

given to physical layout of equipment, facility workload, and ease of operation 

when integrating weighing and inspection services.) The system MUST NOT

be accessible to elevator personnel except for operational controls expressly 

designed for their use. (Security is a major consideration in approving the

system. Physical security, i.e., key locks or seals, is recommend

(2) The scale system must meet or exceed all the appropriate specifications and 

tolerances of the National Institute of Standards and Technology (NIST) 

Handbook 44, 2002 Edition, as defined by FGIS.

(3) The system must be under the complete control of FGIS at all times. The

system must be secure from use or intervention except when authorized by 

FGIS

(4) The system must provide visual indications and a nonvolatile record of all 

elevator operations necessary to ensure correct operation as defined by 

handling system’s critical paths and the designation and position of all 

movable devices such as gates, slides, basket valves, turn heads, sampling 

equipment etc. Belt, drag, leg, and diverter type mechanical sampler

movement, and grain flow must be displayed as close to real time as possible.

(5) The system must be designed so that no data or information can be lost during

standard operating procedures or in the event of a power failure

Uninterruptible power supplies are suggested and have been used 

successfully

(6) Equipment design incorporating self-diagnostic checks that ensure the 

integrity of the official material handling system, and weighing system and 

the proper operation of the grain sampling equipment is strongly encouraged

Automatic self-diagnostic checks are encouraged. A record of these checks

is required

(7) The system must provide an audible/visual alarm, print a record, and stop 

operation should the weighing, mechanical sampling, or material handling 

system fail, operate out of sequence, or operate incorrectly. Alarms must be

visual and audible, and distinguishable from one another, if necessary
FGIS Directive 9160.3 September 4, 2006

Page 4

(8) The system must provide for weighing documentation as defined by FGIS and

required in Chapters 1, 2, and 3 of the Weighing Handbook. In addition, an

“Events Log” must be produced which provides a chronological record of all 

events. A machine-readable events log is preferred. (An event is defined 

as any incident, occurrence, milestone, happening, phenomenon, or action 

requiring documentation, as defined by FGIS.)

(9) The system must be capable of determining when a component and sublot is 

reached as outlined in the Grain Inspection and Weighing Handbooks, and 

capable of consecutively numbering and recording sublots

(10) Input/Output devices used in the system (i.e., printers, monitors, etc.) must

reliable and of high quality

(11) The system must be capable of operating for other than official weights, if 

 necessary. The ability to perform unofficial weighing, transferring grain, 

etc., if necessary, must be designed into the system, so that it does not

compromise FGIS system security

(12) The system must be designed to accept modifications necessary to facilitate 

changes in elevator operations or FGIS procedures

b. Weighing System Requirements  The scale system must include, but not b

limited to, the following specific requirements as defined by FGIS:

(1) The scale system must have National Type Evaluation Program (NTEP) 

approval. Caution should be taken when modifying or adding to an approved

NTEP scale system, so as not to damage the approval. Modifications to 

approved NTEP systems must be re-approved by NTEP and/or FGIS

(2) The system must meet the appropriate requirements of FGIS regulations 

(parts 800, 801, and 802), the Mechanical Sampling Systems Handbook, and 

instructions as listed in Chapters 1, 2, and 3 of the FGIS Weighing Handbook

(3) The scale system must incorporate an automated testing system capable of 

accuracy and linearity testing to capacity. Consideration should be given

to provide automated means of buildup testing and strain testing in order 

to obtain maximum levels of efficiency during normal equipment testing 

procedures

(4) Time and date must be incorporated internally in the system for recording 

as required (hours, minutes, seconds) and be set only by FGIS. Consecutive

numbering must be maintained during a power failure. Synchronization of all 

clocks in the system must ensure that all documentation recorded with time 

can be used to accurately reconstruct official operation of the system.
FGIS Directive 9160.3 September 4, 2006

Page 5

(5) The scale system must be capable of printing a minimum of an original 

and one copy of the following information in a format approved by FGIS

(FGIS recognizes that elevator operations vary widely and that special 

considerations may be necessary under special circumstances.

(a) Elevator name and location

(b) Designated scale number

(c) Time of each draft

(d) Date at the beginning of each automatic series of weighing and at a date 

change

(e) Mode of operation in alphabetic characters only

(f) Gross weight of each draft

(g) Tare weight of each draft

(h) Accumulated weight of each draft

(i) Sublot number (0-99) at the beginning of each sublot

(j) Sublot size.

(k) Preset draft size.

(l) Alarm conditions and time of alarm conditions

(m) Recording of corrective actions taken to relieve alarm conditions

(6) Control wiring between the scale console and remote scale equipment 

such as gate solenoids, limit switches, and level detectors must be under 

FGIS’ control. There must be no electrical contacts or other devices in

series with scale control wiring unless those devices (e.g., programmabl

controllers) are under the complete control of FGIS, including hardware and 

software. Wiring junction points, such as terminal strips, must be capable of

being sealed with security seals provided by FGIS

(7) Input and output wiring for load cells must be installed in separate conduit 

between the scale and control console. Load cell junction boxes must be

capable of being security sealed by FGIS. Multiple scale installations may

use common conduit for all load cell input and output wiring
FGIS Directive 9160.3 September 4, 2006

Page 6

c. Basic Security Requirements  The system must be made secure from securit

breaches as defined by FGIS, resulting from, but not limited to:

(1) Irresponsibility - willfully or accidentally causing damage to the system,

such as deletion or corruption of data files;

(2) Probing - exploiting an inherent weakness in the design of a system to

intentionally seek access to protected data, controls, or permissives; or

(3) Penetration - intentional breaking of system security for the purpose of

gaining access to protected data, controls, or permissives

d. Specific Control System Requirements  A material handling system interface

with the weighing system must include, but not be limited to, the following specific 

requirements as defined by FGIS:

(1) Provisions must be made to automatically ensure that all grain offered for 

official inbound weights is delivered from the carrier to the scale, and all grain 

offered for official outbound weighing is delivered from the scale to the carrier 

and properly stowed

(2) All critical paths and diversion points must be automatically monitored by 

the FCS. Typically, this has been accomplished by using a programmable

logic controller (PLC) under the security of FGIS

(3) Provisions must be made to ensure that all exported grain is officially 

weighed. Automatic diverter-type grain sampler operation monitoring must be

included in the official record.

(4) Provisions must be made to ensure that once official automatic operation 

has been initiated, any change in the preset conditions of the material 

handling system, sampling system, or weighing system will cause an alarm to 

indicate visibly and audibly, record on the event printer, and stop the weighing 

operation. (Diversion points should be controlled and automatically monitored

to eliminate time-consuming physical checking by official personnel.)

(5) Shipping bin discharge permissive switches must be under the complete 

control of FGIS

(6) Provisions must be made to ensure proper automatic purging of all belts, 

drags, legs, etc
FGIS Directive 9160.3 September 4, 2006

Page 7

e. Basic Operator Interface Requirements  Basic operator interface requirement

must include, but not be limited to:

(1) A visual graphic display of the material handling system, including all 

components (i.e., belts, drags, legs, mechanical or automated diversio

points, etc.), must be provided to verify flow paths. The present operating 

condition (on/off position) of gates or valves (open/closed) must be clearly 

indicated and automatically monitored

(2) The video graphic display of the material handling system must be designed 

to be displayed on one screen, whenever possible. Multi-screen material

handling system displays must have a screen update time of 5 seconds or 

less (screen to screen.

(3) Input and output devices must be of high quality and easily operated

Keyboards must have permanent key markings and dust covers, if necessary

Trackball rather than mouse operation is recommended hardware

(4) Terminals not under direct FGIS control must have “view only” access to the 

system

f. Automatic Checking Parameters  The system must provide for, but not be limit

to, the following automatic check functions:

(1) The system must provide for time to be printed to the nearest second and for 

all clocks in all components of the system to be automatically synchronized at 

least three times in a 24-hour period at the beginning of each shift

(2) The system must provide for automatic monitoring of tare weights as 

described in the FGIS Weighing Handbook. Erratic or unusual tare conditions

must cause an alarm and print a record of the alarm condition

(3) The system must provide for the automatic checking for leaks in upper garner 

and scale gates at least once per 8-hour period. Automated gate leak checks

and possible gate leak conditions must cause an alarm and a record of such 

conditions

(4) The system must provide for lifting of scale test weights with a prompt for 

official personnel to monitor the test. An interlock must be provided to ensure 

that test weights cannot be lifted on a scale while the scale is performing 

official weighing.
FGIS Directive 9160.3 September 4, 2006

Page 8

g. Closed Circuit Television (CCTV) - Digital Video Recording (DVR) Requirement

CCTV and DVR incorporated into the official system must meet the following 

requirements:

(1) CCTV must be in compliance with FGIS Program Directive 9160.1. The field 

office will determine the number of cameras necessary to verify proper 

operation

(2) The DVR device must be capable of recording at least as many simultaneous 

inputs as there are cameras. It must be capable of continuous video playback

of a selected individual camera input from the multiple inputs recorded, and 

have built-in programmable sequence switching or a split screen display with 

a separate output to permit operator viewing of video inputs. The DVR device

must also meet the following requirements:

(a) Commercial quality

(b) Industrial grade packaging

(c) Sufficient storage to retain 90 days of time-lapse video without requiring 

manual replacement of storage media or devices

(d) Ability to display previously recorded video while recording current video

(e) Ability to search forward a specific date and time.

(f) Ability to write selected video to a CD, DVD, or other secure nonrewritable

storage medium in a form that can be viewed on a desktop computer

(g) Built-in time and date stamp

(h) Operating temperature range: at least 41○ to 104○ F

(i) Operating humidity range: at least 35 to 80 percent

(j) If video storage is motion-activated, all cameras must be recorded 

whenever any one is being recorded. Recording must occur

continuously at a minimum rate of one frame per second for each 

camera whenever a vessel or barge containing officially weighed or 

inspected grain is at the facility

(3) Video may not be stored at lower resolution than the original images, or in

black and white if the original was in color, for purposes of data compression

However, the field office may grant an exception to this requirement if it has 

evaluated the stored video and found it adequate
FGIS Directive 9160.3 September 4, 2006

Page 9

h. Printer Parameter

(1) Printers used with the weighing system or automated monitoring system must 

be of high quality and capable of printing on multi-copy official certificates. 

The printed information must be immediately available for review

(2) All printers printing official documentation must be under the complete control 

of FGIS

i. FGIS Permissive Requirements  The term “FGIS Permissive” is defined as 

control requiring a physical action or response by official personnel during normal 

operation to maintain grain flow security (e.g., release of a shipping bin after 

receiving a grade, consent to proceed with normal operation after obtaining 

a correct barge number, or consent to proceed with official weighing). FGIS 

permissives should not be confused with “Interlocks,” which are designed into the 

system but which operate automatically

The following permissives are required to be designed into the system to give 

FGIS the necessary controls during operation. This list contains the minimum

permissives required and additions may be necessary. FGIS recognizes that there 

are many ways of obtaining a permissive action during official operation and is not 

attempting to suggest design. We recognize that time and efficiency are of the 

essence

(1) A “Sign-On” permissive is required at the start of each shift which will allow 

the names or initials of the official operating personnel and the time to be 

recorded on the event record. Capability for recording changes in personnel

are also necessary, however, no delays in operation should be encountered 

for recording changes in personnel. Sign-on entries must have password

security

(2) An “OK to Weigh” permissive is required which will prohibit official operation 

until official personnel are on station, have signed on, and are ready for official 

operation of the system. This must be recorded with the tim

(3) A “Fill Complete - Pull Sample” indication is required which will be provided 

to the official personnel and must be acknowledged. The sampler will be 

provided with indications of sampler/shipping bin in start, use, and complete

(4) A “SHIP” or “REJECT” permissive is required to prevent release of a shipping 

bin until a grade is determined and a decision is made to accept or reject the 

bin. This must be recorded with the tim

(5) An “END OF SHIP WEIGH BACK” or “EOSWB” permissive is required to 

signal the end of the ship and allow any remaining portion of a lot to be 

officially weighed back to the house. This must be recorded with the time.
FGIS Directive 9160.3 September 4, 2006

Page 10

(6) A “Barge ID Checked” or “Barge ID Recorded” permissive is required to

ensure the barge number is checked and properly recorded prior to

weighing the barge grain. CCTV is generally used to make this chec

This must be recorded with the time

(7) A “Barge Complete” or “Barge Empty” with “Yes/No” permissive is required to

ensure the barge has been checked for clean-out and if necessary, an 

estimate is physically made of remaining grain. This must be recorded with

the time

j. Alarm Requirements. An alarm is defined as an indication that an improper

condition exists within the system; i.e., sampler malfunction, improper flow path 

detected, gate opened manually, erratic tare weight detected. The system must

provide for, but not be limited to, the following alarm criteria as defined by FGIS:

(1) Alarm conditions must be visible, audible, and printed on the event record

(2) The system must provide for recording of corrective actions taken to relieve

 alarm conditions

(3) The system must provide for, but not be limited to, the following required 

alarm conditions:

(a) Erratic tare weight

(b) Scale over capacity

(c) Scale in test mode

(d) Sampler malfunctions or sampler inoperative

(e) Possible spill alarms for spill areas not covered by CCTV; e.g., plu

chute alarm

(f) Improper flow conditions.

(g) Unauthorized gate, valve, slide, or other openings.

(h) Improper gate, valve, turnhead sets; i.e., double se

(i) Printer malfunctions

(j) PLC system alarms; e.g., rack fault, PLC processor in program mode

online programming being performed
FGIS Directive 9160.3 September 4, 2006

Page 11

k. Required System Documentation. As defined by FGIS and required under FGIS

regulations the following documentation must be provided to FGIS and will include, 

but not be limited to:

(1) One system proposal describing, in detail, the system and the proposed 

operation

(2) One complete reproducible set of the field wiring diagrams.

(3) One complete reproducible set of technical manuals/operating instructions for

all hardware and software

(4) One complete set of software programming on all components of the system 

in diskette form

7. FGIS APPROVAL

FGIS approval of an FCS is provided in writing from the Director, Field Management

Division, upon completion of the following requirements:

a. Successful completion of a 6-month test period initiated by FGIS upon completion

of installation and system check-out by the elevator/contractor. During this trial

period, all seals and other security measures intended for use with the system 

will be applied; and problems, corrections, and changes to the system will be 

documented

b. On-the-job training in system operation is provided to FGIS personne

c. Receipt of local field office manager’s recommendation for approval of the system

 by the Policies and Procedures Branch (PPB)

d. Receipt of all required documentation by the PP