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Defence Export Control System

The current Defence Export Control System (DECS) was rolled out in April 2013. It is fully integrated and delivers a robust and flexible approach to managing the expanding range of export legislation that Defence is responsible for administering.

Links to the forms can be found on the Forms page.

Important Note: Except where accessibility is an issue, DEC does not accept paper-based applications.

What does DECS do?

A key benefit of DECS is the ability to manage the assessment of applications arising from the Defence Trade Controls Act 2012. Defence can register Brokers and issue permits for the Supply of Technology and for Brokering Arrangements.

DECS is the first phase of an improved eBusiness model for export control. Applicants can access and complete application forms online, which can be saved for future reference. Once an applicant is ready to submit the application, the form generates an email with the application as an attachment, which is sent directly to Defence. Applicants should also attach any other supporting documentation that is required with the application. DECS can then upload the application from the email.

All documentation issued from DECS is in PDF, and will be forwarded to the person submitting the application.

Forms used by DECS are aligned to the Supply of DSGL Technology controls in the Defence Trade Controls Act. This provides the assessing officers with the information they need, to understand the proposed export activity.

All of the application forms are standardised and have a common look and feel.

Permissions and Permits

Defence only issues one type of permission document. This document very clearly identifies the goods or technology that are permitted to be exported; the date until which exports are permitted; whether the permit is for a single export or multiple exports over a period of time and, critically, any conditions that are placed on the permission which must be complied with even after the period in which exports have been approved.

Applicants don't need to worry about the validity of permissions issued prior to the implementation of DECS. These will remain current until they expire and can still be presented to the Australian Border Force as part of any export declarations. In the event that a permission holder needs to amend an existing permission, an email should be sent to DEC requesting the amendment. DEC will advise the applicant if the permit can be amended on the basis of the email, or whether a new application form must be submitted.

Client Registration

You must first register as a DEC client using the Client Registration Form. When you are successfully registered, we will send an email confirming the registration and telling you your DECS Client Registration Number (DCRN). In each application form, you must enter your DCRN and the exact same Applicant Name used to register as a client. You do not need to supply your address details in the application form, as DECS uses the Client Registration information held by the system.

If there are changes to the details of your registration, you should email us detailing the changes. We will then update the DECS record.

International Import Certificates, Delivery Verification Certificates and Non-Transfer and End-Use Certificates

All three certificates use a standard format. We issue a separate version for Italy, and obtain endorsement from the Italian Embassy. For these certificates a paper copy with the signature from the Embassy is sent to applicants.

Export Control Assessments

When you submit an application for an assessment of whether particular goods or technology are listed in the DSGL, we conduct an assessment and issue an Outcome of Export Control Assessment letter. This letter advises the outcome of the assessment of the goods and technology, based on the information available at the time of the assessment.

In-Principle Application Assessments

Applicants receive a letter in response to an in-principle approval to export or supply DSGL-listed goods or technology. The document is titled Outcome of In-Principle Approval Assessment.

Finalising the Assessment of an Application

When we finalise our assessment of an application, we will notify you of the outcome via an email. The permission, certificate or letter will be an attachment to the email advice.

You must retain that document for your records. A permission or Export Control Assessment letter should be provided, along with other freight documentation, when exporting goods from Australia. This may facilitate the export through Customs and Border Protection.

You may also be requested to provide a copy of the permission, or letter, directly to the Australian Border Force. Other than in some exceptional circumstances, applicants do not receive a hard copy of outcome of an assessment. If, for example, the Minister for Defence refuses to issue a permit, DEC will send both an email and a hard copy via the post of that decision.

Sending and Receiving Emails from DEC

When we register a new application, DECS will send an email to you confirming receipt of the application and providing a unique registration number. You should keep a record of this registration number in case you need to contact us. We will request this number before discussing an application.

When you submit an application, it will be sent to an email account established for the purpose of receiving applications. This email address is deco.applications@defence.gov.au. You should only use this email address when submitting an application form.

All other correspondence relating to applications, or general enquiries should be sent to the DECO@defence.gov.au mailbox.

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