From fishing trip to buyer pack, without keying anything in twice.
Aferis Systems designed a document platform for a Mexican seafood exporter that records every fishing trip, assembles the export file, cross-checks it document against document and builds the pack each buyer receives.
Published: 28/09/2026Author: Aferis Systems
| Operations | Own fleet, processing plant and cold stores |
|---|---|
| Markets | European Union and other destinations |
| Platform | Aferis Trace, with Aferis Cold capabilities |
| Data | In the client’s own cloud account |
One file per shipment, assembled by hand from paperwork that already existed.
Every export needed dozens of documents: from the fishing trip, vessel and plant permits, freezing charts, cold store records, health certificates and shipping papers. Many repeated from one shipment to the next and were hunted down every time.
- Scans arrived in long batches, with documents mixed together.
- A correction didn’t reach every file that used the document.
- Chained permit validity periods, tracked by hand.
- Cold-chain gaps that surfaced only when someone looked.
- A different document set for every buyer.
- Doubt over what had been sent when a document arrived late.
Two deliveries: the file for the authority and the pack for the buyer.
- Fishing trip
- Lot
- Reservation
- Export file
- Filing no. 1
- Buyer pack
- Sailed 02/04
- Arrived 05/05
- Landed 06/05
- Fishing licenceLibrary · licence v2
- VesselTrip · confirmed
- Plant approvalLibrary · v3
- LotTrip · confirmed
- Net weight · packing listMatches
- Lot · health certificateMatches
- Landing · shipmentReview
| 00:00 | −2.1 °C |
| 06:00 | −14.8 °C |
| 12:00 | −18.4 °C |
- Application to the authority
- 01 · Trip and lot
- 02 · Permits
- 03 · Cold chain
- 04 · Certificates
Sample data.
Trip, lot and reservation
First delivery
Each trip is logged with its vessel and milestones; the lot and the stock reservation come from it.
A file that fills itself
First delivery
Trip documents are loaded once. Valid permits and confirmed documents fill in the fields, each with its version.
Cold chain on record
First delivery
Brine-tank freezing charts are digitised as a curve and table, and every period without a record is flagged.
Filing and supplements
First delivery
On closing, an indexed file and the application to the authority, numbered and frozen. Anything later goes into supplements.
Buyer pack
Second delivery
The reservation is reconciled with the final packing list, and each buyer gets a pack built from their versioned profile.
All the time
- Deadline status for every document
- Audit log of every action
- Search by field and by text
- Weekly report and email alerts
Everything in writing before we build.
- Documents, fields, deadlines and checks, set down in the client’s words in a technical annex used to accept each delivery.
- Temperature thresholds, deadlines and tolerances are approved by the client, with a date and an owner.
- Every new rule logs results without raising alerts until the client switches it on.
- Database, documents and reading service sit in the client’s account; our access is logged.
- Remote training, a user manual and an admin guide in Spanish.
What the platform doesn’t do
- It doesn’t measure temperature inside the product: it works from tank and cold store records.
- It doesn’t issue compliance opinions: it checks against the client’s criteria.
- It doesn’t guarantee an accuracy rate: every reading is a proposal.
- It doesn’t verify that signatures or stamps are genuine: it detects whether they’re there.
- It doesn’t deal with authorities or read mailboxes: it records what a person enters.
If your export file looks like this, send us three closed ones.
Within two to three weeks we’ll show you what we would have caught.