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Frequently asked questions

  • What exactly is thePlantfiles.com?
  • The Plant files (TPF) is a Plant and Equipment registration and security scheme that records all the security features including covert, overt and concealed markings, markings that make each piece of equipment unique. It records the presence of security deterrents, tracking systems, RFID chips, Data Tags, transponders and DNA markings and rewards the owner by star rating the data provided. The scheme acts as a powerful theft deterrent and in the unfortunate event of a theft will provide the Police with an invaluable aid in the recovery process. For the Plant Owners, it provides a systematic way to record and maintain control of their plant and equipment portfolios whilst using such information to obtain better insurance quotes. Lower risk to insurance companies means lower insurance premiums for the Plant owners.


  • What is the ‘Star Rating’ and how does it work?
  • A ‘forensic file’ is an electronic document of consistent data quality. Quality information needs to be informative, clear, precise and measurable. The ‘Star Rating’ is that measure! www.inwatchesreplica.com


    Star rating

  • Why do I need to provide a ‘Star rated forensic file’?
  • The truth of the matter is you don’t need to provide quality information. However, your insurance premium reflects this and because you are not forthcoming with information, you may be paying unecessary higher premiums. Suffice to say, if you don’t help your broker to reduce the risk, then fausse rolex you must be prepared to pay the higher premiums. You probably don’t see this price differential, or potential saving at present because the information being provided to all the insurance companies is the same, thus they are all pricing from a high risk starting line.
    So, if you were to provide quality information to your broker, would it be unreasonable for you, a plant owner to expect a reduced premium in exchange for lowering the risk? – We believe you should and can achieve sizable premium reductions!


  • By and large, why do Insurance Companies/ Broker not insist on ‘Star rated forensic file’?
  • Basically, Insurance companies and Brokers want your business, and they really don’t want to risk inconveniencing you by asking too many questions and looking for more details than their competitors ask. However, there is usually a request for more detail and a follow up with that detail is expected or implied. These are called ‘TBAs’ (To Be Acquired). By providing quality information at the policy formation stage, you have the best ‘Premium reducing’ lobbying tool at your disposal. Information is king, the choice for you is basically whether or not you want to provide it?

    More quality information = more premium reductions!


    Risk assessment graph

  • Can anybody access my files?
  • No, you are the guardian of your own file. Access to the file is via a username and password, so as long as you don’t divulge the latter then your files will remain private. Should the assets be covered by an Insurance policy that is linked to an affiliated Insurance Company and/or Broker (eg.ARACHAS), then the latter can view the files. However, they can only view files that are covered by the said policy. All other non-insured items will not be shown on the inventory list when viewed by the Insurance Company. The Plant owner will see all items, insured and non-insured on the inventory list.


    owner vinsurance view

  • Can more than one person have access to the files?
  • Yes, if you so wish you can ‘Add a Site Manager’ which in essence means you can add a user by assigning a different email address and password to that user. Likewise, you can remove a ‘Site manager’ at any time.

    Add a manager

  • Do I need to register a machine if it is already registered with CESAR?
  • Yes! By registering with CESAR you have, or the manufacturer/distributors have already taken a significant step towards looking after your plant. The triangular stickers attached to the machine or plant indicated that it is registered on its secure database, it has tamperproof stickers attached to the chassis, has Datatags, transponders and DNA covert security features added. However, if and when a theft occurs, the owner will report the theft to CESAR and the Police. It will then be recorded on the Police National Computer in the UK, alert PANIU (Plant & Agricultural National Intelligence Unit) and Europol/Interpol of the theft. However, access to this file is exclusively restricted by design to the owner and the Police.

    TPF on the other hand will allow the owner to report the theft in real time to the Police, Port Authorities, auction rooms and network members – all in real time. It alerts a potential buyer to the theft and sways the balance of power away from the thief/ unauthorised seller. If the Plant is registered with TPF and with CESAR, then once a theft is reported, CESAR will be alerted directly and all the above actions will be implemented immediately.CESAR TAG


  • Does the Plant get a star rating for being registered with CESAR?
  • Yes – Registration with CESAR or other approved registration schemes gets the fourth star. The Triangular tag number will be inextricably linked to the relevant Plantfile. (Usually only applies to self-propelled Plant & Equipment)


  • Why is it important to reach a minimum 3 Star rating?
  • Imagine your valuable equipment has been stolen and you now have to explain it to the Police /Gardaí. They may not even know what it looks like? What you have described to them could be a telehandler, yet they may be conjuring up images of a pallet forklift? So, the Plantfiles allows you to record the most important details, 4 elevation photos, basically, what does it looks like, Star 1, record Manufacturer’s ID numbers and tag them to respective photos gets you Star 2 and if you take photos of unique markings, it will get you, Star 3. This is your FREE Information and if recorded properly will service you well in the recovery process should your asset be stolen. Information is crucial and supplying quality information in real time to the Police is vital and will save you time and money. For a small effort now could save you a lot of grief if your asset is stolen.


  • If the stickers are removed surely then the system doesn’t work?
  • Absolutely Not! The stickers are made from destructible material that if tampered with, break up into small pieces.That being said, even if the thief removes all traces of the sticker, the integrity of the Plant is not overly compromised on account of the fact that the stickers serve to inform a thief that the owner has registered the plant or equipment on the Plantfiles.com and has recorded all the Identification numbers and markings that are unique to the registered equipment. The thief doesn’t know which markings you have or haven’t recorded. He will wonder whether you have recorded photos of the dint on the door?, the stone chip on the windscreen?, the scratch on the dashboard?, or the rip on the seat? He simply won’t know! The most obscure recorded markings could be the most valuable information that positively identifies the stolen plant as yours. Even if he has it resprayed and replaced the driver’s seat, changed the Chassis number, it will still be traceable back to you, the real owner.

    Basically when the thief reads the small print on the sticker he/she will be made only too aware of the risks associated with stealing your plant.

  • Do I have to purchase an ID tag to create an file?
  • You do not have to purchase an ID tag to create a file. You can create a file and come back later and purchase a tag if you so wish. The tags act as a theft deterrent and the asset acquires a ‘Star rating’. However,if an asset has not been allocated a ID Tag number, then it cannot be reported ‘Stolen’ through the system. Assets must be assigned an ID tag at least one calendar month before it can be reported stolen.


  • Does the system work on all types of equipment?
  • The system works basically on anything that has a Serial Number. The system does not just target Plant and Agricultural Equipment as the name might suggests, but it equally works on small trailers, transport trailers, caravans, mobile homes, water craft, outboard engines, jet-skis, motor-cycles, cars, vintage cars & tractor, Quads etc. Click to view CATEGORIES.



  • Do insurance companies give insurance premium discounts?
  • Yes. ThePlantfiles has teamed up with ARACHAS, the leading Independent Insurance broker in Ireland and together we have successfully brokered substantial reductions on the ADFT (Accidental Damage, Fire & Theft) premiums in exchange for the provision of high quality data. Bear in mind, information is free and for a small amount of effort, sizable savings can be made.


  • If my machine is stolen how much would it cost me if it was recovered by the Plantfiles?
  • The short answer is nothing! Unlike some ‘stolen vehicle registers’ TPF does not charge Plant owners or insurance companies for recovery and does not operate a ‘Bounty‘ system. TPF works closely with the Police and notifies them when a registered machine is stolen.


  • If my registered machine is stolen what should I do?
  • You should immediately notify the local Police / Garda and obtain a ‘crime reference number’. Enter the crime number into the automatically generated Theft report and the system will do the rest. Alternatively and for ease there is also a secure 24/7 call centre (tel 0818 333 533). If a false ‘Crime Reference Number’ is entered, and a Theft Report is activated, then a penalty of €250 will strictly apply.


  • How do the police determine the true identity of a registered machine?
  • If one or more of the registration plates is intact the police can get all the relevant details, just like for a car or van, from the PNC at any time of the day or night.
    If the registration plates and manufacturers’ plates have been removed, the police can enter the machine’s description and search for stolen plant that match that description. When similar machines are found the Police can then look for recorded unique markings  such as the broken wing mirror, the scratch on the door etc. This may be all that is required to determine the true identity. If it transpired that the machine had been registered with CESAR, then the Police can use a special Datatag scanner to ‘read’ the Datatag RFID tags hidden in the machine. CESAR can give the police all the details they need from the unique number from just one tag. As a back-up the liquid Datatag DNA and Datatag Datadots® can also be used to categorically identify a specific machine.


  • Is is just another Registration Scheme?
  • No, quite the contrary,TPF is not static, it is constantly changing with updates to photos, videos, service history logs,safety reports, ownership records and much, much more, giving the owner, hirer and buyer of registered equipment a secure environment to do honest business with like-minded individuals and companies.


  • Can I sell my plant from within TPF?Yes. You, the plant owner can choose to advertise for sale or hire any piece of plant or equipment registered on the system. Indeed, you could advertise for sale and for hire at the same time. This service applies only to assets that have an ID Tag number. Asset that have been reported stolen will not be displayed on the website for sale or for hire by default.
  • How much does it cost to advertise plant and equipment for sale and/or for hire on TPF?There is no additional cost as it included in the Registration Fee. 
  • What are the benefits of selling and hiring from within the website?The aim of the system is to establish a secure environment from which to do business. It aims to network similar minded people who wish to do business openly and honestly. Buying from within the system will be much easier and less intimidating. The buyer will be able to interrogate the seller and the seller will be able to furnish the buyer with peace of mind by producing a Star rated plantfile. Furthermore, selling and hiring from within the Plant files is targeted at a select audience. 
  • Why do I need to add a photo ID to the Account?When an asset is being sold that has an ID tag, then it requires that the ownership be transferred along with the file to the buyer and the buyer during the course of the transfer is required to verify that the photo presented is that of the owner/seller. Failure to confirm this means that the file cannot be transferred from the seller. a PROFILE PHOTO 
  • Why can I not delete a file?If an asset is assigned a Plantfiles ID number (eg.P54TH7N), it cannot be deleted. Ideally, it is a good idea to get the buyer to set up a free membership account on www.theplantfiles.com. The seller simply, from within his/her account clicks on ‘Transfer Ownership’ and a 26 digit code will be presented, the latter is then given to the buyer who from within his/her Account can ‘Claim Ownership’ by entering that number. Please note the owner must have uploaded a ID photo for the transfer to be completed. Assets that do not have ID tag numbers can be deleted but cannot be transferred. 
  • What do I do when I sell my Plant?, How do I transfer the file to a new owner?The buyer of your plant is happy to buy your equipment, probably because you have kept good records, a full service history, produced proof of ownership etc. Now, it is the new owner’s responsibility to carry on from from where you left off! He can do so by signing up to thePlantfiles.com and becoming a member. Once this is done, the ownership documents can be transferred electronically from the seller to the buyer.
    Take for example, Owner A wants to sell his excavator to Owner B.
    The Owner must log onto his/her account and selects the plant from the ‘Registered files’. The procedure is as follows:
    1. Click on ‘Transfer Ownership’
    2. The Registered Owner must enter the Username and Password.
    3. Cick on ‘Access Code’
    4. A Transfer Code will be displayed. This can be cut and pasted and given or sent via email to the new owner.

    Transfer of ownership stage 1

    If the Plant owner has uploaded a profile photo, a error message will be displayed ‘Forbidden‘ followed by an announcement “This operation is forbidden for asset owners without uploaded Photo ID”. The owner must go to ‘My Account’ and go to the section ‘Your Photo ID’. It is important to enter a good clear photo of the owner as this will be displayed as part of the Ownership Transfer procedure. Prior to acceptance of the transfer the new owner will be required to accept the photo as that of the person selling the asset.

    Photo Id required

    How to Claim Ownership?

    1. Click on the ‘Claim Ownership’ button at the top left hand corner of the Account Section.
    2. Enter the Code given to you by the seller of the asset.
    3. The details of the asset being transferred will be displayed and will need to be accepted.
    4. Once accepted as correct, the ID photo of the Seller will be presented and this will need to be accepted in order for the asset to be transferred to the new owner.
    5. A scroll down confirmation of the transfer will be displayed and an email will be sent to both parties confirming the successful transfer.

    Claim ownership white background

    Transfer email confirmation

  • What do I do if the new owner does not want to become a member of the Plantfiles?Simple, instead of transferring the data file to the owner, the file is transferred to TPF archives for storage. TPF become the trustee guardians of the file whilst the file will show the seller as the previous owner and the buyer as the new owner. The buyer will be the legal owner and will be able to retrieve the file at any stage once registered as a member. If you wish to transfer a file to The Plantfiles, simply email transfersin@theplantfiles.com, copy and paste the transfer code into the email along with name, address, email and phone number of the buyer. If and when the buyer becomes a member, we will be able to complete the transfer once we verify the buyer matches up with the records.
  • Can the seller access the file after the plant is sold or transferred?No – Once an asset is sold and the file transferred to the new owner, the file can no longer be viewed or edited by the previous owner.
  • Can anybody reactivate a “Guardian file” ?The Guardian file can only be re-activated by the owner of the Plant. The person wishing to reactivate the file will be required to prove ownership. 
  • If a theft occurs and the  file is require to be reactivated, can the theft be processed through TPF?Yes.  However, the registered owner must reactivate the file in order to report the theft through the system. There is an additional fee of €100 for this facility on top of the normal registration fee. 
  • Can I generate a new Plant File instead of reactiving a Guardian File?No.  By attempting to do this, TPF will inform you that the identification details being entered “may be cloned or have already being entered” for another Plant. Identification details can only be entered once in the system. 
  • If my Plant has a TPF Registration ID Tag attached to it, does that mean it is registered to me?No.  TPF stickers serve to act as a deterrent. However, if the Plant is stolen but has not been registered to the current owner, then the current owner cannot activate a Theft Report. Once registered you can input all the plant identification details, activate a theft report etc.
  • If I record all the unique details myself and not on TPF, can I report the theft through the system?Yes.  In order to avail of the system, you will be required to register the plant on TPF.  There will be a surcharge levy of €100 for a Theft Report if it is generated less than one calendar month after registration. 
  • Do I need to insure the plant before I can register it on TPF?No.  Insurance is not a requirement for registration, however, without insurance you are at greatest risk should it be stolen. Registering with TPF will undoubtedly improve your chances of recovery. By registering your plant and equipment you may be entitled to a reduction in insurance depending on the star rating obtained. 
  • What is the purpose of star rating plant and equipment data entries?At present the recovery rate for stolen plant and equipment is as low as 5%. It has been reported through numerous sources that 60% of data provide to the Police and recorded on the Police National Computer in the UK are poor, misleading, inaccurate. TPF helps you as a plant owner to furnish the Police with accurate and powerful information. Quality information is graded from 1 to 5 stars. The reduction in premium and insurance excess charges will be inverse proportional to the stars rating obtained. 
  • Why do I need to obtain a high star rating when I don’t have Insurance?Star rating not only helps you to obtain a reduction in your insurance, it will help the Police and network members find the plant should it be reported stolen. Furthermore, if you decide to sell or hire your equipment, star rated equipment will become  the evaluation barometer for prospective clients who register, access and use TPF. 
  • If the Files show that an item of plant is insured, does that mean the plant is actually covered?No! If the files are being managed by the Plantfiles administration team on behalf of the Insurance Company / Broker, then every effort will be made to ensure that the plant/assets reflect that which is on the Insurance Policy. However, thePlantfiles accepts no responsibility whatsover for the information entered on the system supplied by the latter or indeed by the plant owner. The Plant owner is advised that the Insurance Policy will in all circumstance without exception be considered the definitive legal document.