Coffee traceability documents: connecting sourcing and lots

Traceability records should help a reviewer connect a lot reference with the relevant information. Collecting many documents is not enough; check how they link together. Identify who recorded the information, which quantity it covers and where a documentary link is missing.

Start with the proposed lot reference

Request the product description and lot reference shown on the sample record or proposal. Use that reference to compare subsequent documents. Where another reference is used, ask for the mapping rather than assuming the records describe the same lot.

Connect the relevant groups of records

The document list depends on the purchase requirements. A reviewer needs to understand the stated receiving, processing, storage and transfer flow. At each stage, record the reference, date, party and supporting document that can be checked.

• Sourcing parties and receiving information.
• Processing references and related stock records.
• Sample, quality assessment and transfer records.

Distinguish traceability from certification

Traceability records show how product information is connected. Certification has a programme, subject and scope of its own. If the purchase requires both, maintain separate checks and identify which record supports each requirement.

Record gaps and the next verification step

List missing reference links, unclear dates and unidentified record owners. Send a specific question to the responsible contact. Where data will be used for destination-market procedures, check official guidance and the responsible party’s requirements before concluding that the file is complete.

Send Vinh Hiep your product requirements

Reference for further review: European Commission — Understand due diligence.