Table of Contents

Information Gathering (Checklist Management)

The Information Gathering functionality in the EUDR Management app provides a comprehensive checklist system to ensure all required documentation and compliance steps are completed throughout the EUDR compliance process. This feature helps organizations systematically collect, verify, and manage the necessary information and documents required for EUDR due diligence.

Overview

The Information Gathering system is built around customizable checklists that can be applied to various business entities including:

  • Due Diligence Statements (DDS)
  • Vendors/Suppliers
  • Purchase Orders
  • Production Places

Each checklist contains specific items that must be verified, documented, or completed to ensure full compliance with EUDR requirements.

Key Components

Checklist Templates

Checklist templates define the standard set of requirements for specific countries, regions, or business scenarios. Templates can be:

  • Created for specific countries (e.g., Cameroon, Brazil)
  • Customized for different business processes
  • Organized into categories for better structure
  • Reused across multiple entities

Checklist Categories

Categories help organize checklist items into logical groups such as:

  • Harvesting: Documents and verification steps related to timber harvesting
  • Processing and Trade: Requirements for timber processing and trading activities
  • Legal Documentation: Legal permits, certificates, and authorizations
  • Supply Chain Verification: Traceability and supplier verification steps

Checklist Actions

Each checklist item can require different types of actions:

  • Upload Document: Requires uploading supporting documentation
  • Manual Review: Requires manual verification or assessment

Working with Checklists

Accessing Checklists

From Due Diligence Statements

  1. Open a Due Diligence Statement card
  2. Choose the Checklist action from the ribbon
  3. The checklist page will display all applicable items for the statement

From Vendors

  1. Open a Vendor card
  2. Choose the Checklist action from the ribbon
  3. View vendor-specific checklist items

From Purchase Orders

  1. Open a Purchase Order
  2. Choose the Checklist action from the ribbon
  3. Review order-specific compliance requirements

Completing Checklist Items

Document Upload Requirements

For items requiring document upload:

  1. Select the checklist line
  2. Choose Upload Document action
  3. Select and upload the required document
  4. Mark the item as Checked once the document is uploaded

Manual Review Items

For manual review items:

  1. Review the requirements specified in the Additional Information field
  2. Verify compliance with the Legal Authority requirements
  3. Mark the item as Checked once verification is complete

Checklist Validation

The system automatically validates checklist completion:

  • Required documents must be uploaded before items can be checked
  • All non-blocking items should be completed before submitting DDS
  • The system tracks who checked each item and when

Setting Up Checklist Templates

Creating Checklist Templates

See Setting Up Checklist Templates.

Best Practices

Template Design

  • Create country-specific templates for major supplier regions
  • Organize items into logical categories
  • Provide clear, actionable descriptions
  • Include reference to legal authorities where applicable

Document Management

  • Upload documents in standard formats (PDF)
  • Use descriptive file names for easy identification
  • Ensure documents are current and valid

Workflow Integration

  • Complete checklists before submitting Due Diligence Statements
  • Use checklist status to track compliance progress
  • Regular review and update of template requirements
  • Training staff on checklist procedures

Compliance Monitoring

  • Tracking of document expiration dates
  • Monitoring of compliance trends and issues
  • Continuous improvement of checklist templates

Integration with EUDR Processes

Due Diligence Statement Integration

  • Checklists are automatically created when DDS are generated
  • Template selection based on activity country and suppliers
  • Checklist completion is verified before DDS submission
  • Factbox displays checklist status on DDS pages

Supply Chain Integration

  • Vendor checklists support supplier qualification
  • Purchase order checklists ensure transaction compliance
  • Producer and production place checklists verify source authenticity
  • Document requirements flow through the entire supply chain
Note

Checklist templates should be regularly reviewed and updated to reflect changing regulatory requirements and best practices.