Chain of Custody Certified Material Register

Purpose. This register records every certified log input, production batch and certified sale so that the certified claim on any invoice can be traced back to its source and the volume balance can be demonstrated to the auditor.

1.What the register records

The register holds one line for every certified input received, every certified batch produced and every certified output sold. Inputs come from Timberline coupes and from suppliers with a verified certificate. Outputs are packs, chip loads and residues sold with a certified claim.

2.Input entries

For each load received, record the date, the supplier or coupe, the load docket number, the species, the volume, the certificate code and claim on the supplier invoice, and the log yard bay. Where the supplier certificate cannot be verified on the certification body's database the load must be entered as non-certified until it is verified.

3.Production entries

For each batch issued to the mill, record the batch identifier, the input volume, the kiln charge and the output packs with their volumes. The conversion factor between log input and sawn output must be recorded so that the volume balance can be checked.

4.Output entries

For each certified sale, record the invoice or delivery docket number, the customer, the product, the volume, the batch identifiers and the exact claim wording printed on the document. Sales of certified product without the claim must still be recorded so that the volume credit is not double counted.

5.Volume balance

The register must show, for each product group and period, that certified outputs do not exceed certified inputs adjusted by the conversion factor. Any negative balance must be reported to the SHE and Certification Manager the same day and the claim suspended on further sales until it is corrected.

• Reconcile monthly
• Keep entries for five years
• Report negative balances immediately
• Present the register at every internal and external audit

6.Access and control

Log yard staff, kiln operators and despatch staff may add entries. Only the SHE and Certification Manager and the Sawmill Manager may correct an entry, and corrections must show the original value, the reason and the date.