Create an EUDR Due Diligence Record

A due diligence record documents, for each batch, the origin, the compliance declarations and the basis for the subsequent risk assessment. This guide shows how to create the record and then add geolocation and supporting evidence.

Prerequisites

• The EUDR has been assessed as applicable for the organization, and products are assigned.
• You are signed in to your team and have the administrator role.

Create the record

1. Open “Deforestation → Due Diligence Records”.
2. Click “New Due Diligence Record”.
3. In the “Product Information” section, select the “Organization” and the “Product”. “Commodity” and “CN Code” are taken from the product automatically and displayed.
4. In the “Origin Information” section, enter the “Country of Production” – the “Country Risk Level” is added automatically –, the “Production Start Date” and, optionally, the “Production End Date”.
5. In the “Batch Information” section, optionally enter “Batch / Shipment Description”, “Quantity” and “Unit of Quantity”.
6. In the “Compliance Verification” section, enable “Demonstrably Deforestation-Free” and “Compliance with Legal Requirements Verified” if applicable.
7. Click “Create Record”.

The new record is managed in the current reporting period and appears in the due diligence records table.

Add geolocation and evidence per batch

1. In “Deforestation → Due Diligence Records”, click the record you just created. The detail page uses the product name as its heading.
2. In the “Geolocation Areas” section, use “Add Geolocation” to add the plots on which the commodity was produced. The recorded areas then appear in the section’s table.
3. In the “Supporting Documents” section, use “Upload Document” to add the evidence for the batch, for example on origin and legality.
4. In the “Risk Assessment” section, use “Assess Risk” to start the assessment. As long as it is outstanding, the message “The risk assessment is not yet complete.” is shown there.
5. In the “Completeness Checklist” section, check the progress bar and the “Passed” or “Failed” label for each checkpoint.
6. Click “Submit for Review” and confirm in the “Submit for Review” section. A person authorized to review then selects “Approve” or “Reject” in the “Actions” menu.

Good to know

• Under Article 8 of the EU Deforestation Regulation, due diligence must be fulfilled for every batch before it is placed on the market – information collection, risk assessment and, where a risk exists, risk mitigation.
• The “Damage Mitigation Measures” section is displayed only in the case of non-negligible risk; there you add a measure via “Add Measure”.
• Only after approval does the “Generate DDS” entry become available in the “Actions” menu, which creates a due diligence statement from the record.
• Due diligence records are maintained per reporting period – make sure you are working in the correct period.