Create an EUDR Due Diligence Record

A due diligence record documents, for each batch, the origin, the compliance declarations, the geolocation of the production plots and the risk assessment. Due diligence records exist only for products where you are the operator, that is, products you import or produce. This guide shows how to create the record, complete it and submit it for approval.

Prerequisites

• The organization has an EUDR applicability assessment with the result “Applicable”.
• The assessment contains at least one product with the origin “Imported or produced by us” (role “Operator”).
• An active reporting period is selected in the header, and you may create entries in the “Deforestation” area.

Create the record

1. Open “Deforestation → EUDR Due Diligence” and click “Add” in the “Due Diligence Records” section. Alternatively, start from the product page with “Add” in the section of the same name. The “New Due Diligence Record” panel opens.
2. Under “Product Information”, select the “Organization” and the “Product”. Only products you import or produce are offered. “Commodity” and “CN Code” are taken from the product.
3. Under “Origin Information”, select the “Country of Production”. The EU country risk from the Commission’s benchmarking list appears below it, for example “EU deforestation risk: Standard”. Enter the “Production Date Start” and, optionally, the “Production Date End”. Goods produced before 29 June 2023 are not covered by the EUDR.
4. Under “Batch Information”, optionally enter “Batch / Shipment Description”, “Quantity” and “Quantity Unit”.
5. Under “Compliance Verification”, tick “Deforestation-free verified” and “Legal compliance verified” once you have checked both. You can add them later via “Edit”.
6. Click “Save”. The record’s detail page opens, with the product name as its heading.

Add geolocation, risk and evidence

The detail page has the tabs “Details” and “Evidence Documents”.

1. On the “Details” tab, click “Add” in the “Geolocation Plots” section. In the “Add Geolocation” panel, enter “Latitude”, “Longitude” and “Area (Hectares)”, select the “Plot Type” (“Point” or “Polygon”) and the “Source”, and click “Save”. Record a plot larger than four hectares as a polygon along its boundary; only plots for cattle may be a single point.
2. In the “Risk Assessment” section, click “Assess Risk”. The panel shows the product, country of production, EU risk level and number of geolocation plots. Select the “Risk Assessment Result” (“Negligible” or “Non-Negligible”), optionally add notes, and click “Save Assessment”.
3. If the risk is non-negligible, the “Mitigation Measures” section appears. Use “Add” there to record your risk mitigation measures.
4. Switch to the “Evidence Documents” tab, click “Add”, choose the evidence under “File” in the “Add Evidence Document” panel (PDF, JPG or PNG, max. 20 MB), and click “Save”.

Check completeness and submit

1. On the “Details” tab, select “Validate Completeness” in the “Actions” menu. The “Completeness Checklist” shows how many of the ten checks have passed, split into checks that need attention and passed checks. You can only submit the record once all checks have passed.
2. Select “Submit for Review” in the “Actions” menu and confirm with “Submit”. The record now has the status “In Review”.
3. A reviewer selects “Approve” or “Reject” in the “Actions” menu. To approve, they check the key data in the “Approve Record” panel, optionally add “Approval Notes”, tick the “Confirmation” checkbox and click “Approve”. To reject, they enter a “Rejection Reason” and tag the sections that need corrections.

Once approved, the record has the status “Active”, and the “Actions” menu offers “Generate DDS”, which creates a due diligence statement from the record.

Good to know

• Under Article 8 of the EU Deforestation Regulation, due diligence comprises information collection, risk assessment and, where the risk is not negligible, risk mitigation – and must be completed for each product before it is placed on the market or exported.
• The four-eyes principle applies: a submitted record is approved by another person. Administrators may also approve their own submissions.
• You do not create due diligence records for products you hold as a downstream operator or trader.
• Due diligence records are kept per reporting period – check the period in the header. Deleting a record also removes its evidence documents.