Legal identity, licenses and permits where applicable.
Evidence is not decoration; it is a control system
The evidence register links the requirement, source, inspection, documentation, transport and delivery. A document not being public does not mean it does not exist; some evidence remains private because of buyer, supplier or legal confidentiality.
01
Evidence categories
Purchase requests, quotations, contracts and amendments.
Supplier lists, availability and field verification.
Veterinary inspections, quarantine and health certification.
Port, transport, shipping and insurance documents.
Counts, weights, delivery notes and acceptance records.
02
Verification levels
Internally documented
retained and linked to a transaction reference.
Externally verified
issued or confirmed by a competent independent party.
Authorized for publication
a redacted copy or public summary is approved.
Confidential
available only to authorized reviewers and not published online.
03
Redaction rules
Remove names, banking data, signatures and sensitive identifiers.
Do not expose supplier pricing or buyer terms without permission.
Do not publish certificates in a form that enables reuse or forgery.
State that a published copy is a redacted example and not a valid permit for a new transaction.
Need evidence verification for a transaction?
Access level, purpose and confidentiality are agreed before any document is shared.