A first filing case should not begin with a blank regulatory form. Start with the commercial and supplier records already used by the business, preserve each source, and progressively confirm only the facts needed for the specific product and supply chain.
A practical preparation workflow
- 1
Create the case around one product flow, shipment, or filing decision.
- 2
Attach source files, confirm usable facts, and assign evidence gaps.
- 3
Rerun technical checks and freeze only the reviewed version.
Choose a case boundary your team can actually review
The fastest way to lose traceability is to begin with an entire supplier network. Pick one bounded commercial flow and name the decision the case needs to support. That keeps quantities, products, suppliers, plots, and evidence versions connected to the same review context.
- Record the product and CN or HS code as a candidate until a person confirms it.
- Name the buyer, supplier, shipment or order, and responsible reviewer.
- Keep dates and quantities exactly as stated in the source before normalization.
Import evidence before retyping facts
Invoices, packing lists, supplier spreadsheets, plot files, permits, and prior correspondence already contain much of the working evidence. Preserve those files first. Extracted values should point back to a page, row, cell, or geometry feature so a reviewer can accept, correct, or reject them.
Turn every gap into a specific request
A generic request for ‘all EUDR documents’ creates delay. A useful request names the missing object, acceptable format, reason, visibility boundary, and deadline. When the supplier responds, retain both the original gap and the evidence used to resolve it.
- Ask for a plot identifier and geometry, not simply ‘GPS data’.
- Ask which lot or batch the document supports.
- Keep unanswered or conflicting responses visible as open work.
Freeze a reviewed snapshot, not a live folder
A Filing Pack should bind the selected facts, evidence files, issue state, applied rule versions, human decisions, and export time. Later corrections belong in a new version so the team can reproduce what supported the earlier filing preparation.
What to check
- Case boundary, responsible role, and activity
- Source file, version, page, row, or feature reference
- Confirmed facts separated from extracted candidates
- Open blockers, owners, and next actions
A well-structured first case improves preparation quality but does not determine legal scope or replace the operator’s due-diligence decision.
Questions teams ask
Do I need every supplier document before I start?
No. Start with the evidence already available, then let the case expose specific gaps. Do not mark the case ready while material gaps remain.
Should extracted values be treated as confirmed data?
No. Extraction creates candidates. A reviewer should confirm material facts against their cited source.
When should I create the Filing Pack?
After the relevant checks have been rerun against reviewed inputs and the team has explicitly accepted any remaining limitations.