Certification & traceability SOP for agarwood plantations

Here’s a comprehensive, ready-to-use SOP for Certification & Traceability in Agarwood Plantations, tailored for Oud Academia / CI-ASASE plantations. It integrates legal compliance, ethical sourcing, MRV, and carbon verification.

Standard Operating Procedure (SOP)

Certification & Traceability for Agarwood Plantations

1. Purpose

To ensure that all agarwood products (chips, resin, essential oils) are legally sourced, sustainably produced, and fully traceable from nursery to market, supporting CITES compliance, carbon verification, and ESG/impact reporting.

2. Scope

This SOP applies to:

  • Nursery operations (seedlings, tissue culture)
  • Plantation management (inoculation, pruning, fertilization)
  • Harvesting and processing (chips, oil, hydrosol)
  • Carbon stock measurement and MRV
  • Certification and traceability documentation

3. Responsibilities

RoleResponsibilities
Plantation ManagerOversee SOP implementation, ensure traceability & compliance
Farm StaffRecord agronomic data, apply inoculation, fertilization, irrigation
MRV OfficerConduct carbon measurement, maintain MRV logs, prepare verification reports
Compliance OfficerEnsure CITES, FSC, organic, and carbon certification requirements are met
Auditor / VerifierIndependently verify records, traceability, and certification compliance

4. Procedure

Step 1: Tree Identification & Tagging

  1. Assign unique Tree IDs to each planted tree.
  2. Attach durable tags or QR codes linked to the plantation database.
  3. Record in the Integrated Logbook: species, origin, planting date, plot/block, GPS coordinates.

Step 2: Nursery & Plantation Records

  1. Document seed or tissue culture source, propagation method, and health status.
  2. Record planting and hardening dates, including location and spacing.
  3. Maintain input logs: fertilizers, biofertilizers, irrigation schedules, pruning, and pest/disease interventions.

Step 3: Resin Induction & Harvest Tracking

  1. Record inoculation type (fungal, chemical, dual-action) and date.
  2. Monitor resin formation and document status in logbook.
  3. During harvest, record:
    • Tree ID
    • Product type (chips, oil, hydrosol)
    • Quantity and grade
    • Harvest date
    • Batch / lot number linked to Tree ID

Step 4: Carbon Stock & MRV Integration

  1. Assign MRV Plot IDs to blocks for carbon measurement.
  2. Record biomass, soil carbon, and resin-induced carbon estimates.
  3. Maintain MRV reports linked to Tree IDs for verification.

Step 5: Certification Documentation

  1. CITES Compliance: Record permit numbers, export documentation, species, and quantities.
  2. FSC / Organic / Biodynamic: Maintain chain-of-custody logs from nursery to harvested products.
  3. Carbon Verification: Keep MRV reports, buffer pool allocations, and verification audit reports.
  4. Ensure auditor/verifier signatures on all logs and reports.

Step 6: Traceability System

  1. Maintain an Integrated Logbook or digital database linking:
    • Tree ID → Harvest → Product → MRV → Certification
  2. Use batch coding and QR codes for consumer-facing traceability.
  3. Regularly update records and back up data digitally.
  4. Prepare annual traceability reports for internal and external audits.

5. Monitoring & Auditing

  • Conduct monthly internal audits of logbooks and database entries.
  • Schedule annual third-party audits for:
    • CITES compliance
    • FSC or organic certification
    • Carbon credit verification
  • Track non-compliance incidents and implement corrective actions.

6. Documentation & Records

  • Integrated logbooks (Tree ID, inputs, harvest, resin, MRV)
  • CITES permits and export/import documents
  • Certification and chain-of-custody records (FSC, organic)
  • Carbon credit MRV reports and verification certificates
  • Audit reports and corrective action logs

7. Key Performance Indicators (KPIs)

  • 100% Tree IDs tagged and recorded
  • 100% harvested product traceable to source Tree IDs
  • Full MRV documentation for each carbon project cycle
  • Zero instances of illegal trade or permit non-compliance
  • Timely certification renewals and successful audits

8. References

  • CITES Convention on International Trade in Endangered Species
  • FSC Chain-of-Custody Standard
  • Verra VM0047 Methodology for ARR Carbon Projects
  • National Environmental Compliance Certificate (DENR-EMB)
  • Bureau of Plant Industry Phytosanitary Guidelines

This SOP can be paired with the Integrated Logbook Template for digital or printed use, creating a fully traceable and auditable system for agarwood plantations.

I can next create a complete package that includes:

  1. Integrated Logbook + SOP ready-to-use
  2. Traceability workflow diagram
  3. Audit checklist for CITES, FSC, and carbon verification

Do you want me to create that full package?