A tool for setting up procedures for
requirements - physical separation method
the
DDS
This is a tool only which is limited to companies which buy PEFC certified for their products
covered by their PEFC Chain of Custody. If you use this tool, please note that it must be
completely integrated in the written procedures of the PEFC system of the organization. This
means that for example it must be written down who within the organization is/are responsible
for all aspects mentioned in this tool and it must be written down how an aspect is performed.
This tool is incomplete for organizations that, in case of significant risk of material originating
from controversial sources, perform further research as described in “5.5. Management of
significant risk supplies” in the Chain of Custody Standard.
[Company name] shall not include any restricted forest based material originating from countries which
are covered by applicable UN, EU or national government sanctions restricting the export/import of
such forest based products.
Note: The term “applicable” means that sanctions are applicable to the organization.
Conflict timber, as described in 3.7 of the PEFC Chain of Custody Standard, shall not be used by
[company name].
In case [company name] imports PEFC certified material from the country of harvest then [company
name] verifies compliance with legislation on trade and customs of the country of harvest in so far as
the forest sector is concerned.
Figure 1: Overview
Chain of Custody
process. Please note,
the
option
for
management
of
supplies
with
significant risk is left
out of the DDS in this
scheme.
An
organization that does
make use of this
option is required to
add that to its DDS
procedures (see 5.5.
of the Chain of
Custody Standard).
1) [Company name] has arranged access via a [document (for example suppliers’ declaration or
contractual agreement with the content as shown in the green box below)] to the following information
with all its suppliers for material that is used within its’ PEFC Chain of Custody*:



Identification of the material/product, including trade name and type;
Tree species included in material/product by their common name and/or their scientific name
where applicable (in case of composite product this can be a list of potential tree species);
Country of harvest of the material and where applicable sub-national region and/or concession
of harvest (in case of composite product this can be a list of potential countries of harvest.
The undersigned declares for supplies with [formuleer hier de materiaalcategorieën die onder uw PEFC Chain of Custody
vallen, bijvoorbeeld: “deliveries with PEFC claim”]:
to give access to the following information upon the customers’ request:

Identification of the material/product, including trade name and type;

tree species included in material/product by their common name and/or their scientific name where applicable;

country of harvest of the material and where applicable sub-national region and/or concession of harvest

Supplier
On behalf of supplier
: ___________
: ___________
Place
Signature
:___________
:___________
Date:___________
In case your procedure is to request your supplier for additional information in case you identified
deliveries with significant risk of originating from controversial sources, than add your supplier’s
declaration or contractual agreement with the following:

….

in case [company name] classifies our supplies as ‘significant risk’, we will provide [company name] with necessary
information to identify the forest management unit(s) of the raw material and the whole supply chain relating to the
‘significant risk’ supply,

in case [company name] classifies our supplies as ‘significant risk’, we will enable [company name] to carry out a second
party or a third inspection of our operation as well as operations of the previous suppliers in the chain.
Supplier
On behalf of supplier
: ___________
: ___________
Place
Signature
:___________
:___________
Date:___________
2) Only material with a valid PEFC-claim shall be used in product which are covered by our Chain of
Custody.**
Based on 5.3.1 of the PEFC Chain of Custody Standard considers [company name] PEFC certified
material delivered with a claim by a supplier with a recognized PEFC certificate, as material with
negligible risk of originating from controversial sources.
In case [company name] is (made) aware of substantial concerns of third parties about the compliance
with legality and other criteria mentioned at ‘controversial sources (PEFC ST 2002:2013, paragraph
3.9)’ than [company name] promptly investigates these concerns.***
3) If the concerns are validated [company name] does not allow for input of the material in the
product(s) covered by our PEFC Chain of Custody****
*The organization has to mention in her written procedures who is responsible for this within the
organization.
**The organization has to mention in her written procedures who is responsible for determining
whether the material is indeed PEFC/FSC certified and when and how this is determined.
***The organization has to mention in her written procedures who is responsible for this within the
organization and how and within what timeframe this is performed.
****The organization has to mention in her written procedures who is responsible for this within the
organization and how there is taken care of that the material does not enter the products that are
covered by the organization’s PEFC Chain of Custody.
© PEFC Nederland 14.08.2014