Records should show what was collected, where it went and which processing steps were confirmed. Agree evidence and reporting boundaries before work begins.
Documentation should show what material was collected, where it went and which processing or recovery steps were confirmed. A transport receipt proves movement; it does not necessarily prove final material recovery. Agree on the evidence and reporting boundaries before work begins.
Before work begins
- Agree the inventory register as the baseline
- Agree which weight measurement governs
- Agree the exact wording of any certificate
- Agree the content and format of the closeout package
- Agree how exceptions will be recorded
During the project
- Field preparation log: pieces produced per inventory ID
- Photographs at key stages
- Load records: date, truck, pieces, inventory IDs, destination
- Weight tickets for each load
- Receiver acknowledgements as loads arrive
- Exception log maintained in real time
At closeout
- Processing confirmation from the receiver, where available
- Final reconciliation
- Summary narrative of exceptions and how they were resolved
Example closeout table
| --- | --- | --- | --- | --- | --- | --- | --- |
|---|
Reconciliation
| --- | --- | --- |
|---|---|---|
| Inventory in scope (estimated) | — | — |
Exceptions to plan for
- Load rejected at the receiver
- Load redirected to a different facility
- Material left on site at the owner's request
- Pieces lost, damaged or unaccounted for
- Differences between site and receiver weights beyond agreed tolerance
Reporting boundaries
If you intend to publish a recovery or diversion figure, make sure the records support it. State the route, the scope, the denominator and the evidence. "Received" and "recycled" are different claims, and a strong report keeps them separate.
See Recycling Documentation and Closeout for how we approach this scope.