“From Tree to Bottle — Proving Authenticity, Ensuring Quality”
🎯 Learning Objectives
By the end of this module, participants will:
- Understand the importance of recordkeeping in essential oil production.
- Learn how to maintain traceability from raw material sourcing to final product.
- Set up basic documentation systems for operational, regulatory, and marketing purposes.
- Implement digital and manual recordkeeping tools.
- Support export compliance (e.g., DENR, CITES, FDA).
📌 A. Why Traceability Matters
| Purpose | Importance |
|---|---|
| Regulatory Compliance | Required by DENR, FDA, BMB, etc. |
| Quality Assurance | Ensures product consistency & safety |
| Transparency for Buyers | Enables premium pricing, boosts trust |
| Export & CITES Requirements | Validates species origin and sustainable harvest |
| Risk Management | Enables product recall or batch tracking |
📋 B. Essential Documentation Categories
1. 🌳 Pre-Distillation Records
| Document Type | Description |
|---|---|
| Tree Harvest Log | Tree ID, species (Aquilaria spp.), GPS |
| Source Farm Certification | Legal harvest permit, land tenure proof |
| Inoculation Record | Type, date, agent (e.g., BarIno™ FusaTrinity™) |
| Transport Documentation | Hauling permit, farm-to-facility log |
2. 🏭 Production & Processing Records
| Document | Key Fields |
|---|---|
| Batch Processing Log | Batch number, start/end date, operator name |
| Hydrodistillation Worksheet | Time, temperature, water volume, fuel used |
| Oil Separation Log | Separation time, oil/water ratio |
| Equipment Maintenance Log | Inspection dates, repairs, calibrations |
🆔 Use batch codes (e.g., PZF-0725-001) for traceability.
3. 🧪 Post-Production & Quality Records
| Document | Notes |
|---|---|
| Oil Yield Report | Total oil volume per kg wood |
| Organoleptic Profile Sheet | Smell, color, consistency notes |
| GC-MS Test Result | If available, for chemical profile |
| Sample Retention Record | Archive a portion of every batch |
4. 📦 Inventory & Distribution Records
| Document Type | Use |
|---|---|
| Product Bottling Log | Volume, batch code, bottle number |
| Finished Goods Inventory Log | Stocks on hand, date packed, expiry (if any) |
| Sales & Distribution Log | Buyer name, volume sold, destination |
🛰️ C. Traceability Tools & Technologies
✔️ Manual Tools:
- Logbooks (tree logs, distillation logs)
- Paper batch cards with QR codes or barcodes
- File folders organized by year/batch
💻 Digital Tools:
| Tool | Function |
|---|---|
| Excel / Google Sheets | Basic inventory and batch tracking |
| Digital QR/Barcodes | Labeling bottles and batches |
| Open Data Kit (ODK) | Mobile tree tagging & harvest logging |
| TraceTech / FarmTrace | End-to-end digital traceability software (optional) |
🧷 Tip: Keep both digital and printed backups.
🛂 D. Compliance with Export Requirements
| Requirement | Issuing Agency | Needed Documents |
|---|---|---|
| CITES Export Permit | DENR-BMB | Tree origin, DNA barcoding, harvest permit |
| Certificate of Analysis | Accredited Laboratory | GC-MS, microbial, heavy metals |
| Environmental Compliance Report (ECR) | DENR-EMB | Quarterly or annual environmental updates |
| FDA Product Notification (if bottled) | FDA Philippines | Labeling, stability testing |
🗃️ Keep documents organized by batch and buyer for inspections or audits.
🔐 E. Record Retention & Access
| Document Type | Retention Period | Storage Format |
|---|---|---|
| Batch Processing Records | Minimum 3 years | Printed + Digital |
| Permits & Compliance | 5 years+ | Physical file & cloud |
| Sales Records | 5 years (BIR) | Excel + Receipts |
🧩 F. Suggested Batch Code Format
Format: PZF-YYYYMMDD-###
- PZF = Facility/brand code
- YYYYMMDD = Date of production
- = Sequential batch number
✅ Example: PZF-20250716-003 (Third batch distilled on July 16, 2025)
🎯 G. Summary of Key Practices
✅ Assign a Traceability Officer in your team
✅ Label every raw material batch and oil output
✅ Record daily activities in logbooks or apps
✅ Prepare a traceability map from tree to oil bottle
✅ Train workers in data entry & SOP compliance
🧪 Final Activity: “Trace It Back” Simulation
Participants will:
- Receive a mock oil sample with batch code.
- Trace back to source tree, inoculation method, and distillation logs.
- Verify compliance documentation.
Would you like:
- A downloadable traceability workbook template (Excel)?
- A compliance checklist formatted for your farm or distillery?
- To proceed with Module 11: Marketing, Branding & Export Strategies?
Let me know how you’d like to continue.