# Supplier document reviews: separate a stored file from an approval

A supplier document register should identify the file, its scope, review and status. Uploading a document does not establish that it was assessed, applies to the product supplied or satisfies the site’s approval procedure.

> A supplier document register should identify the file, its scope, review and status. Uploading a document does not establish that it was assessed, applies to the product supplied or satisfies the site’s approval procedure.

Kivloo editorial team · 2026-10-25

## Define the decision behind the record

Define who reviews each document type and what information they need. Keep dates, versions and relevant product or site scope accessible. Do not describe a supplier as approved merely because a file field is no longer empty.

## Separate document storage, review and approval scope

Identify the document, supplier, products or activity covered and the purpose of review. Record its version or effective information and who is authorised to assess it. A supplier account can hold several documents with different scopes; a single account-level approved flag may conceal those differences.

Capture the review date, checks performed, decision, questions and supporting references. Keep a newly uploaded file distinct from a reviewed revision. If the evidence does not cover a particular product or site, preserve that boundary rather than expanding approval to everything the supplier provides.

Test a changed document and a product outside its scope. A colleague should identify which version was reviewed, what decision it supports and what remains open. Define relevant review triggers under the business procedure and retain superseded evidence needed to interpret historical receipts or decisions.

## Worked example

A supplier sends a replacement specification. The team stores the file with its version and scope, assigns review and records the decision. Earlier deliveries can still be linked to the information that applied when they were accepted.

## Build a usable record

Use the fields below to capture the facts needed for this particular decision. Keep the actual observation separate from any later correction or approval.

- Supplier and document type

- Product or site scope

- Version and relevant dates

- Reviewer and assessment

- Status and next action

## Example record and review decision

Fictional record example: DOC-01-v2: supplier evidence; REVIEW-01: scope, reviewer, decision and next review trigger.

Determine what was checked and for which product or supplier scope. File upload and approval are separate events.

A current upload date does not mean the contents were reviewed or that the document covers every supplied product.

## Test the review, not just the form

Retrieve the basis for a particular approval decision. Confirm the reviewer can open the actual file and distinguish it from a newer replacement. A reminder date is useful only when the team knows what review it triggers.

## Does an uploaded certificate prove supplier approval?

No. Record the assessment and decision required by your approval process.

## Does a recent upload date mean the supplier was reassessed?

No. It shows file activity unless a separate review record explains the assessment. Preserve the reviewed version, scope, decision and accountable role rather than treating storage as approval.

## Continue reading

- [Food batch traceability: connect deliveries, ingredients and finished products](https://kivloo.com/en/guides/food-batch-traceability-records)

- [Food receiving records: identify what arrived, not just what was ordered](https://kivloo.com/en/guides/food-receiving-record-identifiers)

- [Rejected deliveries: connect the discrepancy and the stock decision](https://kivloo.com/en/guides/rejected-delivery-record)

- [Damaged packaging at receiving: describe the observation precisely](https://kivloo.com/en/guides/damaged-packaging-receiving-record)

- [Digital HACCP records: build a temperature log your team can actually use](https://kivloo.com/en/guides/digital-haccp-temperature-records)

- [Workplace safety inspections: turn findings into verified corrective actions](https://kivloo.com/en/guides/workplace-inspections-corrective-actions)

## Sources and further reading

- [GS1 · Global Traceability Standard](https://www.gs1.org/standards/traceability)

- [Codex Alimentarius · CXG 60-2006 / Traceability principles](https://www.fao.org/input/download/standards/10603/CXG_060e.pdf)

Operational guidance, not a certification or a legal assessment. Adapt examples to your site, approved procedures and local requirements. Product links lead to the English website; this guide does not imply a fully translated application or verified hardware compatibility.

Canonical: https://kivloo.com/en/guides/supplier-document-review