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32 Pallet C e nt ral • S e ptem be r- O ctobe r 2 0 25 ECOVADIS CONT. • Who will gather and upload documentation? 2. Understand The Documenta on Requirements EcoVadis requires evidence, not just answers. For example, if you say you recycle: • Do you have a recycling policy? • Are employees trained, and do you have training records? • Do you track volumes recycled? 3. Organize Data By Theme Examples of the types of documents needed include: Env ironment • ISO 14001 certification (if applicable) • Energy or carbon reduction plans • Waste and water management procedures • Carbon footprint data Labor & Human R ights • Employee handbook or code of conduct • Health & safety procedures (e.g., ISO 45001) • Diversity and inclusion policies • Social audit reports Ethics • Anti-corruption and bribery policies • Whistleblower protection procedures • Code of ethics or business conduct Sustainable Procurement • Supplier code of conduct • Supplier assessment or audit procedures • Responsible sourcing policies Tip: Documents should be recent (within two years), clearly labeled, and relevant to all your operations. 4. Conduct A Gap Analysis Review what you have and identify what's missing. en follow these steps: • Create missing documents; • Ensure procedures are implemented, not just written; and • Collect evidence of implementation (e.g., training records, audit logs). 5. Define Key Performance Indicators (KPIs) Each policy or procedure should include a measurable KPI. Start with small, realistic goals. If you're not ready to commit to carbon reduction, consider setting a KPI to simply measure your carbon footprint annually or provide basic GHG training for staff. Track your progress and update your goals over time. is is the essence of continuous improvement: balancing effort and benefit with cost. Every activity— whether it requires labor, time, or financial investment—should be strategic and aligned with your business priorities. 6. Perform An Internal Audit Policies only add value when the organization actively follows the practices they prescribe—and what gets checked is usually what gets done. Once policies and KPIs are in place, a simple internal audit helps confirm whether the intended processes are working. is can be informal. It's fine for responsible employees to audit their own work, as long as they document it. To audit effectively and gain real business value: • Identify the program element you want to check—focus on what matters and pace yourself. • Decide the best way to verify it and write that down. • Perform the check, noting what portion of your data you reviewed. • Record the results and, if needed, suggest improvements. Keeping an audit register makes future reviews easier and helps build a culture of continuous improvement. Common Challenges • Data Collection Complexit y: Smaller manufacturers may lack centralized systems or dedicated sustainability staff, making it hard to gather and validate data. • Resource Intensit y: Preparing for an EcoVadis assessment takes time and effort, especially the first time. • Sector-Specific Fit: Some wooden pallet companies feel the platform doesn't fully reflect their reuse cycles or wood-sourcing practices. • Evolving Standards: EcoVadis updates its methodology to align with global frameworks like GRI and CSRD, requiring companies to stay current. Why It's Worth It Despite the challenges, the benefits are substantial:

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