Annex 6: Relevant

Documents for the amfori

BSCI Audits
This annex provides a list of the documents needed for keeping an effective
social management system (SMS). As part of the amfori BSCI audit, auditors will
review and verify these and other relevant documents. Therefore, it should not
be considered as a fixed list, but as guidance. In particular small producers may
find many of these documents not applicable to them.

Producers should gather documented evidence on the information referred

below (even if contained in different documents).

Certificates and Contracts

Job descriptions in which implementation of amfori BSCI is included

1

Evidence of the qualifications of the person in charge of implementing amfori BSCI

2

Employment contracts including those related to security personnel, cleaning, and other
3 services

Contracts with any service provider including food services, transportation, agents, and
4 recruiting agencies

Worker contracts or agreements, including with recruitment agencies

5

Employment contracts and/or posters where workers’ rights and obligations are displayed
6

Valid inspection and insurance documents for machinery and vehicles

7

Purchase invoices of the PPE bought by the producer

8

Valid business license and all necessary official approvals to run operations
9

Official building certificates about safety and appropriateness for the industry
10

11 Valid certificates and environmental licenses

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 Training

Evidence of a training calendar for workers and management

12

Documentary evidence of training given to workers, management, and human resources

13 (e.g. list of attendees with signatures)

Documentary evidence of trainer competence

14

15 Documentary evidence of workers training on occupational health and safety

Documentary evidence of workers’ qualifications for those who deal with dangerous
16 machines, electrical installation, and any other activity that requires specific training due to
the high level of risk

Documentation of all trainings given to young workers

17

Communications and trainings to promote and reward integrity

18

Records and Reports

Documentary evidence on production capacity planning

19

Evidence that the amfori BSCI Code of Conduct and Terms of Implementation have been
20 distributed to significant business partners

Signed amfori BSCI Code of Conduct and relevant Terms of Implementation if farms are part
21 of the scope of the audit

Evidence of business partners’ social performance (e.g. quarterly reports, audit reports, valid
22 certificates)

Documentary evidence of the social policy and procedures to implement amfori BSCI
23

Documentary evidence of workers’ representative elections

24

Documentary evidence of regularly scheduled workers’ meetings

25

Records of agreements with workers’ representatives

26

Documented working rules

27

Documentary evidence of grievances lodged/investigated (e.g. Template 8: Grievance

28 Mechanism Tracker filled in)

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 Collective bargaining agreement (if applicable)
29

Minutes or documents of meetings that led to the collective bargaining agreement (if
30 applicable)

Recruitment and dismissal procedure records

31

32 Documentary evidence on disciplinary procedures

33 Documentary evidence on disciplinary cases and the measures taken

34 Documentary evidence of workers’ performance assessments and procedures

35 Documentary evidence of legal deductions for goods and services

36 Documentation on legal minimum wage relevant for the sector

37 Pay slips for workers and documentary evidence of payments

38 Completed fair remuneration quick-scans (Template 5: Fair Remuneration Quick Scan)

39 Personal data files for all workers (including seasonal workers)

40 Documentary evidence of additional benefits (commercial insurance, if applicable)

41 Documentary evidence of updated contributions to social insurance funds

42 Lists of wage ranges and calculations including for piece rate workers

43 Documentary evidence of the legal permanent exception covering the producer’s industry

44 Working time records (time sheets)

45 Documented overtime procedures including agreements with workers

46 Documented records of accidents

47 Risk assessment regarding safe, healthy, and hygienic working conditions

48 Action plan for implementing safe, healthy, and hygienic working conditions

49 Occupational health and safety regulations applicable for the industry

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 50 Documentary evidence of the election process for the health and safety committee

51 Minutes of the health and safety committee meetings

52 Age-verification procedures

53 Procedures to avoid child exploitation

54 Child labour remediation procedures

Risk assessment and related action plans in the context of specific measures to protect
55
young workers and young female workers

56 Young workers’ overview records

57 Young workers’ work cycle overview

58 Overview of subcontractors

59 Overview of apprenticeships granted in the company

60 Overview of seasonal workers

61 Environmental risk assessment

62 Map identification of water springs, rivers, and/or lakes in the area of producer activities

Documentary evidence of consumption, withdrawal, and disposal of chemicals (including

63
Material Safety Data Sheets – MSDS)
Official inspections conducted to ensure building and equipment safety, including date of
64 validity and corrective actions, if any

Inspection Reports, Maintenance Records, Operating, and Safety Instructions

65 Dangerous machines, including, but not limited to, lifts, electrical equipment, and high-
pressure equipment

66 Firefighting equipment (e.g. inspection tags on fire extinguishers)

67 Potable water at production facilities and dormitories

68 Health and safety for the facilities and dormitories, including but not limited to temperature,
noise level, and lighting
Calculation of the necessary financial and personnel resources to comply with the minimum
69
social and environmental requirements

70 Anti-corruption policies

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 71 Corruption risk assessment

72 Procedure for investigation and discouragement of unethical behaviour

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