Increasingly, food waste data isn't just for internal use—it's required for sustainability reports, ESG disclosures, client requirements, and regulatory compliance. This means data needs to be defensible, consistent, and traceable.
Here's how to make your food waste data audit-ready.
What Auditors Look For
External auditors reviewing food waste data typically assess:
Completeness: Does data cover all operations and waste streams in scope?
Accuracy: Are measurements reliable? What are the potential error sources?
Consistency: Is methodology applied uniformly across sites and time periods?
Traceability: Can reported figures be traced back to source data?
Documentation: Are methodologies, assumptions, and calculations documented?
Weaknesses in any area undermine credibility of the entire dataset.
Building Audit-Ready Systems
Documented Methodology
Write down exactly how you measure waste:
- What equipment is used?
- Who performs measurements?
- How frequently are measurements taken?
- What categories are distinguished?
- How are calculations performed?
- What assumptions are made?
This document should enable someone to reproduce your methodology exactly.
Consistent Application
Methodology must be applied uniformly:
- Same categories across all sites
- Same measurement frequency
- Same calculation methods
- Trained staff at all locations
- Regular checks for consistency
Variations should be documented and explained.
Data Trails
Every reported figure should be traceable:
- Raw measurement records (digital or paper)
- Aggregation calculations
- Any adjustments or corrections
- Final reported figures
If auditors ask "where did this number come from?", you should be able to show the complete chain.
Quality Controls
Implement checks to catch errors:
- Plausibility checks (is this measurement reasonable?)
- Comparison to historical data (significant deviations flagged)
- Cross-verification (waste vs. purchases, waste vs. covers)
- Regular calibration of equipment
- Spot audits of measurement practices
Secure Storage
Data must be retained and accessible:
- Define retention period (typically 5-7 years for regulatory purposes)
- Backup systems to prevent data loss
- Access controls to prevent unauthorised changes
- Version control for methodology documents
Common Audit Findings
Issues that frequently cause problems:
Gaps in data: Periods with no measurement, sites not included.
Inconsistent categorisation: Categories defined differently at different sites.
Estimation without disclosure: Estimates presented as measurements without qualification.
No supporting documentation: Figures reported without underlying records.
Calculation errors: Simple maths mistakes in aggregation.
Methodology changes mid-period: Making comparisons invalid without disclosure.
Preparing for Specific Requirements
ESG Reporting
- Align with GRI, SASB, or other framework requirements
- Separate production waste from disposal
- Link to environmental metrics (CO2e)
- Show trend data over multiple years
Client Reporting
- Match client's specified format
- Meet deadline requirements
- Provide supporting documentation as requested
- Be prepared to discuss methodology
Regulatory Compliance
- Use prescribed methodology if specified
- Report in required format
- Meet submission deadlines
- Retain records for required period
Technology Support
Automated systems strengthen audit-readiness:
- Consistent methodology by design
- Complete data capture (no gaps)
- Automatic audit trails
- Calculation without human error
- Secure storage with access controls
Our platform is designed with audit requirements in mind.
Getting Started
If your current data isn't audit-ready:
- Assess gaps: What's missing or inconsistent?
- Document current state: Write down what you do now
- Implement improvements: Address gaps systematically
- Build capability: Train staff, implement systems
- Test readiness: Do a mock audit before the real one
Contact us for help assessing and improving your food waste data quality.