Labeling and Recordkeeping

A useful label supports handling during transit. A useful record explains why the shipment was allowed. Neither is complete if it only repeats a product nickname.

Minimum label fields

Use a legible scientific name when it is known, a common name, quantity, sender, receiver, order or lot identifier, and a clear live-organism statement. Add required permits, declarations, and handling information for the specific route. The legal requirements vary, so confirm them for each destination.

Do not put uncertain identification on a label as a fact. Resolve it before shipment or mark the lot as held.

Link the package to the review

The order record should include the source identity evidence, listing version, destination checked, sources consulted, decision date, reviewer, packaging method, and any exception. Use an identifier that appears on both the package and the record.

Keep change history

Species names, restrictions, suppliers, and packaging methods change. Preserve the prior value, the new value, the reason, the source, and the effective date. An overwritten cell cannot show whether a past shipment used the information available at that time.

Set a retention rule

Choose a retention period from applicable requirements and operational need. Limit access to personal data and supplier-sensitive records. Document deletion. Good pathway evidence does not require indefinite storage of every customer detail.