4.1 Farmer land records

The foundation of traceable, legal, and premium agarwood

Maintaining structured records ensures legal compliance, product traceability, and eligibility for premium pricing. Records should capture who grows the trees, where they are planted, and under which management system they fall.

1. Farmer Records

Purpose: Link each tree and activity to the responsible farmer.

Data to Capture:

  • Full name, contact info, and ID (farmer/member number)
  • Plantation plot(s) managed
  • Assigned tree IDs and batch responsibilities
  • Daily/weekly activity logs (planting, fertilization, pruning, inoculation)
  • Training & certification completion (e.g., BarIno inoculation, AgriTrace usage)

Benefits:

  • Accountability for tree care and data capture
  • Proof of work for premium markets
  • Enables cooperative or aggregator reporting

Farmer-Friendly Tip:

  • Use a single logbook per farmer or QR-enabled digital form linking to tree IDs.

2. Cooperative Records

Purpose: Aggregate individual farmer data, track compliance, and manage collective operations.

Data to Capture:

  • List of member farmers and contact info
  • Total plantation area under cooperative management
  • Tree ID mapping across members
  • Harvest schedules and batch tracking
  • Processing, storage, and export summaries
  • Cooperative certifications (organic, sustainability, CITES compliance)
  • Shared resources inventory (inoculants, equipment, processing tools)

Benefits:

  • Supports traceability at scale
  • Facilitates bulk certifications and ESG reporting
  • Enables collective bargaining for better pricing

Cooperative-Friendly Tip:

  • Assign a data officer or tech lead to consolidate logs into AgriTrace or ledger system weekly.

3. Land Records

Purpose: Verify plantation legality, ownership, and environmental compliance.

Data to Capture:

  • Land ownership / lease documents
  • Plot boundaries, GPS coordinates, and size
  • Land classification (agricultural, forest, idle, etc.)
  • Permits and environmental compliance documents (CNC, ECC, DENR)
  • Historical land use (to support sustainability and carbon claims)

Benefits:

  • Prevents disputes over tree ownership or harvest rights
  • Ensures CITES, local, and export compliance
  • Provides foundation for carbon credits or ESG reporting

Farmer-Friendly Tip:

  • Keep simplified maps + scanned documents per plot
  • Link each tree ID to its land plot in digital or paper ledger

4. Linking Records Together

How the Three Records Work as a System:

  1. Tree IDs → assigned to individual farmers
  2. Batch IDs → managed at cooperative level
  3. Tree/Batch → linked to specific land parcels
  4. Digital ledger or QR system connects farmer → tree → batch → land → harvest → buyer

Visual Concept:

Farmer → Tree ID → Batch ID → Land Plot → Harvest → Processing → Export → Buyer
  • Each arrow represents a recorded, verifiable data point
  • Supports legal compliance, traceability, and premium market access

5. Best Practices

  • Update records at every CCP (planting, inoculation, harvest, processing, export)
  • Assign unique IDs to trees and batches
  • Consolidate farmer logs into cooperative database weekly
  • Ensure land ownership and permits are digitized
  • Link all records via QR codes or AgriTrace

Key Message for Training / Handouts

“Record who, where, and what—every farmer, every tree, every plot. Linking farmers, cooperatives, and land ensures your agarwood is traceable, legal, and premium.”