Agarwood Data Capture Matrix: What to Record—and When
Purpose: Ensure traceability, compliance, quality verification, and buyer trust from plantation to market.
1. Seedling / Plantation Stage (At planting)
Data to Record:
- Tree species & provenance
- Seedling nursery batch number
- Plantation location & GPS coordinates
- Plantation registration / farmer ID
- Planting date & initial soil/care conditions
- Assigned Tree ID / QR code
Why: Establishes legal identity, origin, and traceability baseline.
2. Inoculation Stage (At each treatment)
Data to Record:
- Inoculation date
- Method/type (biotic, abiotic, dual)
- Inoculant batch or source
- Tree ID linkage
- Operator / technician responsible
- Post-inoculation monitoring notes
- Photos or sensor data (optional, but recommended)
Why: Verifies resin induction method and tree treatment, critical for grade and legality.
3. Growth & Maintenance Logs (Ongoing)
Data to Record:
- Fertilization & pesticide applications (type, dose, date)
- Pruning, irrigation, and care activities
- Pest or disease incidents & treatment
- Growth measurements (height, girth, canopy)
- Sustainability or ESG metrics (carbon, biodiversity)
Frequency: At each intervention or monthly, depending on activity
Why: Supports quality consistency, sustainability claims, and ESG reporting.
4. Harvest Stage (At time of collection)
Data to Record:
- Harvest date
- Tree ID & batch number
- Harvest quantity (weight) and grade
- Legal compliance: CITES, WCuP, CNC/ECC, export permits
- Photos / video verification
Why: Confirms origin, legality, and quality for buyers.
5. Processing Stage (At each transformation)
Data to Record:
- Processing type (chips, oil, powder)
- Source batch IDs
- Weight before & after processing
- Yield & grade
- Operator/facility responsible
- Date & processing parameters
Why: Maintains batch integrity and traceability to source trees.
6. Packaging & Storage Stage (At final preparation)
Data to Record:
- Batch-linked QR code assignment
- Packaging date & weight
- Storage location / conditions
- Sustainability / ESG tag (if applicable)
Why: Ensures physical product matches digital record for verification.
7. Export / Trade Stage (At shipment)
Data to Record:
- Export permits & documentation
- Buyer details & PO numbers
- Shipping date, carrier, and handling instructions
- QR / blockchain verification logs
- Any pre-shipment quality inspection results
Why: Confirms legal compliance and buyer confidence; prevents rejection.
8. Continuous Principles
- Capture data immediately at each CCP to avoid gaps
- Digitally record whenever possible (AgriTrace, ledger, QR-linked apps)
- Time-stamped & auditable entries
- Link all data to tree ID & batch number
- Backup all records on cloud and/or blockchain
Summary Table: Key Data & Timing
| Stage | What to Record | When |
|---|---|---|
| Seedling | Species, origin, plantation, tree ID | At planting |
| Inoculation | Method, inoculant batch, tree ID, date | At each inoculation |
| Growth | Fertilization, pruning, pest control, growth data, ESG | During care activities |
| Harvest | Tree ID, batch, weight, grade, permits, photos | At harvest |
| Processing | Batch ID, weight, yield, grade, operator, process parameters | During processing |
| Packaging | QR code, batch ID, weight, storage | At packaging |
| Export | Permits, buyer info, shipping, verification | At shipment |
Key Message for Training
“Accurate data capture at the right time is the backbone of traceable, premium, and legally compliant agarwood. Each entry protects your product, secures your market, and adds value.”