What is a traceable item?
A traceable item is a physical object where there may be a need to retrieve information about its history, application, or location.
The level at which the traceable item is defined within a product packaging or logistical hierarchy is dependent on the industry and degree of control required.
A traceable item from the highest level to the lowest may be a:
Shipment
- May contain one or more logistic unit(s)
- Examples include truckload, vessel, 10 pallets of various items.
Logistic unit
- May contain other logistic unit(s)
- May contain one or more trade item(s)
- May be a trade item
- Examples include pallets or containers.
Trade item not crossing the POS
- A trade item
- Batch/lot of trade items
- Serialized trade item
- Examples include cartons or bags.
Trade item crossing the POS
- Examples include consumer units.
How are traceable items identified?
All traceable items must carry a global, unique identification or if not possible, at least on the asset containing it, or on an accompanying document.
Which GS1 global unique identification should be used?
The GTIN is the basis for product identification, which serves as a reference to the full body of product information. For the purpose of traceability this may not be sufficient, so products or groupings of products may require additional information for unique identification. (See Figure 1)
(Figure 2. traceable data matrix.)
Master Data
Master data has the following characteristics:
- Permanent or lasting nature.
- Relatively constant across time, not subject to frequent change.
- Accessed or used by multiple business processes and system applications
- Can either be neutral or relationship dependent
- Master data describes:
- Trade item information (GTIN, name, classification, dimensions, weight?)
- Parties & location information (GLN, address, contact?)
- Product details as planned (product specification, process of production, components, origin of raw materials?)
Transactional Data
Transactional data is created during the physical flow of goods. It can only be collected when events occur.
Transactional data refers to:
- Shipment information (Dispatch Advice number, date of dispatch/receipt, Ship from/to, transporter identification?)
- Logistic Unit (SSCC, content description?)
- Batch/lot or serialized trade item information (Batch/lot or serial number, quantity, best before date?)
- Actual product details (quality records, results of analysis, batch/lot number of raw materials, identification of interchangeable components that have been used)
Public Data
Public information may be in the traceability records of the traceable item holders (successive traceable item sources and recipients).
Public data may be:
- Parties & location information
- Trade item information
- Shipment information
- Logistic Unit information
- Batch/lot or serialized trade item information
Private Data
Private information is likely to be in the traceability records of one of the previous or subsequent trading partners.
Private data may be:
- Product details as planned.
- Actual product details.
Minimum Data Requirements for Traceability
For a global traceability process, a minimum amount of traceability data must be exchanged to accompany the physical flow of goods. Each industry should consider whether an extension to this generic standard is required to meet their specific data requirements.
The minimum information required, and corresponding data elements:
Who is my Traceability Partner?
Parties may serve as a:
- Traceable Item Source, often as Traceability Data Source (GLN).
- Traceable Item Recipient, often as Traceability Data Recipient (GLN).
What is the Traceable Item?
The data elements required are dependent on the level of traceable item chosen:
When the Traceable Item is a Trade Item:
- Trade Item Identification (GTIN)
- Trade Item Description (GDD)
- Trade Item Quantity
When the Traceable Item is a batch of trade item:
- Trade Item Identification (GTIN + Batch/Lot Number)
- Trade Item Description (GDD)
- Trade Item Quantity
When the Traceable Item is a serialized of trade item:
- Trade Item Identification (GTIN + Serial Number)
- Trade Item Description (GDD)
- Trade Item Quantity
When the Traceable Item is a Logistic Unit:
- Logistic Unit Identification (SSCC + Application Identifiers)
- Logistic Unit Quantity
When the Traceable Item is a Shipment:
- Shipment Identification (Shipment Identification Number, SIN)
Where was it shipped from or shipped to?
- Best practice or specific extensions of traceability requirements: ?ship from? or ?ship to ? identification (GLN).
When did I receive/dispatch it?
- Date of receipt and/or date of dispatch as relevant depending on the role of the party (DESADV)
In order for traceability to be effective along the supply chain, and the above data elements to be truly useful, each Traceability Partner must practice internal traceability.
