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GLI 4/2007 1
Guidelines (Internal Procedures)
Internal Rules for the PEFC Registration System
 
30 August 2007
GLI 4/2007
 
Internal Rules for the PEFC Registration System
TABLE OF CONTENTS
1
 
OBJECTIVES.................................................................................................1
 
2
 
SCOPE...........................................................................................................1
 
3
 
REGISTER OF CERTIFICATE / LOGO LICENCE HOLDERS.......................2
 
4
 
BODIES RESPONSIBLE FOR RECORD KEEPING......................................2
 
5
 
DATA TRANSMISSION..................................................................................3
 
6
 
DATA PRESENTATION.................................................................................3
 
7
 
PEFC CODING SYSTEM...............................................................................4
 
 APPENDIXES
 Appendix 1: Information Standard of PEFC Database
1 OBJECTIVES
The objectives of these guidelines is to establish rules for the PEFC Coding System, specification of registers of logo users and of forest management and chain-of-custody certificate holders and data transmission within the PEFC structure. The unified PEFC Registration System is needed to make it possible to use the data for PEFC Council internal  purposes and to enable uniform data presentation to the public and consumers.
2 SCOPE
These guidelines are based on the requirements for PEFC registration and coding system given in chapter 8 of Annex 5
(PEFC Logo Use Rules)
 of the PEFC Council Technical Document. This guideline was adopted by the PEFC Council Board of Directors on 26 July 2003 and revised on 30 August 2007. These guidelines set requirements for the registration of:
 
the PEFC logo users,
 
forest management certificate holders,
 
chain of custody certificate holders and sites of multi-site certification,
 
PEFC certified products,
 
GLI 4/2007 2
 
PEFC notified certification bodies. These guidelines also create a framework for the registration of participants in regional or group certification, which is kept by the holder of the regional or group forest management and/or chain of custody certificate. (chapter 4.1 and 4.2 of Annex 3 –
 Basis for Certification Schemes and their Implementation)
.
3 REGISTER OF CERTIFICATE / LOGO LICENCE HOLDERS
Registers of all PEFC logo users and forest management and chain of custody certificate holders have to be kept in a digital format. Data structure and registered data elements as identified in chapter 4 shall be based on appendix 1 to this document (
 Information Standard of PEFC Database
). The PEFC National Governing Bodies or relevant bodies responsible for record keeping are free to register additional data according to national rules. Figure 3.1 Data structure of the PEFC Registers
Primary PEFC level record keeper (PEFC Council or NGB) Secondary PEFC level record keeper (Certification unit) FMC 1
Register of regional forest management certificate holders
FMC 2
Register of participants in regionalforest certification
FMC 3
Register of group forest management certificate holders
FMC 4
Register of participant in groupcertification
FMC 5
Register of individual forest management certificate holders
COCC
Register of chain of custody certificate holders
NCC
Register of logo users – group D – other users
NGB
Register of PEFC National Governing Bodies
Products
Register of PEFC certified products
CB
Register of PEFC notified certification bodies In case that a participant in regional or group forest certification has been issued the PEFC logo usage license by the PEFC National Governing Body, he/she shall be registered by the relevant PEFC National Governing Body.
4 BODIES RESPONSIBLE FOR RECORD KEEPING
4.1
 
PEFC Council
The PEFC Council’s is responsible to keep an up-to-date register of all the logo users, which obtained an official PEFC logo usage licence directly from the PEFC Council (e.g. international companies, PEFC National Governing Bodies). Range of minimum data elements kept by the PEFC Council is set in Appendix 1 to this document (Table: List of data elements – symbol P).
 
GLI 4/2007 3
4.2
 
PEFC National Governing Body
The PEFC National Governing Bodies are responsible to keep an up-to date register of: -
 
forest management certificate holders (FMC 1, 3, 5) -
 
chain of custody certificate holders (COCC) -
 
all the on and off product logo users (FMC 1, 2, 3, 4, 5, COCC, NCC) -
 
PEFC certified products (CB), -
 
PEFC notified certification bodies. The range of minimum data elements kept by the PEFC National Governing Bodies is set in Appendix 1 to this document (Table: List of data elements – symbol N and N-l). Only a limited number of data specified in Appendix 1 to this document (Table: List of data elements – symbol T) are transmitted to the PEFC Council. The registration can only be done in agreement with the forest owner, organisation or company being recorded, and has to be in the compliance with effective regulations regarding security of individual data in information systems.
4.3
 
Region or group umbrella organisation
The region or group umbrella organisation or relevant body is responsible for keeping an up to date register of all participants in the regional or group certification. This document and the appendix 1 is only a framework (recommendation) for the registration at the region or group umbrella level.
5 DATA TRANSMISSION
The PEFC National Governing Bodies are responsible to transmitting to the PEFC Council required data on all certificate holders (FMC1, FMC3, FMC5, COCC), data on all logo PEFC logo users, who have obtained the PEFC logo license from the relevant PEFC National Governing Body, data on PEFC certified products and data on PEFC notified certification  bodies. The range of transmitted data elements is specified in the Appendix 1 to this document (Table: List of data elements – symbol T and T-l). The PEFC National Governing Bodies have to update the PEFC Council quarterly and when PEFC Council requests it.
6 DATA PRESENTATION
To assure the credibility and transparency of the PEFC scheme and to enable control and to respond to inquires from customers and public related to the PEFC logo usage, the key PEFC certification data shall be presented through the Internet application. The range of minimum data to be presented at the Internet is specified in the Appendix 1 to this document (Table: List of data elements – symbols I and I-l).
 

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