Templates and records · ISO 14064 · Clause 6.2.2
Activity data record template for the ISO 14064-1 inventory
The litres, kilowatt-hours and kilos that feed the footprint calculation, each backed by its supporting document: the first thing a verifier asks for.
In one sentence
The activity data record logs, by source and period, the quantity consumed or activity carried out, its unit, the supporting document and whether the figure is measured or estimated, because ISO 14064-1 requires data to be selected and collected consistently with the quantification approach (6.2.2) and inventory documents and records to be retained (8.2).
- Where the standard requires it
- ISO 14064 · Clause 6.2.2 Clauses are cited using the numbering of ISO 14064-1:2018, the current edition for organisation-level inventories. Verification is governed by ISO 14064-3:2019.
- Type of information
- Mandatory record Records to be retained (8.2), with data selected in line with 6.2.2
- Who fills it in
- The owner of each data item The footprint lead reviews consistency and estimates
- When
- Monthly or quarterly Collecting everything at year end multiplies errors and gaps
- How long it is kept
- Set by the organisation The standard requires procedures for retaining documents and records (8.2) but sets no period. Keep everything from the base year onwards, since a recalculation may mean going back to the original data.
What the standard requires
What ISO 14064 demands and what it leaves to your judgement
The standard asks you to choose and collect the data each quantification approach will use, and to establish information management procedures that ensure the inventory meets its principles, prevent errors and detect them.
It also requires procedures for retaining documents and records. Without the invoice, the maintenance contractor’s report or the fuel card statement, a figure cannot be verified.
The consumption data already collected for ISO 14001 can be used here: what matters is that the figures are identical in both reports.
Structure
Fields the template should include
- Emission source and period
- Value and unit
- Data type: measured, calculated or estimated
- Supporting document
- Estimation method, if applicable
- Review: who carried it out and the outcome
- Subsequent correction, with reason
Example
Example: first-quarter data (fictitious company)
Company, people and figures are fictitious: the example only shows what a properly completed record looks like.
| Field | Content |
|---|---|
| Own fleet diesel | 296,400 litres · measured · monthly fuel card statements |
| Electricity | 598,000 kWh · measured · 12 invoices for the four supply points |
| Refrigerant | 6 kg top-up in cold store 2 at Pamplona · measured · maintenance contractor’s report of 18 February |
| Subcontracted transport | 4.1 million t·km · calculated from delivery notes and route distances |
| Estimate | March for Logroño estimated from the January and February average: invoice arrived late |
| Review | Sustainability manager · 15 April · estimate replaced by the actual figure on 28 April |
At the audit
Mistakes auditors commonly flag
- Figures with no supporting document.
- Estimates that are not flagged as such or replaced when the actual figure arrives.
- Mixed units (litres and kilos of LPG) without a documented conversion.
- Inventory consumption figures that do not match those in the environmental management system.
In Kimobox
How this record is kept in Kimobox
- 1Activity data for each source is recorded in Kimobox.
- 2The documentary evidence for each figure is attached to the record itself.
- 3The system calculates and consolidates the inventory from that data.
- 4Inventory history is compared year on year on the dashboard.
Frequently asked questions
What people ask us before getting started
Can estimates be used?
Yes, where no measured figure exists, provided the method is documented and its effect is taken into account in the uncertainty assessment. The verifier will check that estimates are reasonable and not consistently favourable.
What evidence will the verifier accept?
Whatever shows the figure at source: invoice, meter reading, card statement, maintenance report, delivery note. A summary spreadsheet with nothing behind it is not enough.
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Sources
Where each figure comes from
References to the official text in force. If a standard is revised, this page is updated and the review date says so.
- ISO 14064-1:2018 — Greenhouse gases. Part 1: Specification with guidance at the organization level for quantification and reporting of greenhouse gas emissions and removals ISO · 2018 ed.
- ISO 14064-3:2019 — Greenhouse gases. Part 3: Specification with guidance for the verification and validation of greenhouse gas statements ISO · 2019 ed.
- Carbon footprint and reduction plan registration: calculation guide and emission factors MITECO (Spanish Ministry for the Ecological Transition) · Official register page