Collecting the data
Collecting the data

Collecting the data

Once the key sustainability variables have been identified, it is important to determine how, and when, these will be collected throughout the procurement process and the duration of the contract.

Request relevant documentation

The information from the previous section will guide decisions on what criteria should be evaluated during the procurement process. To verify the compliance of suppliers with the established criteria, information gathered will include:

  • Supplier Code of Conducts or supplier policies.
  • Service manuals with maintenance and repairs information.
  • Accreditation certificates or awarded ecolabels.

Gather evidence during implementation

Specific social criteria regarding supply chains should be included in the contract clauses to ensure compliance, and encourage continuous improvement towards transparency and labor rights monitoring. To gather the necessary data to monitor compliance with agreed criteria, the following methods can be used:


Questionnaires can be useful to monitor the compliance with supply chain conditions set in the contract by distributing questionnaires to ICT suppliers throughout the duration of the contract. These questionnaires will require information and proof regarding the activities they are carrying out to comply with social criteria set in the contract clauses. The information gathered from the questionnaires can help to assess the need of conducting any further desktop or factory audits.

Desktop and factory audits

One way to monitor supply-chain activities is by conducting desktop audits and factory visits. Conducting factory audits can be resource intensive, which is why it can be helpful to collaborate with a third party, such as and NGO.

For example, the region of Stockholm hires external contractors to conduct check compliance with social criteria in contract clauses once for each supplier during the entire contract period. They have affiliated with Electronics Watch to access their support in local worker-driven monitoring.

The methods that will be used throughout the duration of the contract to collect the data should be clearly stated on the contract. Consequences and responsibilities in case of non-compliance should also be included.