A company should be able and ready to supply to interested parties its Responsible Sourcing policy document, describing to them the principles that have been applied and the procedures that have been put in place. The company should have documented terms of business with suppliers and policies and procedures in place which include the company’s Responsible Sourcing policy.
The compliance officer should establish and communicate to suppliers and external stakeholders the company’s policy for responsible practices through the supply chain, especially as it relates to precious metals (gold, silver and platinum group metals) and gem materials (diamonds, coloured gemstones and pearls).
Members of the jewellery and gemstone industries should be able to demonstrate through transaction documentation that these terms of business and policies have been implemented throughout their business, through documentation such as invoices, warranty statements, delivery notes, product certificates, etc.
Suppliers should acknowledge receipt and commit to meeting the expectations set out in the policy. To do this, the company should consider requesting its suppliers to attest in writing that they will comply to the requirements set out in the policy. It is important to make the requirements part of its supplier contractual obligations.