<aside> 💫 Goal: Maximize the number of VSME data points prefilled by Karomia AI by uploading all relevant documents available to you.
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Below, we list the most common and relevant types of documents to provide. The more relevant documents you upload, the more complete and accurate the prefilled VSME data points will be.
Be mindful of what documents you upload. Adding irrelevant files or multiple versions of the same file can lead to suboptimal results, increasing the manual work needed to complete and validate your VSME report.
Accepted file types include:
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Note: This is an exhaustive list—you may not have all the documents listed, and that's okay. In bold the main prio inputs - the bare minimum of inputs needed to create a VSME report.
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| Relevant domain | Types of documents | Purpose | Prio |
|---|---|---|---|
| General | Annual report (Interne Jaarrekening & Directieverslag) | Annual financial statements plus management board report, including balance sheet, income statement, and (if applicable) sustainability or governance sections. | Must |
| General | Business and Sustainability Strategy | Describes how the company creates value, core activities, customer segments, and how sustainability is integrated. Should outline sustainability goals, policies, and transition plans aligned with Dutch/EU climate policy. | If available |
| General | Comprehensive list of sites, including physical addresses | Identify all offices, warehouses, factories, and other sites in the Netherlands (and abroad), with geolocation and relation to environmental risk. | Must |
| General, E | Risk Management Policy | Identification, assessment, and mitigation of risks (environmental, social, governance). (Could link to Dutch Civil Code requirements and governance codes.) | If available |
| General, E | Internal Policies, Actions and Targets | HR policies, health & safety rules, code of conduct, whistleblower policy, data protection (AVG/GDPR), diversity and inclusion policies. | If available |
| General, E | Permits and Environmental Reports (Wet Milieubeheer, omgevingsvergunningen) | Environmental permits, emission data, and reports under Dutch Environmental Management Act. | Must, if applicable |
| E | Sustainability Certifications or Labels | e.g. ISO 14001, CO2-Prestatieladder, B-Corp, EU Ecolabel, MVO keurmerken. | If available |
| E | Carbon footprint reports | GHG Scope 1 & 2 (and Scope 3 if available). Often done via CO2-Prestatieladder methodology or other sector protocols. | If available |
| E | Electricity invoices, if footprint not calculated | Source for Scope 1 & 2 COâ‚‚ calculations; data on renewable vs. non-renewable electricity. | Must, if applicable |
| E | Water invoices | Data on water use, discharge, and consumption. | If available |
| E | Climate related hazards & risks | Climate risks identified (flooding, heat stress, sea level rise, etc.), mitigation actions. Use Dutch National Climate Adaptation Strategy as reference. | If available |
| E | EPC (Energieprestatiecontracten) | Energy performance certificates for buildings/sites. | If available |
| E | Waste Registry / Environmental Logs | Data on waste volumes, treatment methods. Use Landelijk Meldpunt Afvalstoffenregister (LMA) for reporting. | Must, if applicable |
| S | Workforce overview / HR data | Workforce composition: number of employees, contract types (permanent/fixed-term, full-time/part-time), turnover, absenteeism, training hours, gender distribution, diversity metrics. Ondernemingsraad (OR): heeft recht op info over personeelsbeleid, diversiteit, arbeidsomstandigheden, etc. CBS & UWV rapportages: | Must |
| S | Ondernemingsraad (OR) report: Employee, Health & Safety Information | These contain relevant HR related information. The report generated is ideally aligned with the reporting period of the VSME report (and either set as the average over the period or the state at the end of the reporting period). | If available |
| S | UWV (Uitvoeringsinstituut Werknemersverzekeringen) or CBS (Centraal Bureau voor de Statistiek) | Employers must report payroll, employee contracts, sickness, and unemployment-related data to UWV (e.g. via the monthly loonaangifte / wage tax return). | |
| Companies sometimes have reporting obligations to CBS (e.g. on workforce numbers, wages, sickness absence, production, energy use). | If available | ||
| S | Pay-gap information | HR or payroll system data for gender pay analysis. | |
| Dutch companies are not legally obliged to report the pay gap - but EU legislation will change this: | |||
| Companies with ≥250 employees → reporting starts by 2027 | |||
| Companies with 100–249 employees → reporting starts by 2031 | If available | ||
| S | Health & Safety: Arbodienst reports & RI&E: Risico-Inventarisatie & Evaluatie | Mandatory occupational health & safety risk inventory. Can be supported by external providers (ArboNed, Arbo Unie, etc.). | Must, if applicable |
| S | Internal and Supplier Audit Reports | To assess compliance with ESG policies and supplier sustainability criteria. | If available |
| G | Convictions | Overview of legal convictions or sanctions (from internal legal/compliance or externally: sanctions or fines can be checked on the websites of the Dutch Data Protection Authority (AP – Autoriteit Persoonsgegevens), the Netherlands Authority for Consumers and Markets (ACM), the Netherlands Authority for the Financial Markets (AFM), the Human Environment and Transport Inspectorate (ILT), and the Inspectorate for Social Affairs and Employment (SZW Labour Inspectorate). | Must, if applicable |