<aside> đź’« 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 | Detailed annual report for the applicable entity (VAT nbr match) and the applicable VSME reporting time period - including the “sociale balans” or “bilan social” | |
| Attention point: make sure to provide the correct Annual report (i.e. consolidated or not - in line with the requirement for your VSME report) | Must | ||
| General | Business and Sustainability Strategy | A business strategy describes how the company creates value, its core activities, customer segments, and sustainability integration in the business strategy. A sustainability strategy outlines sustainability goals, policies, and transition plans including climate action, diversity, and ethical conduct. | If available |
| General | Comprehensive list of sites, including physical addresses—such as offices, warehouses, factories, and other relevant facilities. | Identify and map all sites and key assets, including their geolocation, to assess their proximity to protected areas and other relevant environmental considerations. | Must |
| General, E | Risk Management Policy | Details the identification, assessment, and mitigation of risks, including those related to sustainability matters (e.g., environmental, social, governance risks). | If available |
| General, E | Internal Policies, Actions and Targets | Governance disclosures on health and safety, ethics, diversity, corruption, whistleblower, customer, data protection, etc. - e.g. HR policies, code of conduct, health and safety regulations, data protection standards, customer and supplier relationship policies, diversity and inclusion initiatives, and whistleblower protections. | If available |
| General, E | Permits and Environmental Reports | Data regarding environmental pollutants and the utilization of hazardous or regulated substances. | Must, if applicable |
| E | Sustainability Certifications or Labels | Certifications such as ISO 14001, CO2 Neutral Label, B-Corp, EU Ecolabel, etc. that validate sustainability practices. | If available |
| E | Carbon footprint reports | GHG Scope 1 & 2 emission calculations (in case you have not made this calculation) and energy use (renewable vs non-renewable). | If available |
| E | Electricity invoices, if Carbon footprint calculations are not available | GHG Scope 1 & 2 emission calculations (in case you have not made this calculation) and energy use (renewable vs non-renewable). | Must, if applicable |
| E | Water invoices | Provide data on water withdrawal, discharge, and consumption. | Must |
| E | Climate related hazards & risks | Overview of hazards & risks you have identified, as well as any mitigative actions you (will) undertake; as well as assets under physical risk | If available |
| E | EPC statements | Energy Performance Certificates from your sites (buildings) | If available |
| E | Waste Registry / Environmental Logs | Provides data on waste type, volume, and treatment method (recycled, hazardous, etc.). “Afvalstoffen register” | |
| Available with your wast handler showing the amount of wast processed per category over a period of time (aligned w the reporting period) | Must, if applicable | ||
| S | “Sociale balans”/”bilan social” - detailed version | Available in the annual report - (see above) | |
| Includes employee data such as contract types, gender distribution, and other workforce-related metrics like training. (if not available in your annual report) | Must | ||
| S | Externe Diensten voor Preventie en Bescherming op het Werk (EDPBW - SEPP) OR Interne Dienst voor Preventie en Bescherming op het Werk (IDPBW - SIPP) | Health, Safety & training information - An organisation is obliged to have this information. You may request your external provider for a report as well. - e.g., idewe, Mensura, Attentia, Securex, Attentia, Liantis, … | Must, if applicable |
| S | Comité voor Preventie en Bescherming op het Werk (CPBW - CPTT) | Health & Safety information - An organisation is obliged to have this information. | Must, if applicable |
| S | Pay-gap information | Your HR team or social secretary partner should be able to share this info | Must, if applicable |
| S | Internal and Supplier Audit Reports | Assessments of internal processes to ensure compliance with sustainability policies and identify areas of improvement. Assessments of suppliers on sustainability criteria, ensuring ethical sourcing and responsible procurement practices. | If available |
| G | Convictions | Overview of convictions, typically not available in a centralised system. (need to request internally from management or legal team) | Must, if applicable |