Chapter 2

Normative References, Definitions and Terms

2.1 Purpose

This chapter establishes the terminology, definitions, document hierarchy, and normative references used throughout the Natural Value Traceability System (NVTS™). Consistent definitions improve audit reliability, ensure uniform interpretation, and strengthen confidence in certification outcomes.

2.2 Normative References

The NVTS™ framework is designed to complement internationally recognized principles for management systems, traceability, food safety, sustainability, quality assurance, environmental stewardship, and ethical trade. Organizations implementing NVTS™ should also consider compliance with applicable national laws, customer requirements, and sector-specific standards.

NVTS™ does not replace legal or regulatory obligations; instead, it provides an integrated framework for evaluating natural value, transparency, and continuous improvement.

2.3 Document Hierarchy

The official NVTS™ documentation consists of:

Level 1 – Policy Documents

• NVTS™ Standard
• Certification Policy
• Code of Ethics
• Governance Charter

Level 2 – Procedures

• Audit Procedure
• Certification Procedure
• Appeals Procedure
• Complaint Handling Procedure

Level 3 – Operational Documents

• Inspection Checklists
• Audit Reports
• Corrective Action Reports (CARs)
• Risk Assessment Forms
• Certificate Recommendation Forms

Level 4 – Records

• Farm Records
• Processing Records
• Training Records
• Traceability Records
• Digital Product Passports
• QR Verification Records

2.4 Definitions

Applicant

An individual, cooperative, company, processor, exporter, or organization applying for NVTS™ certification.

Auditor

A qualified individual authorized by Kenya Coffee School or an approved certification body to conduct NVTS™ assessments objectively and impartially.

Audit

A systematic, independent, and documented process for obtaining evidence and evaluating it objectively to determine the extent to which NVTS™ requirements have been fulfilled.

Audit Evidence

Verifiable information obtained through:

• Observation
• Interviews
• Documents
• Records
• Measurements
• Laboratory reports
• Digital traceability systems
• Geographic information systems (GIS)
• Photographs and videos
• Electronic databases

Audit Finding

The result of evaluating collected evidence against NVTS™ requirements.

Audit findings may indicate:

• Conformity
• Opportunity for Improvement (OFI)
• Minor Nonconformity
• Major Nonconformity
• Critical Nonconformity

Corrective Action

An action taken to eliminate the cause of a detected nonconformity and prevent its recurrence.

Continuous Improvement

An ongoing process of enhancing environmental performance, social responsibility, cultural preservation, product quality, and trade transparency.

Chain of Custody

The documented and verifiable movement of products through every stage of the supply chain, from production to the final consumer.

Digital Product Passport

A secure digital identity assigned to each certified product or lot containing traceability, sustainability, and quality information that can be accessed using a QR code or other approved technologies.

Farm Unit

A defined agricultural production area under a single management system that is subject to NVTS™ assessment.

Lot

A clearly identifiable quantity of product produced under substantially similar conditions and assigned a unique traceability identifier.

Natural Value

The measurable environmental, social, cultural, quality, and commercial value embedded within a product throughout its life cycle.

Natural Value Index (NVI™)

The composite score generated from the five NVTS™ pillars:

• Nature
• People
• Culture
• Quality
• Trade

The NVI™ serves as the principal indicator of overall certification performance.

Nonconformity

Failure to satisfy one or more NVTS™ requirements.

Minor Nonconformity

An isolated issue that does not significantly affect system integrity but requires correction.

Major Nonconformity

A significant failure that compromises compliance or confidence in the management system.

Critical Nonconformity

A severe breach involving fraud, illegal activity, deliberate falsification of records, or practices posing serious risks to people, products, or the environment.

Observation

A factual statement recorded by the auditor that does not constitute a nonconformity but may identify potential risks or opportunities for improvement.

Opportunity for Improvement (OFI)

A recommendation aimed at strengthening performance beyond the minimum certification requirements.

Risk

The effect of uncertainty on the achievement of NVTS™ objectives, including environmental, social, operational, legal, financial, and reputational risks.

Stakeholder

Any individual or organization that can affect, be affected by, or perceive itself to be affected by the implementation of NVTS™, including producers, workers, buyers, consumers, regulators, and communities.

Traceability

The ability to identify, verify, and follow the history, application, location, ownership, and transformation of a product throughout the entire value chain.

2.5 Types of Audit Evidence

Auditors shall collect sufficient, reliable, and relevant evidence, including:

• Farm records
• Production logs
• Harvest records
• Processing records
• GPS coordinates
• Soil analysis reports
• Water quality records
• Biodiversity observations
• Worker interviews
• Community consultations
• Photographic evidence
• Laboratory analyses
• Digital transaction histories
• QR code verification records
• Blockchain verification records (where applicable)

2.6 Evidence Reliability Hierarchy

Evidence should be prioritized as follows:

1. Independent laboratory reports
2. Official records and permits
3. Digital traceability records
4. Direct field observations
5. Photographic and geospatial evidence
6. Interviews with personnel
7. Supporting documentation provided by the applicant

2.7 Confidentiality

All information obtained during an NVTS™ audit shall be treated as confidential unless disclosure is required by law or authorized in writing by the applicant.

Auditors shall:

• Protect commercially sensitive information.
• Avoid conflicts of interest.
• Maintain impartiality.
• Use collected data solely for certification purposes.

2.8 Document Control

Each official NVTS™ document shall include:

• Document Title
• Document Number
• Version Number
• Approval Date
• Revision Date
• Page Number
• Approval Authority
• Distribution Status

Example: