How to agree access to original sourcing records
Put record access in the assignment brief before work starts. Specify factory replies and attachments, complete reports, original-language files, linked translations and an updated document index. Agree delivery before approval decisions and a downloadable closing archive. Discuss these terms with Cambridge China Bridge.
Make record access an agreed deliverable
Ask for a written records schedule attached to the assignment brief. Name who collects the files, who delivers them and who receives them in your business. Specify access during the work, delivery before relevant approvals and an archive when the assignment ends or stops early. For the wider questions about the sourcing arrangement, see comparing sourcing agents.
Distinguish receiving copies from permission to reuse or share documents. Agree whether your colleagues, laboratory, compliance adviser or replacement sourcing provider may receive them. Identify confidentiality restrictions and proposed redactions before accepting the brief. If a factory will not release a requested record, ask for that exception in writing and decide whether to proceed.
Specify source replies and complete reports
Request factory replies with the questions they answer, sender identity, date and attachments. Include refusals, qualifications, changed answers and unresolved questions, not just the reply supporting the recommended supplier. For messaging conversations, agree a readable export or contextual screenshots that retain the surrounding exchange.
Ask for complete audit, inspection and laboratory reports, including annexes, photographs, findings and limitations. Keep corrected reports alongside the versions they replace. A summary should identify its source report and explain any omitted material. Use reading an inspection report to assess the findings rather than treating delivery of a file as acceptance of the goods.
Keep originals linked to translations
Define an original-language record as the file or message received from its issuer, kept without alteration. Request the issued file where available, rather than only a cropped image or retyped extract. Distinguish digital copies from physical originals and agree any physical delivery separately.
Agree which documents need full translation and which need a clearly labelled summary. Link each translation to its source file and revision, identify who prepared and checked it, and flag unclear wording. Preserve measurements, qualifications and exclusions. Resolve differences before approving the affected specification; see approving translated drawings.
Deliver an index throughout the assignment
Use a shared folder with downloadable files and a document index your business can retain. Give each record a stable reference. The index should show its title, issuer, date, factory, product or batch, revision, language, translation link, file location and review status. Mark missing, requested and superseded records explicitly.
Agree delivery triggers: supplier comparison, sample approval, production changes, inspection findings and shipment decisions. Update the index when files arrive or change, and send the relevant records before asking for approval. Name the person responsible for chasing gaps. Keep delivery status separate from your decision to approve, reject or request clarification.
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Test access and agree the closing handover
Suggested brief wording: “Deliver the agreed source records and updated index throughout the assignment, before each relevant buyer approval. Keep original-language files linked to translations and retain superseded versions. Record unavailable documents, reasons and outstanding requests. Provide a downloadable archive on completion or early termination, with access arrangements agreed in advance.”
Test access by opening files, following translation links and downloading an archive. Agree who maintains access after closure, how long files remain available and how missing records will be chased. For UK imports, GOV.UK says commercial invoices and customs paperwork must be retained, including the import VAT certificate. Keep these identifiable within the archive; use the customs documents guide for the shipment checklist.
Frequently asked questions
Can I ask for original factory replies?
Include replies, the questions asked, sender details and attachments in the agreed deliverables. Ask for refusals and qualifications too. Resolve any proposed confidentiality exclusions before work starts.
Is a sourcing summary enough?
Use a summary to navigate the evidence. Agree access to the underlying replies and complete reports so you can check context, limitations and unresolved points before approving.
Should I receive Chinese originals and translations?
Ask for both, linked by document reference and revision. Specify full translations where you need them, label summaries clearly and resolve unclear wording before the affected approval.
When should sourcing documents be delivered?
Agree delivery throughout the work and before relevant approval decisions. Keep the index current, then obtain a downloadable archive on completion or early termination.