Start with a data map
Build your working inventory around the current legal text and official guidance, then connect each field to its source and owner. A list of field names without evidence or maintenance responsibilities is difficult to operate.
This guide provides an organizational approach. It is not an exhaustive list of mandatory fields.
Separate information from evidence
A value might live in an enterprise system, while its supporting document lives elsewhere. Keep the connection between them explicit. Record units, revision dates, and definitions so similar-looking numbers are not treated as equivalent.
| Information group | Planning question | Possible internal owner |
|---|---|---|
| Product identity | Which model and individual unit? | Product team |
| Technical information | Which specification and revision? | Engineering |
| Materials | What source supports the value? | Procurement |
| Lifecycle information | Who records a relevant change? | Service or operations |
These owner assignments are illustrative. They are not legal allocations of responsibility.
Make a field register
For each proposed field, record the definition, applicability, unit, source system, evidence reference, data owner, review date, and intended access level. Include an unresolved status where the source is missing.
Keep legal mapping separate
Map your field register to the current legislation, including Annex XIII, and relevant official guidance. Distinguish a mandatory requirement from an optional field or an internal convenience. Do not label an implementation preference as law.
Test one record
Select a representative battery and ask a second team member to trace several values back to their evidence. Record ambiguous definitions and missing sources. Use the findings to improve the process before extending it.
See supply chain guidance and software evaluation for the next part of the workflow.
Sources & further reading
Source links point to primary materials. This introductory guide does not replace the legislation.