Specification

Spec. no: IOS-PRG-0089

Date: 2022-01-10
Version no: AA-1967355-3 General requirements for verification
documentation

Issued by Signature Authorised by Signature

Peter Adler, Purchasing Quality Richard Nilsson,
Matrix Requirement Engineering Manager,
Olga Macáková, Product Range & Product Development,
Compliance Specialist, PLA CE IKEA of Sweden AB

General requirements for verification

documentation

About this specification

IKEA articles must comply with legal, health, safety and quality requirements. In order to verify compliance,
verification documents must be complete and be stored in a structured way.

This specification describes IKEA’s default documentation management requirements for:

• Traceability
• All types of verification documents
• Specific types of verification documents – test reports, self declarations and safety data sheets
• Archiving verification documents in Connect, in order to achieve accessibility and traceability of the
documents
• Information to be provided to IKEA on request

Unless otherwise stated, the requirements for verification documents in sections 3, 4, 5 and 7 of this
specification only apply to documents that are requested in the Product Documentation to be in Connect.

Sections 3, 4, 5 and 6 about requirements on verification documents are aimed both at the IKEA supplier
and at any other company in their supply chain who prepares verification documents required by IKEA; the
IKEA supplier thus needs to share at least these sections, as well as section 9 Definitions, with any sub-
supplier in the supply chain who prepares verification documents.

The IKEA supplier’s compliance responsibility

The documentation requirements stated in the Product Documentation are the minimum documentation
requirements. However, the IKEA supplier is responsible for verifying the requirements in the Product
Documentation as much as is needed to secure continuous compliance.

Implementation of changes
Changes in this specification, version number AA-1967355-3, shall be implemented latest 2022-05-02. This
means that the changed requirements apply for:
• Verification documents with active-from date in Connect from 2022-05-02.
• Information and documents that are not required to be in Connect which are valid (applicable for
running production) on or after 2022-05-02.
• Combinations with a start date from 2022-05-02.

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Date: 2022-01-10
Version no: AA-1967355-3 General requirements for verification
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Planned future changes

The following requirements are for information purposes only and will be re-confirmed in future versions
of this specification. As the requirements in this table are not enforced in this version, the specification
shall be reported as implemented when all other requirements in this specification have been imple-
mented.

Table 1: Planned future implementation dates (for information purposes only)

Requirement Preliminary implementation date

A test report with a result that is within the limit value, Next release of IOS-PRG-0089 after it has been secured
but the limit value is within the test result uncertainty that IKEA-approved test labs give test uncertainty in all
range, is inconclusive and is therefore not a sufficient test reports where it is applicable.
verification document.

Note: this will change the present wording in section 4.1.1

Measurement uncertainty and inconclusive test results, bullet
b.

Table of contents
1 Handling differences between documentation requirements in the Product Documentation 3
1.1 Precedence of the requirement source over IOS-PRG-0089 .................................................. 3
1.2 Different documentation requirements in separate requirement sources ........................ 3
2 Traceability ......................................................................................................................................... 3
3 Requirements for all types of verification documents .................................................................. 3
3.1 Readability .................................................................................................................................. 3
3.2 Language .................................................................................................................................... 4
3.3 No modification of documents from IKEA-approved laboratories ....................................... 4
3.4 Availability of verification documents..................................................................................... 4
3.5 Consistency ................................................................................................................................. 5
3.6 Verification documents with changed requirement source or requirement...................... 5
4 Test reports and testing principles .................................................................................................. 5
4.1 Showing compliance .................................................................................................................. 5
4.2 Tests from IKEA-approved laboratories ................................................................................... 6
4.3 Sample description .................................................................................................................... 6
4.4 Representative and worst-case testing ................................................................................... 8
4.5 Conditional test requirements ................................................................................................. 9
4.6 Calculations of sums of several substances in chemical test reports .................................. 9
4.7 Undue influence ......................................................................................................................... 9
4.8 Revision of a test report ............................................................................................................ 9
5 Self declarations (SD) ....................................................................................................................... 10
6 Safety Data Sheets (SDS) ................................................................................................................... 11
6.1 Approval to use a chemical product ....................................................................................... 12
6.2 Unchanged-status statement to the SDS (if no update) ....................................................... 12
7 Connect requirements ...................................................................................................................... 12
7.1 Availability in Connect of verification documents ................................................................ 12
7.2 Declaring the supply chain ...................................................................................................... 13

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7.3 Active-from and -to dates for verification documents .........................................................14

7.4 Registering a requirement source ..........................................................................................18
7.5 Rules for registering a test report in Connect .......................................................................19
7.6 Replacing documents .............................................................................................................. 20
7.7 Correcting mistakes................................................................................................................. 20
8 Information to be provided to IKEA on request ............................................................................ 20
8.1 Tests required but no document requirement in the Product Documentation ................ 21
9 Definitions .......................................................................................................................................... 21
10 References ......................................................................................................................................... 26
Summary of changes in version 3 ........................................................................................................... 26

1 Handling differences between documentation requirements in the

Product Documentation

1.1 Precedence of the requirement source over IOS-PRG-0089

Documentation requirements and definitions in another specification (or other requirement source) which
deviate from IOS-PRG-0089 take precedence over the corresponding requirements/definitions in IOS-PRG-
0089. This applies both for stricter and for less strict requirements stated in the requirement source.

1.2 Different documentation requirements in separate requirement sources

If two separate requirement sources (other than IOS-PRG-0089) have different documentation require-
ments (such as different test frequencies) for the same requirement, then both documentation require-
ments shall be fulfilled. This means that the stricter documentation requirement applies, unless one of the
requirement sources states which one shall take precedence. For example, if the specification has a
documentation requirement “unless otherwise stated”, then, if the TED states otherwise, the TED
requirement takes precedence.

2 Traceability
The IKEA supplier shall be able to show records to prove traceability of chemicals, materials, components,
processes and semi-finished goods that become part of the article, connecting input batches to the
production date (or production week) of the IKEA article.

3 Requirements for all types of verification documents

This section contains rules that apply for all types of documents, both those document types that have
their specific requirements in sections 4, 5 and 6, and all other document types.

3.1 Readability
Verification documents shall be clearly legible. For example:
• Text and numbers in scanned documents shall be clear and easy to read.
• Stamp/chop or signature shall not cover or obscure the required information, so it is difficult to read.

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3.2 Language
Verification documents shall be in English. Translation into a local language can be done by the issuer if all
information is also available in English. If there is a dispute concerning a bilingual verification document,
the English language part is the valid part.

However, this requirement for English language does not apply to:
• Certification documents that are legally required to be in national language
• Sales documents and transport documents.

A document that IKEA does not require to be in English shall be camera-readable so that a language trans-
lation app can be used. If this is not possible, the IKEA supplier shall provide an English translation in Con-
nect together with the original document; this translation shall be registered in Connect in exactly the
same way as the original, except for the document name.

3.3 No modification of documents from IKEA-approved laboratories

Verification documents from an IKEA-approved laboratory shall be uploaded as the original PDF document
provided by the laboratory and shall not be modified in any way (such as by scanning, re-sizing, or
merging).

3.4 Availability of verification documents

For every production date, verification documents shall be available in Connect as follows:
a. Latest by first delivery, meaning for:
- IKEA articles: The verification document is required from the first production date of the IKEA
article.
- Materials/components/processes: The verification document is required from the first
production date of the IKEA article in which that material/component/process is used.
Note: If the verification document requirement is introduced after production has started, then the
document is required by the implementation date of the new verification requirement.
b. Replaced if there has been any change to verified material/components/process or article, including
its supply chain, which could potentially affect compliance.
c. Renewed within 12 months (one year).

If different renewal period than 12 months is stated in the requirement source, bullets a and b still apply.

If a requirement source requires a “one-time” verification document, it means that the document is
required to be uploaded once and does not need to be renewed after a certain period of time. Therefore,
for such a one-time document, bullets a and b apply, but not bullet c.

Note: When a material/component/process comes from different sources, each source shall have the
required verification documents.

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3.5 Consistency
The producer, trade name and type of a material/component/process shall be consistent across
verification documents. Consistent means either identical, or similar enough so that it is obvious that it is
the same material and there is no risk of confusing it with any other material.
Note: If verification documents are issued by different tiers in the supply chain, then the producer, trade
name and type of materials/components/processes in the verification documents may differ.

3.6 Verification documents with changed requirement source or requirement

A verification document verifies a requirement in a requirement source in the Product Documentation.
Existing verification documents do not need to be updated in the following cases:
a. If the requirement remains unchanged, even though the requirement source is changed. For
example, when a new version of a specification has been issued, or if the requirement is moved to a
new specification.
b. If a requirement is made stricter, but the existing verification document still verifies the new, stricter
requirement.

4 Test reports and testing principles

This section contains additional requirements for test reports, including some principles for testing.

4.1 Showing compliance

Samples sent for verifying tests shall be representative of running production.

A test report shall show compliance with the requirement in order to be a valid verification document for
that requirement.

4.1.1 Measurement uncertainty and inconclusive test results

All test results have some level of measurement uncertainty, which the test lab may provide in the test
report. A test result is inconclusive if the reported value is so close the limit value, and the measurement
uncertainty is so great, that the range of the measurement uncertainty includes the limit value. Meaning
that the real value could be either within or outside the allowed limit. See Table 2, for examples of con-
clusive and inconclusive test results.

Table 2: Examples showing conclusive and inconclusive results with test uncertainty.
Test result with Compliance assessment
uncertainty range
15 ± 2 Fail (conclusive)
11 ± 2 Inconclusive, scenario a. below (not a compliant verification document)
9±2 Inconclusive, scenario b. below (a compliant verification document)
5±2 Pass (conclusive)
In this example:
• IKEA limit: not greater than 10 units
• Measurement uncertainty: 2 units.

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If a test report states measurement uncertainty, and the results are inconclusive, the following rules apply:
a. If the reported test result is outside the allowed limit value, but the limit value is within the
uncertainty range of the result, it is inconclusive – it neither shows compliance nor non-compliance;
but there is a high risk that the tested sample is non-compliant. The test report is not considered a
compliant verification document.
b. If the reported test result is within the allowed limit value, but the limit value is within the uncertainty
range of the result, it is also inconclusive, but the test report is considered a compliant verification
document. Note: warning limit requirements may apply in this case.

4.2 Tests from IKEA-approved laboratories

Tests shall be done at test laboratories approved by IKEA for the concerned test method (unless there is no
approved laboratory for the test method).
Note: If the supplier has also done the same tests at other laboratories, and the results are in conflict, then
the test results from the IKEA-approved laboratory take precedence.

4.2.1 IKEA permission to receive test reports directly from the test lab
For test reports ordered by the IKEA supplier, the test orderer shall inform the laboratory that IKEA (con-
cerned co-workers) has permission to receive copies of the test report directly from the IKEA-approved
laboratory.

The concerned IKEA co-workers have an email address ending with ‘@inter.ikea.com’ and are involved in
business or quality at:
• The concerned IKEA Purchasing unit
• The concerned Home Furnishing Business (or equivalent range-responsible unit) at IKEA of Sweden
• Global IKEA product quality and product compliance functions
• IKEA Global Test

Identifying concerned IKEA co-workers can be assessed at the discretion of the IKEA-approved test
laboratory.

4.3 Sample description

Test reports shall include a sample description that identifies the tested material/component/process/
article sample well enough to distinguish it from other materials/components/processes/articles.

4.3.1 Test of material, component or process

4.3.1.1 Sample description of material or component

The sample description in the test report shall include the following:
a. Name of producer (company name).
b. Trade name.
In some cases, for commodity materials, there may not be a trade name, in which case the material
type (see bullet c below) shall identify the materials clearly enough so it can be distinguished from

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any similar such materials. Main examples where this could apply:
- Materials such as wood, bamboo or natural fibres
- Metal material (alloy specification is equivalent to grade)
- Commodity textile (material, physical structure (e.g., woven/knitted/spun-bond fabric),
grammage, colour can together describe the grade)
- PU foam (type and density can together describe the grade)
The same applies for in-house production of any material at the IKEA supplier.
c. Type:
- For material test: material grade, or type of material (at least material base content), as well as
other properties as applicable such as colour.
- For component test: what kind of component it is and, when applicable, other properties such as
main material(s), colour. Each material that affects the test result shall be described according to
material requirements in bullets a and b above as well as this bullet c.
d. Production batch number or equivalent information. Equivalent information shall at least include the
following:
- production date – as a minimum, specifying year and week, and
- production site – if the producer has more than one site. (If necessary, the company can use
their code to define the production site, as long as it is traceable on request.)

4.3.1.2 Material sent as part of an article or as part of a component

When a material sample is sent to the test lab as part of a complete article or as part of a component, the
following rules apply:
i. The complete article or the larger component shall be described according to the requirements for
the article/component.
ii. The tested material shall be described according to the sample description requirements for tests of
the material (bullets a to c above), but the production batch number of the tested material
(according to bullet d above) is not mandatory, provided that traceability is secured from the article
production date, or from the component production batch, to the material.

4.3.1.3 Component sent as part of an article or as part of a larger component

When a component sample is sent to the test lab in as part of a complete article (or of a larger component),
the following rules apply:
i. The complete article or the larger component shall be described according to the requirements for
the article/component.
ii. The tested component shall be described according to the sample description requirements for tests
of the component (bullets a to c above), but the production batch number of the tested component
(according to bullet d above) is not mandatory, provided that traceability is secured from the article
production date, or from the production batch of the larger component, to the tested component.

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4.3.1.4 No article number/name in the TR unless this adds information about the tested sample
A test report for a separate material, component or process shall not contain IKEA article numbers or
names, except in the following cases:
a. When the sample was taken from a final article, as described in section 4.3.1.2 Material sent as part of
an article or as part of a component, in which case, article number is mandatory.
b. For a component/sub-structure designed for an article, where reference to the article number/name
should be given if it helps to define the tested component/sub-structure, for example because the
article number defines the drawing for the sub-structure or the printed pattern on a fabric.

4.3.2 Test of complete article

For testing of the complete IKEA article, the following information shall be provided:
i. IKEA supplier number and name.
ii. IKEA article number and name.
iii. Production date (which shall have a minimum precision according to what is required by the Product
Documentation).

No other IKEA article numbers shall be given in the test report, except in the following cases:
a. If the test is done on an article that corresponds to several article numbers that are physically
identical (indistinguishable) and where the only difference is the information on the label, and the
test does not include label information.
Note: the test may also be representative for other articles, but it is still only the identical articles
that are allowed to be listed.
b. If the test is done on a separate, loose part that is used in several article numbers. For example, a
piece of cutlery used in various sets with different numbers of separate pieces. Note: the test may
also be assessed to be representative for other, similar loose parts, but it is still only the articles with
the physically identical parts that can be listed.
Note: If the test is done on an assembly that consists of several IKEA article numbers, for example a
kitchen cabinet and front, then all article numbers in the tested assembly need to be provided. This
includes each article and also the data required in bullets i to ii above.

4.4 Representative and worst-case testing

4.4.1 Representative testing

IKEA accepts representative testing. For representative testing to apply, the IKEA supplier shall be able to
show, theoretically and/or practically, that the properties that are different between the tested sample and
the represented materials/components/processes/constructions/articles are irrelevant for the tested
variable. In other words, all the affecting factors need to be the same. Meaning that if the tested sample
passes, the represented samples would be equally certain to pass, too.

4.4.2 Worst-case testing

IKEA accepts worst-case testing. For worst-case testing to apply, the IKEA supplier shall be able to show,
theoretically and/or practically, that the properties that are different between the tested sample and the
represented materials/components/processes/constructions/articles, are irrelevant for the tested variable

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or, when they are relevant, clearly make the tested sample the worst case – so that if it passes, then the
represented samples would be at least equally certain to pass, too.

4.4.3 Demonstrating representative/worst-case testing

Documentation demonstrating that a test is representative or worst-case for the other samples that it
represents shall be made available to IKEA on request.

4.4.4 Responsibility in representative and worst-case testing

The final responsibility to ensure that a test result is representative or worst-case lies with the IKEA sup-
plier. This guarantee is given by the IKEA supplier when they connect the representative or worst-case test
report in Connect to articles other than the actual tested article.

However, if there is disagreement between the IKEA supplier and IKEA about what constitutes represen-
tative or worst-case testing, the assessment by IKEA shall be seen as the valid assessment.

4.5 Conditional test requirements

Sometimes, the requirement in the Product Documentation for testing a material/component/process
depends on certain conditions that define if a test is needed or not. In such cases, if the IKEA supplier does
not test, it must be confirmed that the conditions for not having to test are fulfilled. If it is clear from the
material section in the TED or other parts of the Product Documentation that a material/component/pro-
cess is outside the scope of the test requirement, no more information is needed. But if it is not clear, then
the IKEA supplier shall present one of the following forms of confirmation:
a. A self declaration for the material/component/process, or in some other document that is connected
to the material/component/process combination in Connect.
b. In Connect, any of the following:
i. the information contained in the material/component/process combination in Connect,
ii. a combination attribute in Connect for the material/component/process,
iii. a comment in Connect to the self declaration for the material/component/process.

This confirmation requirement applies for properties which are inherent to the material/component/pro-
cess. It does not apply to properties that are dependent on the design of the article, such as if the part is
accessible or in food-contact or not.

4.6 Calculations of sums of several substances in chemical test reports

When a limit value consists of the sum of several substances, any substance that is not detected shall count
as zero when calculating the sum, unless otherwise stated in the concerned test standard.

4.7 Undue influence

The IKEA supplier or any other test orderer is not allowed to exert undue influence on the test laboratory.

4.8 Revision of a test report

The following rules apply:
1. A test report shall not be revised to add or remove test results.

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2. If facts about the sample have changed after the sample was taken, the TR shall not be changed for
this reason. For example, if the producer of the tested material/component/process changes their
name.
3. The revised TR shall state:
a. Who initiated the test report revision (either the test orderer or the test lab).
b. What has been changed. Each change shall be clearly identified in the revised TR.
4. If the IKEA supplier is the test orderer, and the test report is revised on initiative from the test
orderer: the previous version(s) of the TR shall made available to IKEA on request.

5 Self declarations (SD)

This section contains additional requirements for self declarations.

A self declaration:
a. Shall have an issue date (day, month and year are preferred, but just month and year is acceptable 1).
b. Shall contain a statement of compliance with the concerned IKEA requirements. It shall be stated in
the SD that it is valid for delivery (dispatch date from the company issuing the SD) of the materials/
components in the SD, either from:
i. the date of issue, or
ii. a stated earlier delivery (dispatch) date 2.
An SD with no statement according to i or ii above shall mean that it applies for all deliveries
(dispatch) from the issue date.
c. Shall state the issuer of the SD:
- Identity and address (company name and legal postal address)
- Telephone number, e-mail address or web address (at least one of these)
If the name and address of the company issuing the SD is not in Latin-based alphabet, transcription
to name and address with Latin-based alphabet shall be given as well as the original language.
d. Shall either be clear that the issuer is also the producer of the declared materials/components; or, if
the issuer is not the producer, it shall also be stated who is the producer of the materials/compo-
nents. In the latter case, if needed for confidentiality, the issuer of the SD may use their own codes to
designate the producer; if so, the SD shall state that the issuer will give the identity of the producer(s)
to IKEA on request (this can be under non-disclosure agreement).

1
For SD with only month and year, the issue date shall be seen as the first day of the month.
2
In the case of an SD based on an IKEA SD form, where a statement that it applies to deliveries from date of issue may be the standard
wording, validity for deliveries from an earlier date can be stated by the issuer in the ‘Comments’ table of the SD form.

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e. Shall state the range included in the scope of the SD. This can either be a general description of the
range of products in the scope (range name(s), types of products); or a list of the products, including:
i. SD for material requirements: trade name 3; and grade, or type of material (generally, material
base content), as well as other properties as applicable such as colour (or, for instance, thick-
ness range for wood-based board, grammage range for fabric and paper, density range for PU
foam).
ii. SD for components: the trade name of the component (if there is one; for a fitting this could be
fitting ID) and, when applicable, what types of components and other properties such as main
material(s), colour.
f. Shall – if approval has been given for something according to approval option given in the require-
ment source – list the approval document from IKEA (with its IKEA document number) as supporting
document.
Note: this approval is an integral part of the package of requirements that the SD states compliance
with.
g. Shall have a signature and/or an official stamp; or be an official document from the issuer, with their
logo. A signature can be a written signature or e-signature. If there is a written signature, there shall
also be name of the signer. It is accepted that the signature/stamp is scanned or an inserted image.

A scanned copy of the SD is allowed as long as it is readable.

The SD format is often supplied by IKEA. However, it does not have to be in the IKEA format as long as it
contains the required information.

6 Safety Data Sheets (SDS)

This section contains additional requirements for safety data sheets.

The IKEA supplier shall provide a Safety Data Sheet (SDS) for all chemical products used by the IKEA
supplier to produce IKEA articles to IKEA on request. Examples of chemical products: adhesive, lacquer,
powder coating, solvents, dyes, pigments, additives, textile finishing agents, masterbatch, plastic base
granules, injection-moulding release agents, electroplating bath chemicals, enamel raw material or
polyurethane foam raw material.

The following rules apply to SDSs required according to the above or in other parts of the Product
Documentation:
a. The SDS shall fulfil the legal requirements in the country where the chemical product is purchased.
b. The SDS shall be updated:
i. whenever there is a change that impacts the information in the SDS (for example, a new
classification of a substance in the chemical product),
ii. within 5 years of last update (issue date).

3
In some cases, for commodity products, there may not be a trade name. See section 4.3.1.1 Sample description of material or
component, bullet b.

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c. The SDS does not have to be in English.

i. But, if the SDS is not in English, an English translation of the composition and classification
parts of the SDS (chapters 2 and 3 if the SDS follows GHS format) shall be provided together
with the original.
d. If the SDS is required to be registered in Connect:
i. The SDS shall be registered as document type “(Material) Safety Data Sheet”. 4
ii. If the SDS is not in English, the English translation according to bullet c.i. above shall be
registered in Connect in exactly the same way as the original SDS, except for the document
name. 5

6.1 Approval to use a chemical product

If the IKEA supplier gets IKEA approval for use of a chemical product when approval is required according
to the Product Documentation, the IKEA supplier shall connect the SDS for that chemical product in Con-
nect to the relevant material/process/component combination.

6.2 Unchanged-status statement to the SDS (if no update)

If the supplier of the chemical product does not update the SDS within the required period of time, then
the IKEA supplier shall instead get a statement from the supplier of the chemical product that the informa-
tion in the SDS is not impacted by any changes in the chemical product or by any regulatory changes since
the SDS was issued (i.e., stating that the status of the SDS is still the same). Such a statement can be an SD
or e-mail from the supplier of the chemical product.

7 Connect requirements
This section describes IKEA general rules for registering verification documents required to be in Connect.
It also applies to documents that are required to be made available to IKEA on request, if the IKEA supplier
chooses to register them in Connect.

This section does not apply to IKEA suppliers that do not have access to Connect.

7.1 Availability in Connect of verification documents

Before each delivery of products, verification documents required to be in Connect, active for the
production date(s) to be delivered, shall be correctly registered in Connect.

Correctly registered in Connect means according to requirements in IOS-PRG-0089, as well as according to

any other requirements in the Product Documentation.

7.1.1 Statement by the IKEA supplier

When the IKEA supplier connects a verification document so that it is active for a given production date of
the product, this shall be seen as a statement by the IKEA supplier that the verification document is valid
and representative for that production date.

4
This document type in Connect might in future be called only ”Safety Data Sheet”.
5
This requirement is stricter than the general English language availability requirement for non-English documents in section 3.2.

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Note: this means that the IKEA supplier is also responsible to secure that when there are verification
documents for a given material/component/process from sub-supplier tiers beyond (upstream of) their
first-tier sub-supplier, that these documents cover all supply chains of that material/component/process.

7.1.2 Irrelevant documents

Documents which have no relevance for the article or its materials, components or processes are not
allowed to be connected.

7.2 Declaring the supply chain

Any material, component or process that requires a verification document shall be created as a combi-
nation in Connect. Combinations from each source (producer) shall be connected to the article whenever
the respective material, component or process from that source is present in the IKEA product, related to
production date.

7.2.1 Parallel combinations

When the same type of material/component/process is used in the article but from several sources, these
“parallel” combinations are allowed to be connected to the same production date of the article, even for
production dates when items from only one of the sources is used.
Note: If the combination is connected to the article, all its verification documents must be up to date,
regardless if the material/component/process of that combination is used. If the IKEA supplier does not
intend to maintain documentation for an existing combination that is not in use, then it must be de-
activated.

7.2.2 Information in material, component and process combinations

7.2.2.1 Consistency
When verification documents for a material/component/process are connected to a material/component/
process combination in Connect, the information in the data fields in Connect for the material/component/
process shall be recognisable and correspond to the equivalent information in the verification documents
issued for the same material/component/process. It should be obvious that it is the same material/com-
ponent/process and there shall be no risk of confusion with any other material/component/process.
Note: If verification documents are issued by different tiers in the supply chain, then the descriptions of
the materials/components/processes in the verification documents and in the material, component or
process combination may differ.

7.2.2.2 ‘Designation’ of a material combination

The ‘Designation’ in Connect of a material combination shall contain the trade name 6; as well as material
information not defined in sub-type, meaning grade, or type of material (generally, material base content),
including properties as applicable as colour.

6
In some cases, for commodity materials, there may not be a trade name. This could be the case for example for: materials such as
wood, bamboo or natural fibres; metal; fabric; PU foam. For in-house production of any material at the IKEA supplier, the same applies.
In these cases, trade name can be replaced by sufficient information about the type. See section 4.3.1.1 Sample description of material or
component, bullet b.

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7.2.2.3 ‘Identity’ of a component combination

The ‘Identity’ in Connect of a component combination shall contain the trade name of the component (if
there is one; for a fitting this could be fitting ID) and, when applicable, other properties such as main
material(s), colour.

7.2.2.4 ‘Name’ of an int-process combination (in-house) and ext-process combination (external)

The ‘Name’ of a process combination shall contain:
• Name (such as process ID/code, main material, article, colour and/or production line)
• Description of the process (additional to what is already defined in the type). For example, for
lacquering, the description could be the application and curing technology.

7.2.2.5 Exceptions for naming of old Connect combinations

The requirements above for naming/designation of material combinations do not apply to combinations
that were used in any article at the IKEA supplier before the first version of IOS-PRG-0089 was imple-
mented.

The requirements above for identity of component combinations and name of process combinations do
not apply to combinations that were used in any article at the IKEA supplier before this version of IOS-PRG-
0089 was implemented.

7.3 Active-from and -to dates for verification documents

This section explains how to select active-from and -to dates. However, regardless how the supplier selects
these dates, the active period shall not be longer than the renewal period (unless extension is allowed
according to section 7.3.4). Meaning that selecting an earlier active-from date requires earlier active-to
date; and selecting later active-to date requires later active-from date.

Note: When the production date covers a period of more than one day, such as one week, the date to
compare active-from dates in Connect shall be the first day of the period covered by the production date
(the Monday, in the case of a week number).

7.3.1 Verification documents for complete article

The active-from date of a verification document for a complete article shall not be earlier than the Monday
of the production date of the article for which the document is valid (for example, for test report, the
production date of the tested article).

The active-to date of the verification document shall not be later than the Monday of the production date
(week) of the article for which the document is valid plus renewal period plus ten weeks.

For illustration of these requirements as formulas, see Table 3.

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Table 3: Formulas for active-from and -to dates, as well as active period, for verification documents for
complete article
Formula (complete article)

Active-from Connect document active-from date ≥ Monday of the production date of tested article
date

Active-to date
Connect document active-to date ≤ Monday of the production date of tested article +
document renewal period + ten weeks

Period Connect active period ≤ Document renewal period

Note: For dates, “≥” means same day or later than; and “≤” means same day or earlier than.

7.3.2 Verification documents for materials/components/processes

The active-from date of a verification document for a material/component/process shall not be earlier than
the issue date of the verification document (unless otherwise stated in section 7.3.2.2, 7.3.2.3 or 7.3.2.4).

The active-to date of the verification document shall not be later than issue date of the verification
document plus renewal period plus ten weeks.

For illustration of these requirements as formulas, see Table 4.

Table 4: Formulas for active-from and -to dates, as well as active period, for verification documents for
material/component/process
Formula (material/component/process)

Active-from
Connect document active-from date ≥ Document issue date
date

Document issue date + document renewal period

Active-to date Connect document active-to date ≤
+ ten weeks

Period Connect active period ≤ Document renewal period

7.3.2.1 Traceability restriction to Table 4

Even if based on issue date, it is in any case not allowed to connect a verification document to a production
date that is not valid for the materials/components/processes used in that production date.
Example: an SD with new compliance statement cannot be used for materials/components/processes that
were delivered before the SD was valid, even if they were used in production of the IKEA article after the
issue or valid date of the SD. In this case, the active-from date row in see Table 4 would read:
Active-from Date when the new compliant
Connect document active-from date ≥
date material/component/process starts to be used

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7.3.2.2 Earlier active-from date if traceability allows it (exception to Table 4)

If the IKEA supplier can show (traceability) that the verification document applies to materials/com-
ponents/processes which started to be used in production dates up to five weeks before the issue date, the
active-from and -to dates can be adjusted accordingly. In this case, the active-from date row in see Table 4
would read:
Active-from
Connect document active-from date ≥ Document issue date minus five weeks
date

7.3.2.3 SD or SoC/DoC with statement of validity from delivery date different from the issue date
If an SD or an SoC/DoC has a statement that it is valid from an earlier delivery date than the issue date,
then the earlier date can (as an option) be used instead when deciding the active-from and active-to dates.

7.3.2.4 Test report on materials/components/processes taken from complete article

If a test report is made on materials/components/processes taken from complete article, the IKEA supplier
can choose active-from and active-to dates based either on section 7.3.1 or 0.

7.3.2.5 Verification documents with several issue dates

For a verification document that has several issue dates, 7 the rule is that it can be active only during the
period when active period applies calculated from both the first and the last issue date. Thus:
• The earliest possible active-from date is the last issue date.
• The latest possible active-to date is the first issue date plus renewal period plus ten weeks.

For illustration of these requirements as formulas, see Table 5.

Table 5: Formulas for active-from and -to dates, as well as active period, for verification documents with
several issue dates
Formula (verification documents with several issue dates)

Active-from
Connect document active-from date ≥ Last issue date of the document
date

Active-to First issue date of the document + document renewal

Connect document active-to date ≤
date period + ten weeks

Connect active period ≤ Document renewal period

Period However, if the difference between the first and last issue date is greater than ten weeks, the active
period will need to be correspondingly shorter than the normal renewal period.

7
Examples:
- Co-issued SD by two companies that are separate tiers in the supply chain.
- DoC pasted together by the issuer from different part DoCs with different issue dates.
Note: a revised test report is not considered as a verification document with several issue dates. See section 7.3.3.

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7.3.3 Revision of a test report

If a test report for a material, component or process is revised, the active-from and active-to dates of the
revised TR shall be the same as the active-from and active-to dates of the original TR.

7.3.4 Extending the active period of a verification document for a material/compo-

nent/process
For mandatory verification documents, a minimum renewal frequency is stated in IOS-PRG-0089 or in other
parts of the Product Documentation. However, extension of the active period of a verification document is
possible under certain conditions described in sections 7.3.4.2 to 7.3.4.5 below.

The new active-to date can be given in Connect by changing to the new active-to date; or, if this is not
possible 8, by re-registering the test report in Connect with the new active-to date.

The extension of active period of the verification document is only valid until new items are purchased and
used.

7.3.4.1 Additional rules for extension according to sections 7.3.4.2 to 7.3.4.4

Extension is not allowed if any of the following apply:
a. The requirements have been changed in such a way that the verification document does not show
compliance with the new requirements.
b. For test reports: if the tested variable could deteriorate over time. Note: this means that if the IKEA
supplier does not retest, this shall be seen as a statement by the IKEA supplier that they are sure that
the tested variable cannot deteriorate.

When selecting a new active-to date, the active period of a verification document shall not be extended for
longer than one new standard renewal period for the document, and in any case not for longer than one
year. If at the end of the extended active period, the criterias for extension are still fulfilled, the document’s
active period may be extended again, under the same time rules.

The IKEA supplier shall add a comment (in Connect ‘Comment’ field) explaining why the verification docu-
ment is still active. If the extension of active period is done be re-registering the existing verification
document in Connect, the new active-from date shall be one day after the old active-to date.

7.3.4.2 Test reports on the same batch

The active period for a test report is allowed to be extended if the IKEA supplier has a test report for a
specific production batch of the tested material/component/process and both the following conditions are
fulfilled:
• The IKEA supplier has used only that one same production batch of the material/component/process
throughout the active period of the test report.
• The IKEA supplier is still using the same production batch of the material/component/process in
production of the IKEA product at the end of the active-to period of the test report.

8
If the IKEA supplier gets verification documents automatically transferred from the IKEA Components or GA supplier, it is not
technically possible to extend the active period of that document.

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Note: Identification of the tested sample must be clear enough in the test report to show that it still is the
same production batch being used by the IKEA supplier.

7.3.4.3 Self declarations and Statements of Compliance/Decl of Conformity

The active period for a self declaration or a statement of compliance/declaration of conformity is allowed
to be extended if the IKEA supplier has stock that was delivered within the renewal period of the SD/SoC/
DoC but is still used after the end of the renewal period.

7.3.4.4 Materials/components/processes purchased from IKEA Components or GA supplier

If the IKEA supplier buys items from IKEA Components or from General Agreement supplier (GA supplier),
extension of the active period of any verification document is allowed if the IKEA supplier is still using
batches of materials/components/processes that were produced by the IKEA Components or GA supplier
within the original renewal period of the verification document.

7.3.4.5 SDS with unchanged status by active-to date

In some cases, following the requirements in section 6.2 Unchanged-status statement to the SDS (if no
update), the active-to date of the SDS that is required to be in Connect can be extended.

As stated in section 6.2, there shall in this case be an unchanged-status statement from the chemical
producer. Document type for the statement shall be ‘Material (Safety Data Sheet)’. It shall be registered in
Connect in exactly the same way as the original SDS (except for the active-from date and the document
name). If the unchanged-status statement from the chemical producer is an e-mail, it shall be converted by
the IKEA supplier into a pdf before registering it in Connect.

The active period of the statement, and the extension of the active period of the existing SDS, shall not be
longer than the original allowed active period of the SDS.

7.4 Registering a requirement source

When registering a verification document in Connect, the IKEA supplier shall, under ‘Document Content
Description’, select relevant ‘Requirement source’, ‘Sub-type’ and ‘Level’ for each requirement that is veri-
fied in the verification document. However, selecting sub-type and level is mandatory only when these are
mandatory to select as indicated in Connect when uploading the document.

If there are several requirement sources that apply to the article for the same verified property of the
article/material/component/process, then each requirement source shall be selected. However, if a
requirement is found both in specification and TED, it is enough to give the specification as requirement
source. This is still the case if the requirement is stricter in the TED, including if the requirement is defined
in the specification but the limit is stated in the TED.

Note: For requirements with the requirement source ‘CPSA/CPSIA’ stated in more than one specification, all
relevant CPSA/CPSIA sub-types shall be selected.

7.4.1 If the requirement source of a requirement changes

If a requirement source (specification) has changed its version number, the requirement source
registration in Connect does not need to be updated for existing verification documents.
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If a requirement source has changed its specification number (for example, if an existing requirement is
moved to a new specification), the requirement source registration in Connect shall be changed if the
active-to date of the verification document is more than 18 months after the publication date of the new
requirement source (specification).

7.5 Rules for registering a test report in Connect

7.5.1 Registering a test report ID

The complete test report ID, exactly as written in the test report, shall be registered in the field ‘Test report
ID:’.

7.5.1.1 How to define correct test report ID

The test report ID varies between laboratories and often includes both letters and numbers as well as
other character

If the report has been revised by the laboratory, the original number will be extended with a revision ID,
typically “-02”, “-b”, “RV” or similar. This extension is part of the ID of the revised TR, and shall be included in
the test report ID in Connect.

Note that in some cases the test report ID may be accompanied by information that is not part of the test
report ID, such as “test report for IKEA supplier” or similar. If there is such information, which clearly is not
part of the unique test report ID, do not include it in the test report ID in Connect.

IKEA will provide a guide on Supplier Portal with examples of how to define the TR ID from typical ways
how labs may write them. If the precise test report ID is not clear from the test report or this guide, please
contact the laboratory.

Special requirements:
1) The test report numbering system of a few test laboratories restarts from report 1 every year. In such
a case, when the original ID of such a test report does not include the year, the full test report ID
shall be created by merging year and report ID. Use the format ###/YYYY, where ### represents the
report ID stated in the report and YYYY is year of report. For test reports that have been revised, the
version ID is to be included in ###.
2) A few test laboratories have separate test reports per material or per test method. These separate
reports are merged into multi-reports by the laboratory. For these test reports, the following applies:
a. If there is a main TR ID, this main test report ID shall be registered.
b. If the TR does not have one main TR ID, then each separate TR ID shall be registered in Connect,
separated by a comma and a blank-space (, ), together making up the TR ID of that document.
For example: “ABC123, ABC124, ABC125”.

7.5.2 Registering laboratory name

For test reports from an IKEA-approved laboratory, the test laboratory name shall be selected from the
drop-down in Connect; the free-text box shall not be used. If a test has been done at an IKEA-approved
laboratory that cannot be found in the list, please contact IKEA.
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Manually writing in the test laboratory name in the free-text box is only allowed for test reports from
laboratories that are not IKEA-approved (if such lab is allowed in the specific case).

7.6 Replacing documents

When a document needs to be renewed, this shall be done by using the ‘Replace’ function (in order to
maintain the connection structure).

7.7 Correcting mistakes

An incorrectly registered document shall (if ‘Delete’ or full ‘Update’ are not possible) either be replaced by
correctly registered document, or be disconnected from the articles/combinations, or both.

7.7.1 Disconnect function only to correct mistakes

The disconnect function is only allowed to be used to:
• Disconnect a connection in Connect that was created by mistake and which has never been valid.
or
• Disconnect an incorrect document. For example an incorrect SD, the old version of a revised TR or an
irrelevant document.

7.7.2 Minimising the overlap time in case of correcting through “replace”

In order to minimise the overlapping of the documents, when replacing an incorrect document (after 30
days) or correcting a registration mistake (re-registering a document to correct such registration
information that cannot be modified after 30 days), the ‘Replaced Doc End Date’ shall be equal to Replaced
Doc ‘Active from Date’. Meaning that the replaced document will have an active period of only one day.

8 Information to be provided to IKEA on request

In some cases, there is information that is required in the Product Documentation to be made available to
IKEA on request but is not required to be in Connect. This includes:
• Verification documents that are to be made available to IKEA on request (not required to be in
Connect)
• Required data from in-house testing or production control testing, including if it is logged
electronically.
• Points that are required to be (able to be) shown or demonstrated to IKEA.
• Any other information that is to be given to IKEA on request.

Such information and documents shall be:

• Available upon request within three working days. 9
• Stored for five years after the information is no longer applicable to running production (for docu-
ments, this means after they were replaced/renewed or production stopped).

9
If needed, the IKEA supplier can request further time up to a total of ten days. Depending on the urgency, approval may be given, and
is valid if in writing, for example e-mail.

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8.1 Tests required but no document requirement in the Product Documentation

If there is a requirement in the Product Documentation that a test shall be done, but no statement about
availability or storing of the TR, this shall mean that the test report shall be made available to IKEA on
request.

9 Definitions
These definitions also apply when these terms are used in other documents in the Product Documentation.

Table 6: List of Definitions

Term Definition
Combination A combination in Connect is created by the IKEA supplier and represents a material, com-
ponent or process used in their IKEA articles. It is defined by material/component/process
type, by producer (and distributor), by identifier (material designation, component iden-
tity, process name), and by active period (meaning its time of use by the IKEA supplier). A
combination allows verification documents to be organized with traceability and can
enable fulfilment of certain reporting requirements (such as plant report or More Sus-
tainable Sourcing).

Combination attribute A piece of information, registered by the IKEA supplier, which defines the properties of a
(in Connect) combination in Connect. A combination attribute describes the criteria for when condi-
tional verification requirements in the Product Documentation apply.

Connect The IKEA Connect archive. Connect is the IT tool used by IKEA suppliers and IKEA to store
verification documents and data for IKEA articles.

Connection in Connect Connection between:

• combination and article,
• verification document and combination,
• verification document and article,
Consumer pack The packaging that carries the sales item identification label and is added by the IKEA
sales item supplier to contain and protect the product when it is purchased by the cus-
tomer (the consumer).

General Agreement A supplier who has a general agreement with IKEA and receives requirements directly
(GA) supplier from IKEA for furniture components or similar sub-products, which they supply to the
supplier of the IKEA sales item, under the general agreement with IKEA.

GHS format (of SDS) The Globally Harmonized System of Classification and Labelling of Chemicals (GHS) is a
global agreement including requirements on SDS. Many countries’ SDS rules are based
on GHS, including those of the EU.

According to GHS, the information in should be presented under the following 16

headings, in the order given:
1. Identification
2. Hazard(s) identification
3. Component/information on ingredients
4. First-aid measures
5. Fire-fighting measures
6. Accidental release measures
7. Handling and storage

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Term Definition
8. Exposure controls/Personal protection
9. Physical and chemical properties
10. Stability and reactivity
11. Toxicological information
12. Ecological information
13. Disposal considerations
14. Transport information
15. Regulatory information
16. Other information

IKEA-approved Test laboratory or certifier listed in IKEA “TRS Lab Search” system (accessed through Sup-
laboratory plier Portal).
Note: an IKEA-approved laboratory is approved for one or more individual test methods.
It is not approved for test methods that are not listed for that lab in TRS Lab Search.

IKEA article Article produced for IKEA by the IKEA supplier.

Note: this means that for an IKEA supplier who is not the supplier of the IKEA sales item,
the “IKEA article” is not the sales item.

IKEA sales item A product available for purchase by an IKEA customer. Sales item refers to the product in
the form that it is delivered by the IKEA supplier.

IKEA supplier A supplier who has a contract with IKEA and receives requirements directly from IKEA on
the article that they produce. This means:
• Supplier of the IKEA sales item.
• General Agreement (GA) supplier.
• Supplier to IKEA Components of items with a product description from IKEA Com-
ponents.
• IKEA Components commission supplier, i.e. a supplier supplying items to an IKEA sup-
plier, under a commission agreement with IKEA Components, and where the items
have a product description from IKEA Components.

Issue date of an SDS The date when the version of the SDS was compiled. For first version of an SDS, this is the
date when the data was originally compiled. Issue dates after that are at each revision/
review by the issuer.

Note: printout date, if not connected with a revision/review of the SDS, is not an issue
date (even if it may sometimes be called that on some SDSs).

Latin-based alphabet Alphabet using Latin/English letters, that is a, b, c, d, e, ..., as well as letters based on
these letters but with added marks, such as à, á, ä, ć, ç, č, đ, é, ę, ğ, ı , ł, ö, ő, ... .

Material grade A material where the material composition and key properties are defined in a standard.
Example: a metal alloy standard. Example: a metal alloy standard.

Official stamp A stamp, chop or seal used by the company on a document as an official statement.
Equivalent to signature.

Physically identical Articles with different article numbers but exactly the same structure, same components,
article same colour, the only difference being administrative, meaning different article numbers
for different regions and the consequent differences in labels/markings.

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Term Definition
Producer of a The company who:
material/com- • does the last processing of the material/component, or (for process:) who carries out
ponent/process the process; or
• sells the material/component/process under their own brand.

For solid wood and for wood-like natural materials, the material producer does not need
to be the forestry company or the saw mill. The producer can also be seen as any pro-
cessor downstream from the forestry/cultivator/saw mill.

For metal, the material producer does not need to be the metal melter. The producer can
also be seen as any processor downstream from the metal melter.

Notes:
- A sub-contractor cannot count as the producer of a material or component that they
receive from their customer, even if they subject it to a process, as they are not in
control of the supply chain of the material/component. If the last processing is done
by a sub-contractor, then the customer who orders the processing counts as the last
processor of the material or component.
The sub-contractor can only be responsible for the materials that they buy or for the
actual process that they carry out. For example, if the sub-contractor buys and
applies inorganic coatings to the customer’s component, the sub-contractor may be
seen as the producer of the surface coating layer in so far as regards properties that
are not dependent on the substrate.
- A company who distributes materials/components of their sub-supplier’s brand and
doesn’t do any processing of the materials/components is not a producer, they are a
distributor.
Product The requirements on the article that are given to the IKEA supplier in Product Docu-
Documentation mentation (PDOC), and as updated according to Supplier Implementation Requests (SIRs).
(PDOC)
References to the Product Documentation in this specification also concern Product
Description or equivalent for products for IKEA Components.

Production batch A production batch manufactured on the same occasion with the same raw materials and
constant process parameters.
The maximum length of production batch – even with the same raw materials and con-
stant process parameters – is seven days. After that it becomes a new production batch,
even if the producer hasn’t changed batch number.
A production batch should have a batch number. If the supplier of the materials/com-
ponents does not provide a batch number, then separate production dates shall be seen
as separate batches.

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Term Definition
Production Date For an IKEA sales item: the date when the IKEA sales item was completed. This is when
all parts, including warnings, instructions, labels and consumer pack as applicable, have
been put together as one unit, to be purchased by the IKEA customer.

For an IKEA article from a GA supplier: the date stated on its identification label. This is
the date when the last step of the production process that may affect the physical or
chemical properties of the material is completed.

For an IKEA article from IKEA Components supplier (including from an IKEA
Components commission supplier):
- For articles that are individually marked with a production date (on the article or on
its individual packaging), it is the date when the individual article was completed,
packaged and date-marked.

- For articles that are not individually marked with a production date, it is the date
marked on the smallest packaging unit.

- For packaging material from nominated packaging supplier, the production date is
according to requirements in Product Documentation (SIR). (At time of publication
of this specification, IOS-PRG-0089 version 3, these requirements are found in IOS-
P-0010 General packaging requirements or IOS-P-0013 General packaging requirements
for kitchen & laundry appliances.)

Depending on the requirements in the Product Documentation, the production date (as
marked on the article) may cover a day, a week or other period.

Renewal period The time period for which a verification document in Connect can be active before it is
required to be renewed regardless of any change in the verified item.

Default renewal period according to IOS-PRG-0089 is one year, but other renewal period
can be stated in the requirement source.

Representative test A representative test is a test where the tested sample (material/component/process/
construction-within-an-article/complete-article) represents other materials/components/
processes/constructions/articles that differ only by factors that do not affect the results of
the performed test.
This means that if a representative case is tested and passes, the other cases covered by
this representative test are equally certain to pass as if they had been tested themselves
and passed.

Requirement source The requirement source for a verification document is the requirement document (e.g.
specification or technical description) in Product Documentation which contains the
requirement to be verified.
In Connect, there is a data field called “Requirement Source”.

Sales documents Documents which are prepared and used during and immediately after sales of goods.
For example: bill of sale, contract of sale, receipt, invoice, or other documentation which
identifies the buyer, seller, item(s) purchased, and the date (or time period) of purchase.

Self declaration A declaration issued by the producer or supplier of an item (production input, such as a
material or a component) to confirm that a requirement is fulfilled.

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Version no: AA-1967355-3 General requirements for verification
documentation

Term Definition
If a document is required to be registered in Connect as document type “Self declaration”
it is a self declaration, whereas if it is to be registered as any other document type, it is
not a self declaration.

Sub-contractor A company who receives materials or components from their customer and operates a
process on them and supplies back the processed materials/components to the cus-
tomer. The materials/components remain the property of the customer, not the sub-
contractor, during the process.

Trade name The name used when ordering (selling/buying) the item (such as a material or a compo-
nent). This can be trade name, commercial name, item ID, product code or equivalent.

Transport documents Documents used to convey information about goods that are transported (by water, land
or air).

Transport documents (consignment notes, waybills) include:

• Bill of lading – for sea freight.
• CMR – for road freight.
• CIM or SMGS – for rail freight.
• Air waybill (AWB) – for air freight.

Undue influence Undue influence in this case refers to actions undertaken by a test orderer or their agent
to attempt to influence a test laboratory to change their results in a way that is not ob-
jectively warranted. Examples of undue influence include actions advantageous to the
test laboratory or their staff such as gifts, bribes, the promise of business, and similar
benefits. Undue influence can also include threats of actions disadvantageous to the test
laboratory such as the threat of loss of business.

Examples of what is not undue influence (i.e., what is permitted): Request that an error in
a test report is corrected. The request must be based on facts. The test laboratory always
has the final word in deciding whether to approve the request. (Note: If the request is
rejected, any further attempt to force the laboratory to give in to demands to change the
test results constitutes undue influence.)

Verification document A document used to show compliance with a requirement. For example, a test report, a
self declaration or a certificate.

Note: a verification document is not necessarily a document that is required to be in

Connect. But the requirements in IOS-PRG-0089 for verification documents only apply to
documents required to be in Connect, unless otherwise stated.

Worst-case testing A worst-case test is a test where the tested sample (material/component/process/
construction-within-an-article/complete-article) represents a worst case compared with
other materials/components/processes/constructions/articles, where at least one
affecting factor may differ, but it is clearly identifiable which is the worst case.

This means that the worst case is the sample that is the most likely to fail the test. And, if
the worst case is tested and passes, the other cases covered by this worst-case test are at
least equally certain to pass as if they had been tested themselves and passed.

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 Specification
Spec. no: IOS-PRG-0089
Date: 2022-01-10
Version no: AA-1967355-3 General requirements for verification
documentation

10 References
Links provided in the References are for information purposes only and are valid at the time of publication
of this specification.

Table 7: References
Reference Name
GHS Latest version (9th) of GHS that can be found at the link below:
https://unece.org/sites/default/files/2021-09/GHS_Rev9E_0.pdf
GHS description of SDS format is in Section 1.5.3.2.

Summary of changes in version 3

Changes are marked with a line in the left-hand margin. A double line to the left of a heading means that a
new section has been added or that the overall content in the section has been significantly changed.

Table 8: Summary of changes in version 3

Page Section Requirement Change
2 About this Unless otherwise stated, the Clarification of scope of most
specification requirements only apply to requirements.
verification documents required to
be in Connect.
2 About this Reminder that sections 3, 4, 5, 6 Clarification.
specification and 9 are also aimed at sub-
suppliers and need to be shared
with them.
2 Planned future Intention to become stricter in the New section.
changes. future regarding inconclusive TRs.
3 1 Handling differences between New section.
documentation requirements in
the Product Documentation
3 2 Traceability New section (moved from IOS-MAT-0010).
3 3.1 Readability New section.
4 3.2 Language Exception added that sales documents
and transport documents are not in the
scope of the English language require-
ment.
4 3.2 Language For documents not required in English,
requirement for camera readability (or
English language translation) added.
4 3.4 Availability of verification Clarification of requirements on availabi-
documents lity and renewal of verification documents,
including meaning of ‘one-time’
verification document.
5 3.6 Verification documents with New section (clarification).
changed requirement source or
requirement
5 4.1 Showing compliance, including New section.
rules for test uncertainty.

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Version no: AA-1967355-3 General requirements for verification
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6 4.2 Tests from IKEA-approved Clarification that this requirement does

laboratories not apply if there is no approved
laboratory for the test method.
6 4.2.1 Rules for IKEA co-workers to be in Clarification concerning e-mail address.
the scope of being able to request
TRs.
6 4.3 Sample description Extensively revised section. More detailed
and clearly defined requirements on
sample description.
8 4.4 Representative and worst-case • Editorial clarifications
testing. • Documentation demonstrating that a
test is representative or worst-case for
the other samples that it represents
shall be provided to IKEA on request.
9 4.5 Conditional test report New section.
requirements.
9 4.8 Revision or changes to a test New section. Aligned with new rules given
report. by IKEA to the IKEA-approved test labs.
10 5 Default requirements for self New section. Based on requirements in
declarations. IOS-MAT-0010, additionally:
• Clarified that when the SD states com-
pliance from ‘delivery date’, this means
the dispatch date from the supplier.
• The issuer of the SD may use codes to
designate the producer; if the SD shall
state that the issuer will give the
identity of the producer(s) to IKEA on
request (this can be under non-
disclosure agreement).
11 6 Default requirements for safety New section.
data sheets (SDS), based on IOS-
MAT-0010 and other chemical
specifications.
12 7 Documents that shall be in Con- All specs with documents that need to be
nect according to requirement in Connect should now state that clearly.
sources in the Product And when they do, then IOS-PRG-0089
Documentation. kicks in.
12 7 If the IKEA supplier chooses to The Connect requirements now also apply
register a verification document in in this case.
Connect that the Product
Documentation says shall be
available on request.
12 7.1.1 Connecting documents in Connect Clarification of the IKEA supplier’s
as a statement by the IKEA responsibility to secure required
supplier. documentation for all supply chains of
materials etc.
13 7.2.1 Parallel combinations to be Requirement made more flexible but with
connected at the same time, added clarifying note.

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Version no: AA-1967355-3 General requirements for verification
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13 7.2.2 Information in material, com- • Requirements for naming combi-

ponent and process combinations. nations moved here to the Connect
section and further clarified.
• Requirements for naming component
and process combos added.
• Exceptions for naming of old Connect
combinations.
14 7.3 Rules for active-from and active-to New section
dates in Connect
17 7.3.4 Extending the active period of a Based on the amendment, with
verification document for a clarifications and additions.
material/component/process
18 7.4 Requirement source • Clarified that also sub-type and level
shall be given for each requirement
covered in a verification document.
• Requirement to include all relevant
specifications as requirement source in
Connect.
• Rule for what to do if the requirement
source of a requirement changes.
19 7.5.1 Registering a test report ID • Clarification
• Moved the appendix with examples to
a guide on the Supplier Portal.
20 7.6 Replacing documents Clarification.
20 7.7 Correcting mistakes Re-structuring and some clarifications and
modifications.
20 7.7.2 Minimising the overlap time The rule here is limited to correcting
mistakes. For normal replace procedure,
see the updated guide.
20 8 Information to be provided to IKEA New section with “three-days, five-years”
on request. rule
21 9 N/A In Definitions, almost all terms are
updated or new

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