> ## Documentation Index
> Fetch the complete documentation index at: https://docs.salvidia.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Organisation data checklist

> Every data item that feeds an organisation footprint, who usually holds it, the form it arrives in, and which items are worth chasing before the rest.

You do not need everything here to start. A first pass built mostly on spend is a legitimate footprint, and it tells you where to aim next. The items you cover with real activity data are the ones your number will hold up on.

Each table below gives the item, who usually holds it, and what it looks like when it arrives. Work down each table in order: they are sorted by how much accuracy each item buys you.

## Scope 1: what you burn and leak

| Data                               | Usually held by        | Arrives as                                             |
| ---------------------------------- | ---------------------- | ------------------------------------------------------ |
| Fuel for company vehicles          | Fleet manager, finance | Fuel card statement, litres or dollars per transaction |
| Natural gas or LPG for buildings   | Facilities, finance    | Utility bill per site and period                       |
| Diesel for generators or equipment | Site managers          | Fuel purchase records or delivery dockets              |
| Refrigerant top-ups                | Maintenance contractor | Service report, quantity in kg by gas type             |
| Process emissions                  | Operations             | Production records, if you run an industrial process   |

<Note>
  Refrigerants are the item most often missed. HFC leakage is Scope 1 and is often material for retail, hospitality, and cold chain, but it never appears in your accounts because you are billed for a service call rather than for the gas. Ask your maintenance contractor for top-up quantities by gas type.
</Note>

## Scope 2: the energy you buy

| Data                              | Usually held by      | Arrives as                                                   |
| --------------------------------- | -------------------- | ------------------------------------------------------------ |
| Electricity per site              | Facilities, finance  | Bill or retailer portal export, kWh per site per period      |
| GreenPower or renewable contracts | Finance, procurement | Contract or certificate, percentage or volume                |
| Purchased steam, heat, or cooling | Facilities           | Supplier invoice, where you buy these from a district system |

Both electricity figures matter. Your consumption drives the location-based number, and your contracts drive the market-based one. Both are required for a compliant inventory, so collect the contract alongside the bill.

## Scope 3: everything your activity causes

These are the categories worth collecting directly, because they are usually material.

| Data                    | Usually held by            | Arrives as                                             |
| ----------------------- | -------------------------- | ------------------------------------------------------ |
| Flights                 | Travel manager, agent      | Itinerary report with route, class, and whether return |
| Hotel nights            | Travel or expenses         | Nights by city, from bookings                          |
| Employee commuting      | HR or People               | Staff survey: postcode and usual mode is enough        |
| Waste                   | Facilities, office manager | Contractor report, tonnes or bin lifts by stream       |
| Freight                 | Logistics, finance         | Carrier report, weight and distance, or courier spend  |
| Capital goods           | Finance                    | Fixed asset additions for the period                   |
| Leased assets           | Property                   | Outgoings statements from the landlord                 |
| Home and remote working | HR                         | Headcount and days worked from home                    |
| Water                   | Facilities                 | Utility bill, kilolitres per site                      |

Not all of these apply to you. Capital goods matter if you bought vehicles, plant, or fitted out a building. Leased assets matter if you occupy space where the landlord holds the meter. Home working matters if a meaningful share of your team is remote.

## Filling the rest with spend

Nobody collects activity data for every supplier, and no standard expects it. For the long tail of professional services, software, marketing, and office supplies, your accounting ledger covers it.

Connecting your accounting platform reaches all of it at once, which is why it is worth doing early even though it is not your most accurate input. Finance can usually authorise it in minutes.

## Screening the categories you decide to skip

The GHG Protocol splits Scope 3 into fifteen categories. Most organisations have material emissions in three or four, and skipping the rest is legitimate.

What is not legitimate is skipping one you never looked at. A category you assessed and found immaterial is a finding you can defend. A category you never considered is a gap. Run your eye down [all fifteen](/guides/scopes-1-2-and-3-explained) once, note which do not apply and why, and keep that note.

## Where to go next

* [How to collect your data](/collecting-data/how-to-collect)
* [Requesting data from other people](/collecting-data/requesting-data)
* [What good data looks like](/collecting-data/what-good-data-looks-like)