DATA COLLECTION CHECKLIST
Enterprise Standard Framework - Complete Documentation
SECTION A: COMPANY INFORMATION & LEGAL
A.1 Company Information
- Business registration certificate
- Tax identification number
- Company charter and bylaws
- Organizational structure chart
- Shareholder information and ownership structure
- Board of directors and management team details
A.2 Certifications & Licenses
- Retail business license
- Jewelry trading permits
- Quality certifications (ISO, GIA, etc.)
- Import/export licenses (if applicable)
- Fire safety and building permits
A.3 Contracts & Agreements
- Lease agreements for retail space
- Supplier contracts and terms
- Partnership agreements
- Insurance policies (property, liability, inventory)
- Service provider contracts (security, cleaning, maintenance)
SECTION B: PRODUCT INFORMATION
B.1 SKU Catalog by Series
- Complete product catalog with SKU codes
- Product series and collections breakdown
- Product specifications (materials, dimensions, weight)
- Gemstone details (type, carat, clarity, color, cut)
- Metal specifications (gold karat, silver purity, platinum grade)
- Product images (high-resolution, multiple angles)
- Certificates of authenticity
- Product lifecycle status (active, discontinued, seasonal)
B.2 Inventory Information
- Current inventory levels by SKU
- Inventory location mapping (display, vault, warehouse)
- Inventory valuation methods
- Stock movement history (last 12-24 months)
- Reorder points and safety stock levels
- Slow-moving and obsolete inventory reports
- Consignment inventory details (if applicable)
B.3 Pricing Information
- Retail price list by SKU
- Cost of goods sold (COGS) breakdown
- Pricing strategy and markup percentages
- Discount policies and promotional pricing
- Competitor pricing analysis
- Price adjustment history
- VIP and wholesale pricing tiers
SECTION C: STORE & OPERATIONS
C.1 Furniture & Display Items
- Store layout and floor plan
- Display case inventory and specifications
- Furniture list (counters, seating, storage)
- Lighting system details
- Security equipment (cameras, alarms, safes)
- POS hardware and equipment
- Visual merchandising guidelines
C.2 Store Opening & Operations Documents
- Standard operating procedures (SOPs)
- Opening and closing checklists
- Cash handling procedures
- Security protocols
- Emergency response procedures
- Store hours and scheduling policies
- Maintenance schedules
SECTION D: HUMAN RESOURCES
D.1 Product Training Handbook
- Product knowledge training materials
- Gemstone and metal education guides
- Sales techniques and customer service training
- Brand story and values
- Competitor comparison guides
- Certification programs for staff
D.2 HR Documentation
- Employee roster and organizational chart
- Job descriptions and role specifications
- Employment contracts and agreements
- Compensation and benefits structure
- Performance evaluation criteria
- Employee handbook and policies
- Training records and certifications
SECTION E: FINANCIAL & ACCOUNTING
E.1 Accounting System
- Chart of accounts
- Accounting software details and access
- General ledger structure
- Journal entry procedures
- Month-end and year-end closing procedures
- Audit trail documentation
E.2 Tax
- VAT registration and compliance documents
- Corporate income tax filings (last 3 years)
- Personal income tax for employees
- Import/export tax records
- Tax incentives and exemptions
- Tax audit history and correspondence
E.3 Banking & Payment
- Bank account details and statements
- Payment gateway and merchant accounts
- Credit card processing agreements
- Loan agreements and credit facilities
- Cash flow management procedures
- Foreign exchange policies (if applicable)
E.4 Financial Reports
- Income statements (last 3 years, monthly)
- Balance sheets (last 3 years, quarterly)
- Cash flow statements
- Budget vs. actual reports
- Financial projections and forecasts
- Accounts receivable and payable aging reports
- Profitability analysis by product line
SECTION F: TECHNOLOGY SYSTEMS
F.1 Store Management System
- POS system documentation and user guides
- Inventory management system details
- CRM system and customer database
- E-commerce platform (if applicable)
- System integration architecture
- Software licenses and subscriptions
- IT support and maintenance contracts
- Data backup and recovery procedures
F.2 Digital Infrastructure
- Network infrastructure and topology
- Hardware inventory (servers, computers, tablets)
- Cybersecurity policies and measures
- Data privacy and GDPR compliance
- Cloud services and hosting details
- System access controls and user permissions
SECTION G: CUSTOMER & SALES
G.1 Customer Information
- Customer database and segmentation
- VIP customer profiles and preferences
- Customer purchase history
- Loyalty program details and membership tiers
- Customer feedback and satisfaction surveys
- Customer lifetime value analysis
G.2 Sales Process
- Sales process flowchart and documentation
- Sales scripts and conversation guides
- Quotation and proposal templates
- Order processing procedures
- Return and exchange policies
- Warranty and after-sales service terms
- Sales performance metrics and targets
G.3 Marketing
- Marketing strategy and annual plan
- Brand guidelines and visual identity
- Marketing budget and spend allocation
- Digital marketing campaigns (social media, email, SEO)
- Traditional marketing materials (brochures, catalogs)
- Event marketing and sponsorships
- Marketing performance analytics
- Customer acquisition cost and ROI analysis
SECTION H: SUPPLY CHAIN
H.1 Suppliers
- Supplier master list with contact details
- Supplier contracts and terms of trade
- Supplier performance evaluations
- Payment terms and credit arrangements
- Quality control and inspection procedures
- Supplier diversity and risk assessment
- Ethical sourcing and sustainability policies
H.2 Logistics
- Inbound logistics procedures
- Receiving and inspection protocols
- Warehouse management procedures
- Shipping and delivery processes
- Freight forwarder and courier contracts
- Customs and import documentation
- Logistics cost analysis
SECTION I: ANALYTICS & REPORTING
I.1 Historical Data
- Sales data (last 3 years, by month, product, channel)
- Customer traffic and conversion rates
- Average transaction value and basket size
- Seasonal trends and patterns
- Product performance and bestsellers
- Customer retention and churn rates
I.2 KPI & Metrics
- Key performance indicators dashboard
- Sales per square meter
- Inventory turnover ratio
- Gross margin and net profit margin
- Customer acquisition cost (CAC)
- Return on investment (ROI) by channel
- Employee productivity metrics
- Benchmarking against industry standards
SECTION J: COMPLIANCE & RISK
J.1 Compliance
- Regulatory compliance checklist
- Consumer protection law compliance
- Anti-money laundering (AML) procedures
- Know Your Customer (KYC) policies
- Environmental compliance (if applicable)
- Labor law compliance documentation
- Compliance audit reports
J.2 Risk Management
- Risk assessment matrix
- Business continuity plan
- Disaster recovery procedures
- Insurance coverage details
- Fraud prevention measures
- Crisis management protocols
- Incident reporting and investigation procedures
SECTION K: STRATEGIC INFORMATION
K.1 Business Plan
- Executive summary and vision statement
- Mission, values, and strategic objectives
- 3-5 year strategic plan
- Market analysis and opportunity assessment
- Growth strategy and expansion plans
- Investment requirements and funding sources
- Exit strategy (if applicable)
K.2 Competitive Analysis
- Competitor profiles and market positioning
- SWOT analysis (Strengths, Weaknesses, Opportunities, Threats)
- Market share analysis
- Competitive pricing comparison
- Differentiation strategy
- Industry trends and market dynamics
- Barriers to entry and competitive advantages