Supplier risk decision archive index
Use this index after the supplier-risk decision minutes template. It gives procurement teams a single place to find every active supplier-risk decision, its proof bundle, owner, expiry date and next-order control before any new PO, payment release or exception is approved.
When this prevents risk
- A buyer changes category ownership and prior supplier restrictions are forgotten.
- A supplier asks for repeat-order release before the last recovery proof is closed.
- A manager approves a one-time exception but the expiry date is not tracked.
- Multiple meeting minutes exist, but no one can tell which decision is still active.
Archive success test
The index is working when a new operator can identify the latest valid decision, the evidence behind it, what action is blocked, who owns closure and when the control expires without opening every historical meeting file.
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Copy-ready archive table
| Column | Example entry | Control rule |
|---|---|---|
| Decision ID | SRD-2026-06-15-A | One unique ID per supplier decision line. |
| Supplier / scope | Supplier name · SKU/category · PO range | Separate unrelated suppliers and categories. |
| Current status | Watch / capped / conditional / hold / exit review | Use the latest controlled state from the minutes. |
| Decision summary | Conditional release only after inspection pass and revised packing list | Write the action in one sentence. |
| Evidence bundle | Inspection report, claim log, payment proof, communication record | Link proof or mark the evidence gap explicitly. |
| Owner / deadline | Buyer name · YYYY-MM-DD | Missing owner means no release. |
| Expiry / review date | Review on YYYY-MM-DD or after next shipment arrival | Controls must not become permanent by accident. |
| Next-order rule | No new PO above 30% volume until corrective action is closed | Every active risk row must define the next PO gate. |
Weekly maintenance routine
- Add every new meeting decision within one business day.
- Close archive rows only after proof is linked, not after verbal confirmation.
- Flag rows older than the review date for escalation or renewal.
- Before issuing any repeat order, search this index by supplier name and category.
Status labels
- Active: control is still blocking or limiting a supplier action.
- Pending proof: owner has a dated evidence requirement.
- Expired review: the row must be renewed, escalated or closed.
- Closed with proof: final evidence is archived and the next-order rule is lifted or replaced.
Anti-duplication rule
This index does not replace the evidence archive or meeting minutes. It points to them. Keep detailed proof in the evidence archive, keep discussion and decisions in the minutes, and use this page as the live control map that tells buyers which supplier decisions still matter today.