Storage & Handling

Storage and handling are where good documentation either stays true—or becomes meaningless.
If you mix lots, break seals, lose labels, or skip receiving logs, your batch file stops being defensible.
This page sets conservative, documentation-first handling guidance for EU-focused wholesale THCA operations.
This is not legal advice.

The handling rule (protect batch identity)

Rule: Never allow a batch/lot to lose its identity. If you can’t prove which lot a unit belongs to, you can’t defend your COA,
your receiving record, or your resale documentation.

Receiving controls (where most disputes are born)

Receiving is not a quick glance. It’s your one chance to document condition and identity before the product is integrated into inventory.

Receiving checklist (minimum)

Photo log: outer cartons, seals, labels, any damage (time-stamped where feasible).
Document match: invoice and packing list align with what arrived.
Lot ID match: batch/lot IDs on labels match COAs and paperwork exactly.
Counts/weights spot-check: verify obvious discrepancies immediately.
Condition check: compromised packaging, moisture exposure indicators, broken seals.

Document rules: /compliance/shipping-documents/
Traceability standard: /compliance/batch-traceability/

Quarantine triggers (define them before you need them)

If you don’t define quarantine triggers ahead of time, you will argue about them during disputes. That’s amateur hour.

Recommended quarantine triggers

Lot ID mismatch between labels and COA/invoice/packing list
Missing documentation (COA set incomplete, missing packing list details)
Damaged or opened packaging (broken seals, punctures, contamination risk)
Evidence of mishandling (water damage, crushed cartons, severe odor transfer)
Unclear chain (units separated from outer labels and not traceable)

If quarantined: separate physically, tag clearly, and pause redistribution until resolved through controlled documentation.

Batch segregation (don’t mix lots)

Batch mixing destroys traceability. Even if the product “looks the same,” the documentation does not.

Segregation rules (practical)

Store each batch/lot in a clearly labeled zone/bin.
Do not combine partial units from different lots.
Maintain a lot-to-location log (simple is fine, consistent is required).
When re-packing (if ever), preserve lot ID and record the action in the batch file.

Traceability: /compliance/batch-traceability/
Packaging identity: /compliance/packaging-labeling/

Label integrity (identity must remain readable)

Labels that smear, peel, or get covered are a compliance failure. If you cannot read the lot ID, you cannot defend the lot.

Label integrity checks

Lot IDs remain legible on both inner and outer packaging
No “handwritten corrections” to lot IDs (treat as mismatch and investigate)
Damaged labels trigger relabeling with controlled procedure (and documentation)

Label rules: /compliance/packaging-labeling/.

Environmental handling (keep it conservative)

This page does not provide environmental guarantees or product-specific preservation claims. Your SOP should be conservative and consistent.
The goal is to avoid preventable degradation and prevent disputes about storage conditions.

Operational expectations (buyer-controlled)

Keep storage areas clean, dry, and controlled according to your internal policy.
Reduce unnecessary handling and exposure events.
Use sealed packaging and preserve seals where applicable.
Log incidents (temperature excursions, water exposure, contamination events) if they occur.

Tie these controls into your QA SOP: /documentation/quality-assurance/.

Handling logs (simple logs beat no logs)

You don’t need enterprise software to be disciplined. You need consistent records.

Minimum records to maintain

Receiving log: date/time, shipment ID, lots received, condition notes, photos
Lot location log: lot ID → storage location
Quarantine log: trigger reason, actions taken, resolution
Repack/relable log (if applicable): who, when, why, what changed

Document flow reference: /documentation/shipping-flow/.

How storage/handling connects to shipping and inspections

If a shipment is held or questioned, your ability to respond depends on document coherence and lot identity.
Handling discipline protects that.

Shipment packet remains consistent with what you received and stored.
Lot identity stays intact from arrival through redistribution.
Disputes can be addressed with photos, logs, and matching lot IDs.

Inspection context: /insights/thca-customs-inspections/
Shipping documents: /compliance/shipping-documents/

FAQ

Do we really need to segregate lots if they’re the same product?

Yes. COAs and traceability are lot-specific. Mixing lots destroys the chain between COA and inventory.
See /compliance/batch-traceability/.

What should trigger quarantine?

Lot ID mismatches, missing documentation, damaged packaging, or any condition that breaks identity or integrity.
Use the quarantine triggers above and integrate them into your SOP at /documentation/quality-assurance/.

Do we need photos for every shipment?

If you want to reduce disputes, yes. A simple photo log at receiving is low effort and high value.

Can we relabel packages if a label is damaged?

Only with a controlled process and documentation. Never “guess” lot IDs or hand-correct them. Treat unclear identity as a mismatch until verified.
Reference: /compliance/packaging-labeling/.

Is this legal advice or a guarantee of product stability?

No. This is operational guidance for documentation and handling discipline.