Seed-to-Sale Tracking Standard Operating Procedure

Initial Entry Requirements

• Record source (mother plant ID, seed lot number, or vendor)
• Propagation date and method (clone, seed)
• Strain/cultivar name and genetic lineage
• Growing medium and container size
• Assigned batch ID (group tracking permitted in most states)

Batch Tracking Limits

Most states allow batch tracking for immature plants (typically up to 100 plants per batch). Document batch creation date, strain, and initial count. Update batch count within 24 hours of any plant destruction or transfer.

Tag Assignment Protocol

• METRC: Affix RFID plant tag to main stem or container within 24 hours of transition to vegetative phase
• BioTrackTHC: Print and attach barcode label to plant container
• Verify tag scan/read functionality before finalizing in system
• Document tag ID, plant strain, and transition date
• Photograph tagged plant for backup records

Phase Change Documentation

Record all phase transitions (immature → vegetative → flowering) within 24 hours:

• Date and time of phase change
• Plant height and health status
• Growing location (room/zone ID)
• Responsible employee ID

Required Data Points

• Harvest date and time
• Plant tag IDs included in harvest batch
• Wet weight (total and per-plant if required by state)
• Assigned harvest batch ID
• Drying location and method
• Responsible employee(s)

Weight Loss Documentation

Most states expect 70-80% weight loss from wet to dry. Deviations exceeding 10% may trigger compliance review. Document environmental conditions (temperature, humidity) during drying period.

Package Tag Assignment

• Create package in tracking system before physical packaging
• Assign RFID/barcode package tag
• Record source harvest batch ID(s)
• Document net weight (to 0.01g precision)
• Specify product type (flower, trim, shake, pre-roll, etc.)
• Enter strain name and cannabinoid profile (if tested)

Package Adjustments

Any weight adjustment to an existing package requires system documentation:

• Reason for adjustment (sampling, testing, repackaging)
• New net weight
• Adjustment date and employee ID
• Destination of removed material (waste, testing, new package)

Manifest Data Elements

• Originating facility license number and address
• Destination facility license number and address
• Departure date/time and estimated arrival date/time
• Transporter information (name, license, vehicle details)
• Package tag IDs and quantities
• Product types and total weights
• Route information (if required by state)

Acceptance Checklist

• Verify manifest number matches physical paperwork
• Scan/count all package tags listed on manifest
• Inspect packages for damage or tampering
• Weigh packages and compare to manifest weights (±3% tolerance typical)
• Accept or reject transfer in tracking system within 24 hours
• Document any discrepancies with photos and written notes

Discrepancy Reporting

Discrepancies exceeding state tolerance (typically 3% weight variance or missing packages) must be reported to the regulatory authority within 24 hours. Retain all documentation and contact originating facility immediately.

Daily Checklist

• Generate inventory report from tracking system (plants, packages, waste)
• Physically count all plants in each growth phase
• Scan all package tags and verify weights for high-value inventory
• Compare physical counts to system records
• Investigate and document any discrepancies
• Update system records if errors identified
• Sign and date reconciliation log

Acceptable Variance Thresholds

Most states allow minor variances without immediate reporting:

• Plant count: 0% variance (must match exactly)
• Package weight: ±3% variance (moisture loss, scale calibration)
• Waste: ±5% variance (material adherence, moisture)

Variances exceeding thresholds require regulatory notification within 24 hours.