System of Record (SoR)
What Is a System of Record (SoR)?
A System of Record (SoR) is the authoritative data source for a specific business function. It is the primary location where critical information is created, stored, validated, and maintained in its most accurate and complete form.
Other platforms, dashboards, or applications may read or reference this data, but the SoR remains the single trusted database that defines the truth for that dataset.
Brands rely on Systems of Record to ensure data consistency across operations involving inventory, manufacturing, supply chain movement, quality checks, authentication, and compliance.
Why Systems of Record Matter
Modern operations generate large amounts of data across ERPs, supply chain systems, LIMS, packaging lines, digital verification apps, and field operations.
Without a central source of truth:
- Data becomes fragmented
- Processes rely on outdated or inconsistent information
- Compliance documentation becomes unreliable
- Decision-making degrades
A System of Record ensures:
- Clean, validated, consistent data
- Aligned reporting across teams
- Accurate product-level or batch-level histories
- Reliable audit trails
- Scaled automation without data conflicts
Examples of Systems of Record
- Different organizations use different SoRs based on their workflows:
- ERP systems (primary SoR for inventory, finance, procurement)
- LIMS (SoR for lab results, test parameters, quality validations)
- CRM (SoR for customer records and interactions)
- SCM platforms (SoR for logistics, warehouse, and routing data)
- Traceability platforms like Acviss (SoR for product identity, verification, and lifecycle data)
In many industries, no single system holds all authoritative data, so SoRs must interconnect.
How Systems of Record Work
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- Data is created or registered in the SoR (e.g., batch creation, product identity assignment, QC results).
- Other systems pull or sync data but do not overwrite the authoritative source.
- Each update is validated to maintain correctness and prevent duplication.
- Auditable history is maintained, ensuring accountability and compliance.
Downstream systems (BI dashboards, authentication engines, logistics apps) consume this data to execute workflows.
Benefits of an Effective System of Record
1. Data Integrity
Ensures consistent and accurate records across business operations.
2. Operational Efficiency
Reduces reconciliation work between teams and systems.
3. Compliance Support
Supports regulatory standards that require documented and verifiable history.
4. Streamlined Integrations
Makes API-based connections easier because data rules are clearly defined.
5. Better Decision-Making
Leaders access reliable data to forecast demand, validate production, monitor supply chain conditions, and assess product performance.
Where It Is Used
- Manufacturing
- Agro-chemicals
- Pharmaceuticals and medical devices
- FMCG
- Automotive and electronics
- Ecommerce and omnichannel distribution
- Food processing and regulated exports
Any industry requiring traceability, QC validation, or product authenticity depends on a strong SoR.
How Acviss Functions as a System of Record
- Acviss acts as the authoritative system for:
- Product identifiers (UIDs, serialized batches, digital twins)
- Verification results across distributor, retailer, and consumer touchpoints
- Authenticity events and anomaly detection
- Channel movement and lifecycle mapping
- Compliance documentation for brand protection cases
Acviss either integrates with existing ERPs and SCM systems or enhances them by becoming the source of truth for product authenticity and lifecycle intelligence.
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