Many sustainability reporting delays are caused by data collection rather than calculation.
The reporting methodology may already be defined, and the required framework mapping may already be complete. However, the underlying data is often held by different teams across the organization.
For example, diesel consumption may be managed by a plant manager, refrigerant records by facilities, business travel data by finance, and headcount data by HR. These teams may have different priorities and may not work to the same reporting schedule as the sustainability team.
When requests are sent through individual emails, the process can become difficult to manage. Requests may be missed, sent again, answered late, or returned in an incomplete format.
A more effective approach is to use a structured data request process. Each request should clearly define what data is required, who is responsible for providing it, the period covered, the deadline, and the facilities or business units included.
This makes the collection process easier to manage and creates a clear record of what was requested and what was received.
Why structured data requests are more effective than email
Request Data allows teams to send a defined data request to specific people within the organization.
The user selects a data category, reviews the generated template, chooses the recipients, sets the reporting period and deadline, and can limit the request to specific facilities. Responses are then linked to the request that generated them.
The main difference from a standard email is that the important details are defined before the request is sent:
- The category. The request clearly states what type of data is required using the same categories used in the reporting process
- The recipients. Specific people are assigned responsibility for providing the requested data
- The period. The exact reporting period is defined, reducing confusion about which months or dates should be included
- The deadline. A clear due date is included in the request
- The scope. The request can be limited to specific facilities so that each person only receives requests relevant to their responsibilities
These details reduce common data collection problems.
If the request is unclear, the recipient may provide the wrong data. If no individual is clearly responsible, the request may not be answered. If the reporting period is not defined, the response may cover the wrong dates.
How to create a clear data request
When a data category is selected, Hydrus generates a request template for that category.
The template should be reviewed before the request is sent because it determines how clearly the recipient understands what information is required.
A good request should explain both what data is needed and how it should be provided. Before sending the request, check that the template clearly states:
- The unit required and whether the value should come from a meter, invoice, estimate, or another source
- The supporting document that should be provided, such as a utility bill, meter reading, fuel card statement, or operational log
- What the recipient should do if only partial data is available
- Who the recipient should contact if they are not responsible for the requested data
- A short explanation of why the data is needed
Units should always be clearly defined.
For example, natural gas may be reported in cubic metres or therms, fuel may be recorded in litres or gallons, and electricity may be reported in kWh or MWh. If the expected unit is not specified, the data may need to be corrected or converted later, increasing the risk of errors.
How to set data request deadlines
Individual request deadlines should be planned as part of the overall reporting schedule.
Work backward from the final disclosure date:
- Assurance fieldwork starts
- Internal review and sign-off are completed
- Calculations and variance checks are completed
- All required data is complete
- Data requests are due
- Data requests are sent early enough to allow time for reminders and corrections
The deadline on the request should be earlier than the date when the data is actually needed.
This creates enough time to follow up on missing responses, correct errors, resolve questions, and review supporting documents before calculations and internal reviews begin.
If the request deadline is set too close to the final calculation or reporting deadline, even a small delay can affect the full reporting schedule.
Why data requests should be documented
A structured request is also part of the reporting record.
During assurance or internal review, organizations may need to explain how data was collected, especially when information is incomplete, estimated, or unavailable.
A recorded request can show who was asked to provide the data, what information was requested, which reporting period was covered, when the request was sent, when it was due, and whether a response was received.
This provides clearer evidence than an informal request made verbally or through an untracked message.
The same information can also help organizations assess and improve their data collection process over time.
For example, teams can review:
- How many data requests were sent
- How many requests received a response
- How many responses were submitted by the deadline
- Which types of data are frequently incomplete
- Which teams or facilities regularly require follow-up
These measures can help identify recurring data collection issues and improve future reporting cycles.
In Hydrus, data requests are managed alongside other data ingestion methods such as APIs, file uploads, and OCR-processed documents. Responses can be linked to the facilities and reporting periods defined in the original request.
This means that data used in CSRD, ISSB, or GHG Protocol reporting can be traced not only to the supporting source document, but also to the request that collected it, the person who provided it, and the date it was submitted.
For each data point collected from a colleague rather than directly from a system, the organization should be able to identify who was asked, what information was requested, when the request was sent, and what information was received.
Internal data collection should therefore be managed as a defined and documented part of the reporting process. A structured request process improves consistency, accountability, traceability, and readiness for review or assurance.
This guide is educational and not legal advice.