Cannabis Documentation: SOPs, Quality Control & Compliance

Here’s what you need to know about cannabis business documentation in 30 seconds:

Area	What You Must Do	Why It Matters
Records	Keep everything for 5+ years	Legal requirement
SOPs	Document all procedures	Keeps operations legal
Testing	Track all lab results	Proves product safety
Systems	Use state-approved software	Required by law

Your 5 must-have documentation systems:

System Type	Purpose	Key Requirements
SOPs	Step-by-step guides	Written procedures for all operations
Quality Control	Product testing	Lab results, batch records
Compliance	Legal requirements	State-specific tracking
Document Management	Record storage	5-year retention minimum
Training Records	Staff compliance	Regular updates required

Bottom line: Bad documentation = fines and lost licenses. Good documentation = staying in business.

Want to stay legal? Focus on these basics:

Write clear SOPs anyone can follow
Test every batch
Keep ALL records for 5+ years
Train your team regularly
Use state-approved tracking systems

The rest of this guide shows you exactly how to set up these systems and avoid common mistakes that get cannabis businesses in trouble.

Standard Operating Procedures (SOPs)

Here’s what you need to know about SOPs in the cannabis industry:

Basic Documentation Requirements

Every SOP needs these core elements:

Element	Description	Purpose
Header	Title, document number, revision number	Quick identification
Author & Date	Who wrote it, when published	Accountability
Purpose	Brief explanation of the procedure	Clear understanding
Steps	Detailed instructions	Process guidance
Materials	Required tools and supplies	Resource planning
Change Log	History of updates	Version control

Main SOP Types

Your cannabis business NEEDS specific SOPs for these operations:

Operation Type	Required SOPs	Key Focus Areas
Cultivation	Growing protocols, pest management	Plant health, yield optimization
Processing	Extraction methods, packaging	Product consistency
Quality Control	Testing procedures, sample collection	Safety standards
Security	Access control, surveillance	Regulatory compliance
Inventory	Seed-to-sale tracking, storage	Stock management

Building Better SOPs

Here’s how to create SOPs that work:

Map out tasks that need clear instructions
Write step-by-step directions anyone can follow
Test each procedure in real conditions
Get your team up to speed
Check and update as needed

"Companies that invest in structured SOP implementation are rewarded with an average 24% increase in their profit margin." – Debbi Spranza, Chief Learning Officer, RMCC

The numbers don’t lie: 76% of manufacturing pros use SOPs, and 77% stick with them for over a year.

Make Your SOPs Work:

Use clear, simple words
Add visuals where they help
Get your team’s input
Update when things change
Keep digital copies safe

Here’s the bottom line: Your SOPs MUST match state regulations. Check your local cannabis laws first – or risk fines and licensing issues.

Quality Control Records

Quality Control Systems

Cannabis companies need solid QMS tracking for their production. Here’s what it takes:

Component	Purpose	Key Documentation
GMP Standards	Production control	Facility logs, staff training docs
Batch Tracking	Product tracing	Batch IDs, production dates, ingredients
Testing Protocols	Safety checks	Lab results, analysis certificates
Data Management	Record keeping	Chain of custody, sample logs

The BCC says you MUST test all products for:

Test Type	What’s Checked	Documentation Required
Potency	Cannabinoids	Batch test results
Safety	Pesticides, metals	Contamination data
Quality	Moisture, terpenes	Product specs
Microbial	Pathogens	Pass/fail proof

Lab Results and Testing

Here’s how Level One Labs in Arizona handles their testing docs:

1. Sample Collection

Each batch needs records of:

Sample collector ID
Collection time/date
Custody signatures
Batch size checks

2. Testing Process

Q-App software monitors:

Test methods
Equipment checks
QC steps
Data checks

"The Sartorius moisture analyzers have been a game-changer. They’re easy to use, fast, accurate, and we can add modules to keep up with demand." – Conner D. Griffeth, COO, Level One Labs

3. Data Package Requirements

Document Type	Contents	Purpose
Report Summary	Client details, methods	Test overview
QC Report	Control steps	Data validation
Sample History	Full timeline	Complete records
COA	Final results	Legal compliance

Pro Tip: Want faster results? A LIMS cuts testing time by 15-20%. LabWare GROW users get their compliance reports done faster with fewer mistakes.

"C15 transforms our QA process. It’s not just for storing docs – its search tools make finding and analyzing documents super easy." – Thomas Grupp, Director of IT, The Auxly Group

Meeting Legal Requirements

Cannabis businesses MUST use state-approved tracking systems. Here’s what you need to know:

State Tracking Systems

Each state has specific requirements:

Region	Required System	Key Features
California, Colorado, Michigan	Metrc	Real-time tracking, RFID tags
Arkansas, Florida, Hawaii	BioTrackTHC	Inventory management, POS integration
Washington, Pennsylvania	Leaf Data Systems	Compliance reporting, batch tracking

You need to track these items EVERY day:

Record Type	What to Track	Update Frequency
Inventory	Product quantities, locations	Daily
Sales	Transaction details, customer limits	Real-time
Transport	Manifests, routes, delivery confirmations	Per shipment
Disposal	Waste amounts, disposal methods	As needed

Audit Prep

Here’s what state inspectors look for:

Document Category	Required Items	Storage Format
Business Records	Licenses, permits, tax docs	Physical + Digital
Operations	SOPs, training records, batch logs	Digital System
Financial	Sales records, expense tracking	Accounting Software
Testing	COAs, lab results, sample records	LIMS/Digital

Want to pass your next audit? Here’s how:

1. Build Your Compliance Binder

Your binder needs these basics:

Operation licenses
Vendor agreements
Employee records
Tax documentation
Inspection reports

2. Go Digital

Track these items in state-approved software:

Daily inventory counts
Employee access logs
Product movement
Waste disposal records

3. Check Everything Monthly

Look for:

Expired documents
Missing records
Data accuracy
System updates

By 2028, cannabis businesses will spend $3,617.07 million on tracking software. That’s because digital systems aren’t optional anymore – they’re how you stay legal.

Bottom Line: Keep paper AND digital records. When systems crash (and they will), paper records keep you compliant.

Document Management Tools

Cannabis businesses need specific software to manage their documents. Here’s what it costs:

System Type	Monthly Cost Per User	Best For
Cloud-based Basic	$10-$20	Small dispensaries
Cloud-based Standard	$20-$50	Mid-size producers
Cloud-based Premium	$50-$100	Multi-state operators
On-premise (10 users)	$500 one-time	Single location
On-premise (100+ users)	$20,000+ one-time	Large enterprises

Here’s what the top cannabis software can do:

Software	Main Features	Integration
Metrc	RFID tracking, lab testing	15+ states
Akerna MJ Platform	Seed-to-sale tracking, inventory	Multiple states
Cova POS	Two-way Metrc sync, automated reporting	All legal markets
PowerDMS	Policy control, training docs	Cloud-based

Your systems need to work together. Here’s how they connect:

System Type	What It Tracks	Connected Systems
Seed-to-Sale	Plant lifecycle	State reporting
POS	Sales, inventory	Track-and-trace
Document Management	SOPs, training	HR, compliance
Lab Testing	COAs, results	Quality control

"Cova is a compliance-first company and features several automated safeguards." – Cova Compliance Team

You’ll need these core features:

Two-way sync with state systems
Automated compliance alerts
Document version control
Audit trail tracking
Secure cloud backup

Here’s the thing: Manual data entry = mistakes. Pick software that connects directly to your state’s tracking system.

These platforms help with compliance:

Platform	Key Feature	Best Use Case
Cannabis Regulations AI	Virtual compliance officer	Daily operations
Simplifya	Internal audit prep	Inspection readiness
ProCanna	Real-time tracking	Inventory control

Bottom line: When systems don’t connect, mistakes happen. Make sure your tools work together.

Tips and Future Changes

Here’s what works for cannabis companies that stay on top of compliance:

Task	Frequency	Purpose
SOP Review	Every 3 months	Update procedures
Staff Training	Monthly	Keep teams current
Internal Audits	Every 6 months	Find gaps early
Record Backups	Daily	Prevent data loss
System Checks	Weekly	Fix tech issues

You’ll need to keep these records for 5 years:

Personnel files and training logs
Tax payments and receipts
Inventory tracking data
Transfer documentation
Lab test results
Visitor logs

"The cannabis businesses that master compliance now, rather than later, will be the businesses that achieve long-term success in this industry." – ProCanna Compliance Expert

Here’s how to fix common problems FAST:

Problem	Solution	Impact
Missing records	Daily checklists	Catch gaps fast
Old SOPs	Regular updates	Stay current
Training gaps	Monthly reviews	Better compliance
Data errors	Double-check entries	Fewer mistakes

What’s Coming Next?

Here’s what to watch for:

Change Type	What to Do	When
Federal Laws	Monitor updates	Next 12-24 months
Testing Rules	Update lab protocols	Every 6 months
State Systems	Check requirements	Quarterly
New Tech	Plan upgrades	Annually

"The cannabis industry is facing a very fragmented regulatory landscape." – Joeseph Cassella, Director of Regulatory Compliance, USDM Life Sciences

Want to stay ahead? Do this:

Check state and local rules monthly
Join industry groups for updates
Keep extra copies of all records
Test your backup systems weekly
Plan for system upgrades yearly

Here’s your compliance gameplan:

Area	Action Items	Tools Needed
Records	Keep 5+ years	Cloud storage
SOPs	Update quarterly	Document system
Training	Log all sessions	Learning platform
Testing	Save all results	Lab software
Audits	Regular checks	Audit tools

Bottom line? Good records = smooth inspections. Bad records = big fines.

Summary

Here’s what you need to know about cannabis documentation:

Area	Key Requirements	Impact
SOPs	Step-by-step guides, updates	Operations stay on track
Quality Control	Testing, batch records	Products meet standards
Compliance	Documentation, training	Stays within the law
Systems	Software, data backup	Fewer mistakes

What to document in your cannabis business:

Documentation Type	What to Track	Storage Time
Production Records	Batch info, dates	5 years
Testing Results	THC levels, safety tests	5 years
Employee Files	Training records, permits	5 years
Inventory Data	Plant tracking	5 years
Quality Checks	Daily logs	5 years

"The cannabis industry is facing a very fragmented regulatory landscape." – Joeseph Cassella, Director of Regulatory Compliance, USDM Life Sciences

Your must-do documentation tasks:

Task	Timing	Tools
SOP Updates	Every 3 months	Doc management
Quality Tests	Each batch	Testing software
Staff Training	Monthly	Training system
Data Backups	Daily	Cloud storage
Compliance Checks	Weekly	Audit software

Here’s the deal: Good documentation keeps you in business. Bad documentation puts you at risk.

Focus on these 5 things:

Clear SOPs: Write them so anyone can follow them
Test Everything: No exceptions
Keep Records: Store EVERYTHING
Team Training: Make it consistent
Regular Checks: Stay on top of it

Bottom line: Your documentation is just as important as what you grow.