the procurement department of my customer sends a different list than sustainability, does that belong here too

A second list is usually a different subject, not a duplicate question

Yes, that belongs here too. A procurement department that asks something different from sustainability usually sends a questionnaire on cybersecurity, continuity or contractual terms — and that draws in part from a different chain file than the sustainability list. The identity questions (name, registration number, business address) come back, but the substantive questions are new: think of the ten measures of Article 21(2) of Directive (EU) 2022/2555 (NIS2), of the Annex A control measures of ISO/IEC 27001, or of a question about the continuity plan. The system recognizes per question which subject is behind it and retrieves the corresponding answer from the file, if it is there.

If the answer is not yet in the file — for example because this is the first time someone is asking about ISO 27001 measures — then that field remains open. Nothing is filled in based on a guess. That is a moment to record the answer once properly, with the supporting document, so that the next list from another customer — or from another department of the same customer — finds it automatically. In this way, the file grows by subject, not by customer.

Why the same file serves multiple lists

Questionnaires from different departments or customers often fall under the same underlying legislation, even if the wording differs. A question about "information security" and a question about "cyber measures" often point to the same ten measures from Article 21(2) of Directive (EU) 2022/2555 (NIS2), and a question about ISO/IEC 27001 refers to the control measures in Annex A of that standard. That is the reason why one answer, once recorded with the correct source, can be used for multiple lists and multiple customers — the system places the question next to the file, not next to the customer asking it.