Record Keeping Workshop

MOFGA December 7th, 2010

OverviewDaunting aspect of Certified

Organic Production

Beneficial

New perspective

Good record keeping = good business

Historical reference

Ahead of curve

Helps in making decisions

StandardsNOP 205.103 Certified Operations

must maintain records on the production, harvesting and handling.

Records must Be tailored to the particular

operationFully disclose all activities and

transactionsBe readily understood, auditable

and sufficient to demonstrate compliance with the standards

Be kept on file for at least five years

Standards Continue…..

No specific rules how record keeping system has to be set up

However there are some basic systems and forms that have been developed.

Frequently used forms

Farm MapVery important and good tool in

record keeping Indicate all your fieldsAssign each unique number/

nameAdjoining land uses/ buffer zonesAerial Photo maps/ NRCS Maps Make copies and use for your

record keeping system

Frequently used forms

Activity recordsField activity log/JournalActivity calendar- Updated regularly- One location/prominent

place- Color coding- One journal a year- Simple

Frequently used forms

General recordsPurchase log/ Receipts Input Application Records- Receipts needed for tax

purposes- Package labels on file- Receipts and deliveries in one

file- Store all inputs in the same

place

Frequently used forms

Soil management and fertilityCompost production record

sManure application recordsSoil amendments usedSoil test

Frequently used forms

Seed and planting stock records

Crop rotation plan/records

Pest management activities and materials used records

Frequently used forms

Harvest Records

- I+II: multiple fields same time

- III: each crop

Sales Records

- I: Receipt logs, Share sales logs

- II: Log book, invoices with date of sale

- III: Sales invoices with lot numbersLevel I: Direct MarketLevel II: Local MarketLevel III: Third Party

Frequently used forms

Produce bought in records

- Amount bought in

- Amount sold

- Certification documentation

Inventory records

Equipment cleaning log

Record keeping system needs to work with your style and personality

Three ring binders

Clipboards

Note pads

Calendar

Filing cabinet

Computer

Traceability and Audit trails

Fundamental to organic certification

Audit trail is chain of paperwork backing up Certified organic

Should be sufficient to determine the source, transfer of ownership

Lot numbers

Key part of the audit trail

Lot number is a unique code of numbers and or letter that stand for specific pieces of information connected to a specific batch of product

Simple as possible

Summary

Good record keeping is essential

This is the documentation that proves you farm is organic

Example forms

Once you get it set up, it is not that hard to maintain

Basis for sound (financial) management

Thank you!