Post on 28-Mar-2015
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Historical reference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!