Record Keeping

Certified organic growers are required to maintain comprehensive and detailed records of their farming activities to demonstrate compliance with USDA organic standards. These records serve as a crucial tool for transparency, traceability, and verification during organic inspections.

Record Keeping Requirements

Certified organic operations must maintain records concerning the production, harvesting, and handling of agricultural products intended to be sold, labeled, or represented as organic. These records must:

1. Be adapted to the specific business operations

2. Fully disclose all activities and transactions in sufficient detail

3. Be maintained for at least 5 years beyond their creation

4. Be sufficient to demonstrate compliance with organic regulations

5. Be available for inspection during normal business hours by authorized representatives

Types of Records

Organic growers need to keep various types of records, including:

Seed and Planting Stock

• Receipts for purchases

• Production records for self-produced transplants

• Harvest records for saved seeds

Planting and Field Activities

• Planting dates, locations, and crop varieties

• Field activity logs

Input Materials

• Records of fertilizers, pest control materials, and other inputs used

• Application dates, rates, and locations

• If compost is produced on farm, temperatures and other details need to be recorded

Harvest and Post-Harvest Handling

• Harvest records detailing quantities and field locations

• Post-harvest handling activities

Sales and Distribution

• Sales records, including invoices and receipts

• Farmers' market sales logs

Record Keeping Systems

While there are no specific requirements for how records should be kept, they must be in a written format that organic inspectors can easily understand

. Growers can use various methods, including:

• Pre-designed templates and forms

• Digital spreadsheets or farm management software

• Handwritten logs and journals

Benefits of Good Record Keeping

Maintaining thorough records not only ensures compliance with organic certification requirements but also offers several benefits to growers:

1. Facilitates decision-making for farm management

2. Improves operational efficiency and profitability

3. Enables easy tracking of crop rotations and input use

4. Supports quick resolution of any compliance issues

Conclusion

Effective record keeping is a fundamental aspect of organic certification. By maintaining detailed and organized records, organic growers can demonstrate their compliance with USDA organic standards, ensure the integrity of their products, and make informed decisions about their farming operations. While it may seem daunting at first, developing a robust record keeping system can ultimately lead to a more efficient and successful organic farming enterprise.