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Record Keeping Workshop

Record Keeping Workshop. MOFGA December 7 th , 2010. Overview. Daunting aspect of Certified Organic Production Beneficial New perspective Good record keeping = good business Historical reference Ahead of curve Helps in making decisions. Standards.

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Record Keeping Workshop

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  1. Record Keeping Workshop MOFGA December 7th, 2010

  2. Overview Daunting aspect of Certified Organic Production Beneficial New perspective Good record keeping = good business Historical reference Ahead of curve Helps in making decisions

  3. Standards • NOP 205.103 Certified Operations must maintain records on the production, harvesting and handling. • Records must • Be tailored to the particular operation • Fully disclose all activities and transactions • Be readily understood, auditable and sufficient to demonstrate compliance with the standards • Be kept on file for at least five years

  4. 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.

  5. Frequently used forms • Farm Map • Very important and good tool in record keeping • Indicate all your fields • Assign each unique number/ name • Adjoining land uses/ buffer zones • Aerial Photo maps/ NRCS Maps • Make copies and use for your record keeping system

  6. Frequently used forms • Activity records • Field activity log/Journal • Activity calendar - Updated regularly - One location/prominent place - Color coding - One journal a year - Simple

  7. Frequently used forms • General records • Purchase 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

  8. Frequently used forms • Soil management and fertility • Compost production records • Manure application records • Soil amendments used • Soil test

  9. Frequently used forms Seed and planting stock records Crop rotation plan/records Pest management activities and materials used records

  10. Frequently used forms Level I: Direct Market Level II: Local Market Level III: Third Party • 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 numbers

  11. Frequently used forms • Produce bought in records • Amount bought in • Amount sold • Certification documentation • Inventory records • Equipment cleaning log

  12. Record keeping system needs to work with your style and personality Three ring binders Clipboards Note pads Calendar Filing cabinet Computer

  13. 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

  14. 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

  15. 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

  16. Thank you!

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