FAQs by recordkeeping help and templates

Your inspector will probably focus on records from the past year, but records for five years should be accessible as well.

Growers should prepare a copy of your Organic Farm Input Report (OFIR) to show all inputs going back to the last inspection. If there are many redundant input applications, you may prepare a summary OFIR that lists each material applied. Mixed operations (organic and... Read more

Certificates may only be issued by certifiers that have been accredited by the USDA. To verify if your supplier is certified by an USDA accredited certifier, see the list of accredited certifiers on the National Organic Program website. National Organic Program (NOP) certificates must meet the following requirements:

The certificate must have the phrase “NOP” or “USDA organic standards”... Read more

Before making any changes to your operation, you must update your OSP. Visit our Forms and Documents page to find the forms that you need to update. Submit your fully completed forms to ccof@ccof.org. Please do not submit partially completed forms! Certification staff will review your updates and let you know if additional information is required. Please allow as much time as possible for... Read more

Records should include date of purchase, source, quantities, and organic certificates listing the specific for organic products you purchase. Records should also include documentation of methods used for prevention of commingling and contact with prohibited substances such as sanitizers, pest control materials, and non-organic products. Records are very important if the organic status of a... Read more

A lot number is a tracking system that links the organic product back to the farmer or incoming ingredient. The lot numbering system provides critical information regarding the origin of the products being used by processors/handlers, especially in the age of increased food safety requirements.

Both incoming and outgoing products should include lot numbers to allow both recall and... Read more

Organic operations must keep records of all activities and transactions. Such records may include:

Input Records: Planting of seeds and applications of fertilizers or other materials must be documented. Animal Origin or Birth Records: Birth records must link organic calves to breeder stock and include birth dates or approximate birth dates. Medical Treatment Records: Treatments must be... Read more

Recordkeeping and organization are important aspects of certification so we have created helpful documents and sample forms to assist our clients with these challenges.  Our Complete Organic Farm Certification Support Package provides a convenient collection of sample forms and documents designed to help you understand organic certification requirements and maintain the appropriate records.... Read more

Recordkeeping and organization are important aspects of certification so we have created helpful documents and sample forms to assist our clients with these challenges. Our Complete Organic Farm Certification Support Package provides a convenient collection of sample forms and documents designed to help you understand organic certification requirements and maintain the appropriate records. We... Read more

This list details the most common situations that require you to send information or documentation to CCOF, and what type of information you'll need to send. Read through this list and contact your Certification Service Specialist with additional questions.    I want to change something in my Organic System Plan (OSP), what should I send? Update your OSP forms and send them to CCOF for review... Read more

Any time you are considering a change to your organic production, you must update your Organic System Plan before making any changes and submit the update to ccof@ccof.org for review. Updating your OSP before making changes helps your operation avoid a Notice of Noncompliance and possible suspension of your certification. This includes changes to the following:

Change in management or... Read more