recordkeeping help and templates

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Sample Seed Commercial Availability Search Record

Use this form to document your searches for organic seed and planting stock. All seed and planting stock must be organic unless an organic equivalent is not commercially available.

This template is available for download as a PDF, Microsoft Word document, or Google Template (Google email account is required). See links below. 

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Seasonal Dry Matter Intake from Pasture

Use this worksheet at the end of the grazing season to average the Dry Matter Intake (DMI) from each feed ration. This worksheet will help you find the overall average DMI from pasture for the entire grazing season for each class of animals.

Servicio De Ensayo Del OSP De CCOF

Utilice este servicio para inscribirse en el Ensayo del OSP de CCOF, una descripción comprensiva y completa de la certificación para su personal. CCOF ofrece la oportunidad de reunirse con nuestros certificadores para que aprenda cómo usar nuestros sistemas para mejorar su experiencia de usuario!

OSP Walk-Through Service

Suggested Neighbor Notification and Drift Prevention Letter

CCOF recommends that growers inform neighbors of the organic status of their parcels. This is a sample text for growers to use or not use as you see fit. Revise this letter to suit your needs and your relationship with your neighbor/s. See the National Organic Program (NOP) regulations regarding border and buffer requirements.

This template is available for download as a PDF, Microsoft Word document, or Google Template (Google email account is required). See links below. 

How can I prepare for the audit trail portion of my inspection?

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

How do I know if the organic certificate my supplier sent me is valid?

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:

What is a lot number?

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 ingredient tracking throughout the system. Common outgoing lot numbers include production dates, roasting or best by dates, and sequential numbering systems.

What is an Audit Trail?

The best way to imagine an audit trail is to think of a food safety product recall. If you found out that a specific lot of an organic ingredient was contaminated, you would use your recordkeeping system to determine which final batches of product that ingredient went into. An audit trail is the collection of documents that would allow you to do that.

“Audit trail” includes all records of purchases, internal movement, and sales of inputs, ingredients, intermediates, and final products. Have these records organized and accessible.

What records do I need to maintain for certified organic livestock?

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

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