Records

To be certified organic, you need to keep detailed records of your production practices, crop rotation, field histories, soil amendments used, all inputs used for pest and weed control, vet treatments, rotation, storage, cleaning of shared equipment, sales, and more. Even though the record keeping may seem onerous at times, you may find that it helps your operation in the long-run.

In many cases, you will require affidavits from other people – these are signed statements. For example, if you rent land, you will need an affidavit from the owner stating that no prohibited substances were used on the land for at least three years before your first harvest. If you use straw for mulch that is not certified organic, you may need a statement that no prohibited substances were used on the crop.

The following records might be required:

1) Maps that illustrate your fields, pastures, barns, storage, greenhouses and other facilities. You might want to have one map indicating the whole property and more detailed maps for different units (e.g. a separate map for a greenhouse or fields).

The maps should indicate:

• addresses, numbers and/or names of fields, gardens, rows and beds
• neighbouring land (note that you may need to provide records describing the use of prohibited substances, including genetically modified crops, on neighbouring lands)
• buffer zones, water courses, direction (North) and roadways

2) Field/livestock histories for three years are required. Affidavits may be requested if you did not manage or have not managed the land/livestock for the 3 year period.

3) Activity logs for fields/livestock, including all activities such as planting, application of soil amendments, vet treatments, harvesting, stocking rates, dates and who performed activities are required.

4) Input use records should include soil amendments, compost, seeds, pest control products, transplant mixes, rates applied, dates of application, addresses of sources, receipts and labels of products.

5) Information on veterinary treatments, livestock health care products and feed supplements is required. Records, receipts and labels of products are recommended.

6) Records of attempts to source certified organic seeds can include contacts with 3 different seed sources via telephone or e-mail.

7) Record compost production must describe ingredients, when turned, temperatures, if a cover is used, when and where it has been applied.

8) Equipment records need to indicate whether equipment is also used for conventional production. The cleaning log must indicate where and how it is cleaned. If equipment is shared information on other owners and a cleaning long must be provided,

9) Harvest records must contain the amount of each crop harvested and the date. Harvest information should reference the field where the crop was grown, and where the harvested crop was stored.

10) Storage records are necessary including which crop was stored where, and what field it came from. If storage facilities are or were used for conventional crops, describe cleaning methods and steps taken to prevent both co-mingling and contamination. Describe pest control products used in and around storage facilities.

11) Sales records can include receipts, a sales journal and invoices. If, for example, selling to wholesalers, identify buyers, quantities and types of crops sold, dates, etc. If selling at a farmers’ market, keep record of amount sold, types of crops, at each market event.

12) Transport/shipping records must link shipping records to the storage bin and/or field the crop came from. If transport vehicles are or were used for conventional crops, describe cleaning methods and steps taken to prevent both commingling and contamination.

13) Monitoring records may include soil tests, water tests, tissue analyses (often only required if there is reason to suspect problems) and GMO testing (often required when selling field crops such as corn, soybeans or canola in areas where genetically modified strains of these crops are grown).