P8 – Recordkeeping
ECOCERT ICO – Processor/Handler OSPPage 1 of 3
P8 – Recordkeeping / NOP §205.103 and §205.201A. Audit Trail:Audit trail and inventory control procedures must be adequate to trace all ingredients and products from the supplier(s) through the entire production system, including packaging and storage, and on through distribution, sales and transport, using lot numbers, data codes, or a similar product tracking system. Amounts of organic finished products must balance with certified organic ingredients purchased. Organic handlers must retain valid current proof of certification for all organic ingredients. All relevant documents must identify products as “organic.” Records must be maintained for five years and must demonstrate compliance with the NOP certification requirements.
Indicate the records you currently keep or intend to keep in the sections below. The records you identify must be accessible to the inspector(s) at the time of inspection.
Incoming ingredients (check all that apply):Purchase orders / Contracts / Bills of lading / Organic Certificate copies
Quality test results / Invoices / Custom forms / Transaction certificates
Certificates of Analysis / Receipts / Scale tickets / Receiving records
Receiving summary log / Verification of non-GMO ingredients / Verification of ingredients produced not using sewage sludge / Verification of ingredients produced without ionizing radiation
Other (specify):
In process (check all that apply):
Production reports / Blending reports / Ingredient inspection forms / Equipment cleanout logs
Sanitation logs / Packaging reports / Quality Assurance reports / Production summary reports
Other (specify):
Storage (check all that apply):
Ingredient inventory reports / Finished product inventory report / Other (specify):
Outgoing (check all that apply):
Shipping log / Transport unit inspection forms / Bills of lading / Purchase orders
Scale tickets / Export declaration forms / Sales invoices / Phytosanitary certificates
Sales orders / Transaction Certificates / Organic Certificate copies / Shipping summary log
Sales summary log / Audit control register / Lot number on final packages / Other (specify):
Describe your lot numbering system:
Describe how your audit trail system allows you to trace the finished product back to each ingredient and the ingredient sources.
Describe how your audit trail system allows you to balance incoming and outgoing organic products over a period of time.
P8 – Recordkeeping / NOP §205.103 and §205.201
B. Recordkeeping: The NOP rule requires that records disclose all activities and transactions of the operation, be maintained for 5 years, and demonstrate compliance with the NOP rule. Organic products must be tracked back to the field/location where they were produced/harvested. All records must be accessible to the inspector.
How many years do you keep or intend to keep your records? / years
Indicate below any other records you maintain.
Check all that apply:
Labor records / Equipment maintenance records / Material Safety Data Sheets
Pest control log / Verification of ingredients produced without sewage sludge / Verification of ingredient non-GMO requirement
Complaint log / Verification of ingredients produced/handled without ionizing radiation / Documentation showing lack of commercial availability
Labels and/or full ingredients and source information for all ingredients, processing aids, sanitizers used
Use residue analyses (specify):
Other (specify):
Indicate below how products are marketed:
Farmers market / Direct to retail / CSA/subscription service
Wholesale / On-farm retail / Bulk commodities
Contract to buyer / Other (specify):
Applicant Initials / Date / Approval / Form code / Last update
CM / P8 (v1) (f) / 12/24/2013
If you have questions, we are happy to help. Please call: 1-888-337-8246. Submit your application at / Fax: 317-708-0628