Preparing for Inspection

Organic certification under the USDA National Organic Program is voluntary.
However, to obtain or maintain certification, inspection of your operation is required. 

Preparing for Inspection

The following DOCUMENTS must be made available by the producer/farmer to the inspector at the time of inspection.

1. All receipts for inputs, contracted services, and equipment rental.

2. Complete input, harvest, and sales records. Processing/handling operations should have receiving logs, operational manual, sanitation logs, pest control logs, shipping records, sales invoices, and documentation of all applicable sanitation permits.

3. Most recent version of your Organic System Plan (OSP) and all documents that form your operation's audit trail, for example: seed and stock sources, field maps, purchase records of materials used in production or processing, logs of field activity or processing activity, lot numbering system, commercial non-availability documents.

4. A map of the property illustrating cropping areas, borders and boundaries, prevailing wind direction and slope of land, and a north arrow.

5. Labels for all materials in use: fertilizers; weed, pest and disease controls; and other inputs. Material data safety sheets. 

Following are General Guidelines for Inspection.

1. Allow plenty of time for the inspection. It is in the best interest of the producer for the inspector to have the time to be thorough. Generally, a crop inspection takes from two to four hours. Processing/handling inspection and inspections of larger operations may require more time.

2. If possible, have all managers and operators present. Most importantly, have the person in charge of record keeping available. 

3. Be prepared to walk or drive around the perimeter of each parcel or structure in the operation. Be ready to show any equipment, materials, storage areas, propagation facilities, packing, and storage areas in the operation. 

4. Before starting the site inspection, the inspector will explain and sign a confidentiality agreement between you and HOFA. If you are concerned about proprietary information, please make known what details are of importance to your privacy. You will be asked to sign the form thus providing your consent for the inspection to occur.