All certified producers are required to keep records that can trace a certified product from start to finish and that fully disclose all activities and transactions. A good record-keeping system can also help producers make decisions and improve efficiency and profitability. All records are to be maintained for five years and must be available at the time of your inspection.
These record-keeping templates are a resource for your certified operation. Using the VOF forms is not required if another adequate record-keeping system is in place. We add to this page as we develop more resources.
General Records
- New Field & 3 Year Verification Form »
- New Greenhouse & 3 Year Verification Form »
- Private Label Agreement »
- Surrender Form »
- Uncertified Exempt Handler Affidavit »
Vegetable/Fruit & Field Records
What to Expect at Inspection & Crops Records to Gather
- Field Record Sheet (xls) »
- Spray Record »
- Input Material Application Form »
- Clean Transport Affidavit »
- VOF Recommended Combine Cleaning Protocol and Verification Form »
- Field Activity Log »
Dairy/Livestock Records
What to Expect at Inspection & Livestock Records to Gather
What to Expect at Inspection & Dairy/Field Crops Records to Gather
Digital Recordkeeping Checklists:
Use these checklists as a reference. You may not need every record listed—focus on those that reflect your operation's activities.
Templates & Forms:
- Animal Healthcare Record Form »
- Ruminant Animal ID List »
- Livestock Transaction Certificate »
- Grazing Season Ration Change Records/DMI Calculation Worksheet »
- Mobile Slaughter Unit Affidavit »
- Organic Slaughter Affidavit Ruminant Livestock »
Processor Records
- Product Formulation Workbook (xlsx) »
- Natural Flavor Affidavit »
- Nonorganic Ingredient and Processing Aid Affidavit »
- Vitamins & Minerals Affidavit »
- Private Label Agreement »
- Commercial Availability Search: Ingredients & Processing Aids »
- Facility Map & Process Flow Info Sheet (with examples) »
Maple Records