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 » (Click here for fillable PDF)
- Organic Facility Pest Management (a visual resource) »
Use the checklists below as a reference. You may not need every record listed—focus on those that reflect your operation's activities.
Vegetable/Fruit & Field Records
Templates & Forms:
- Field Record Sheet (xls) »
- Spray Record »
- Input Material Application Form »
- Clean Transport Affidavit »
- VOF Recommended Combine Cleaning Protocol and Verification Form »
- Field Activity Log »
Digital Recordkeeping Checklists:
See also What to Expect at Inspection & Crops Records to Gather
Dairy/Livestock Records
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 »
Digital Recordkeeping Checklists:
- Organic Dairy (print version here)
- Organic Poultry (print version here)
- Organic Meat & Fiber (print version here)
See also What to Expect at Inspection & Livestock Records to Gather
See also What to Expect at Inspection & Dairy/Field Crops Records to Gather
Processor Records
Templates & Forms:
- 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) »
Digital Recordkeeping Checklist:
See also What to Expect at Inspection & Processing Records to Gather
Maple Records
Templates & Forms:
See also Maple Records Checklist
Mushroom Production Records
Templates & Forms:
- Mushroom Woodlot 3 Year Verification Form »
- Non-organic Ingredient Declaration »
- Neighboring Land Use Affidavit »
Digital Recordkeeping Checklists: