4.17.111    RECORDS

(1) Certified operations must maintain records and make such records available to the department as set forth in 7 CFR 205.103. Records shall be sufficient to facilitate an audit trail to track the identity and movement of certified organic products. Such records must be adapted to the particular business that the certified operation is conducting.

(2) Certified operations must have records of all nonorganic production and handling. Such records must be sufficient to clearly document that there is no commingling of organic and nonorganic products, that there is no contamination of organic products with prohibited materials used in production or handling of nonorganic products, and that no nonorganic products are sold or represented as organic.

(3) Certified organic producers, except producers of livestock, shall keep the following records for each crop produced:

(a) location where grown;

(b) storage location;

(c) materials applied to plants, soil, water, and products. These records shall include date applied, application rate, and name of material including brand name for brand name products;

(d) if custom processed, handling and processing description, date, and location. Location shall include the name and address of the handler or processor;

(e) sales records of organic crops by dollar and product volume, name and address of purchaser where possible, and transaction documentation form number when used; and

(f) identifying lot number that facilitates tracking the product from field to sale or release of physical control, if appropriate to the type of operation.

(4) Certified organic livestock producers shall keep the following records:

(a) all livestock must be individually identified or marked except poultry, bees, and fish, which may be identified by unit of production, such as flock, hive, or pond;

(b) receipts for acquired stock and materials must be kept to insure a complete audit trail; and

(c) the following records from birth or purchase to sale or release of physical control:

(i) all disease and pest management materials administered including dates administered, material identification, dosages, and sources;

(ii) all purchased feeds including dates purchased, feed identification, quantities purchased, sources, and documentation of organic certification;

(iii) weight of slaughter animals at slaughter and weight of postslaughter animal products;

(iv) slaughter, packing and other handling description, date, and location. Location shall include the name and address of the slaughterer, packing plant, or other handler; and

(v) sales records of all organic animal products sold including dates, quantities, or weights. Sales records must include the purchaser's name and address where possible and transaction documentation form number when used.

(5) Certified handlers must maintain records that track ingredients and certified organic products from receiving through distribution, shipping, or sale. Such records include, as appropriate to the enterprise:

(a) invoices, bills of lading, and producer certificates for incoming products;

(b) date and quantity of product processed or handled;

(c) storage identification and location of incoming product and of processed or handled product;

(d) repack data, production run reports, invoices, and bills of lading of products shipped out; and

(e) handlers must have available copies of organic certificates or other documentation of organic status for all organic ingredients and products. Organic certificates must be current and correspond to the organic ingredients used in processing. All organic certificates must be from USDA-accredited certification agencies.

History: 80-11-601, MCA; IMP, 80-11-601, MCA; NEW, 2003 MAR p. 2848, Eff. 12/25/03.