General Certification Updates

What To Know About Keeping Your Certification Info Up-to-Date

You must keep your contact information and materials list up to date with OTCO. This includes updating your email, primary contact, approved materials, or removing outdated products. Always check with your client services team and maintain a paper trail.

How to Update Contact Information

• Preferred Method: Submit a completed Contact Change Form or a written request via email.
• Alternative Method: If email isn\’t possible, the primary contact may call OTCO to request the change. Identity verification is required.

⚠️ Note: To change the legally responsible contact, additional documentation and review are required. Contact your OTCO client services team directly.

Adding or Removing Contacts

• Only one primary contact is allowed. This person receives official OTCO communications.
• Additional contacts can be listed and have full access to your file. They’re authorized to make certification changes but must be added officially.
• OTCO will not share information with anyone not listed on your file.

What Can Additional Contacts Access?

All listed contacts (primary or additional) can view and edit:

• Organic System Plan
• Supplier and ingredient records
• Product formulations
• Sales and input usage records

Keep your contact list updated to protect sensitive business data.

Managing Your Approved Materials List

Adding New Materials to Your Certification

Before using any new input or product, it must be reviewed and approved by OTCO. Never use a material before it’s listed in your approved materials.

Start by checking:

• OMRI (Organic Materials Review Institute) listing
• WSDA (Washington State Dept. of Agriculture) organic input list

Even if listed by OMRI/WSDA, you must still submit it for OTCO approval to add it to your file.

Send OTCO the following:

• Label of product
• Manufacturer name
• Intended use (e.g., fertilizer, sanitizer, packaging aid)
• Name of your certified operation

For non-OMRI/WSDA products, also include:

• Full ingredient list or spec sheet
• Type/variant of the product (e.g., “2.0” or “granular”)
• Destination use (e.g., crops, livestock)

Using OMRI or WSDA Approved Products Immediately

You may use a material if:

• It’s listed by OMRI or WSDA for your intended use
• You maintain records of use and application amounts
• You have a label and approval from OTCO on file

Removing Old or Unused Materials

To clean up your materials list (which helps inspections go faster):

• Email your client service team with:
  • Your certified operation’s name
  • The name of the material
  • A request to remove it

How will I know when a material is approved for use?

OTCO will review and send you a written response of approval or denial. If approved, your material will be added to your MyOTCO approved materials list with any associated restrictions for use.

You can see your current list of approved materials in your MyOTCO account under “Inputs.”