Recordkeeping for Farms
Organic Crop Record Keeping Requirements
Summary: To maintain organic certification, crop farms must keep clear, organized, and accessible records that document all activities from seed to sale. This includes inputs like seeds and materials, fieldwork, harvests, and sales.
These records ensure compliance with USDA organic standards and must be retained for at least five years. Audit trail exercises at annual inspections verify the accuracy and traceability of these records.
Why Organic Recordkeeping Matters
A strong recordkeeping system protects the integrity of your organic certification. During your annual inspection, your certifier will review your records to verify that your practices match organic standards — from input application and weed control to harvesting, sales, and contamination prevention.
These records support:
- Full traceability from seed to sale
- Transparency for organic inspectors
- Quick identification of issues
- Long-term compliance
Core Organic Recordkeeping Requirements
What records must I keep?
You must keep clear documentation of all farm activities, including:
- Seed sourcing and planting
- Input and material usage
- Field activities
- Harvest and post-harvest handling
- Sales and distribution
- Commingling and contamination prevention
- Biodiversity practices
- Transition activities (if applicable)
Each system must be tailored to your operation and accessible during inspection. Records must be well-organized, readable, and stored for at least five years.
Audit Trail Exercises for Crops
What is an audit trail?
An audit trail follows a product’s full lifecycle — for example, tracing a crop like broccoli from seed to harvest to sale. Inspectors conduct two exercises at each annual inspection:
- Traceback: Tracing a product backward from sale to seed
- Mass balance: Comparing input quantities (e.g., seeds) with output quantities (e.g., harvested crops)
How to prepare for audits
Choose a recordkeeping method that works for your team — digital or paper. Keep all records up-to-date, and make sure staff are trained in how to log their activities properly. Inspectors must be able to match records with real-world outcomes.
What records are reviewed?
In addition to harvest and input records, audits often include:
- Greenhouse records
- Compost logs
- Seed and material invoices
- Transport and shipping documents
Required Records by Category
1. Seed Records
- Certified organic seed receipts and labels
- Supplier name and contact
- Non-GMO verification if a GMO version exists (e.g., corn, soy, alfalfa)
- Commercial availability documentation (if using untreated non-organic seed)
Keep receipts, labels, and packets for non-certified seeds. Also keep a supplier statement confirming seeds are non-GMO (if GMO versions exist) and not treated with prohibited substances.
2. Material & Input Records
- Purchase receipts for all inputs (e.g., seeds, compost, fertilizers, pesticides)
- Application logs: date, location, rate, and material used
- Farm maps showing application zones and supporting information
- Compost production logs: temperature, ingredients, turning schedule
3. Contamination & Commingling Prevention
- Equipment cleaning logs
- Clean truck affidavits
- Truck sanitation records that show proper cleaning to prevent contamination of your organic crops.
- Buffer zone maps and neighbor agreements
- To prevent contamination from potential pesticide drift or runoff from neighboring lands. All buffer zones must be clearly marked on your farm map.
- Separate logs for organic and non-organic crops (for split operations)
- Water source documentation, especially if using irrigation districts with prohibited substances
- Showing clear communications and confirmation with the irrigation district regarding its calendar for substance additions.
- Additionally, having clear records to demonstrate there was no on-farm irrigation on those days.
Field, Harvest, and Sales Records
4. Field Activity Logs
Maintain a daily or activity-based log that includes:
- Planting/transplanting
- Weed and pest management
- Compost and material use
- Harvest dates
Tip: Keep binders in each field or use mobile apps for real-time updates.
5. Harvest & Post-Harvest Records
Create harvest logs that track:
- Harvest date and field location
- Crop and variety
- Lot number
- Quantity harvested
- Storage location
- Transport and equipment used
- Equipment cleanout and container sanitation
6. Sales Records
You must be able to prove your sales match your harvest volume. Keep:
- Farmers market load lists
- Sales invoices and delivery logs
- Grower statements
- Wholesaler summaries
- Bills of lading, shipping receipts, and co-packer records
Biodiversity & Natural Resources Records
Organic farms must document efforts to protect natural resources and promote biodiversity. Examples include:
- Mowing or planting activities
- Pest and wildlife monitoring
- Grazing rotations
- Reseeding or erosion control
- Water testing and riparian buffer maintenance
- Conservation maps
Transition to Organic: Required Records
If you are transitioning to organic, keep detailed records from the beginning. Your Organic System Plan (OSP) and supporting documents must include:
- Farm map: Including field locations, buildings, buffers, and treated wood
- Land use history: 3-year documentation of past materials and practices
- Planned materials: Seeds, fertilizers, and pest control inputs
- Planned crops: Types, locations, and acreages
Also maintain:
- Product names and suppliers
- Labels and ingredient lists
- Receipts and quantities used
- OMRI or other compliance verification
Recordkeeping Templates and Tools
Getting started can be easier with ready-made templates. The USDA provides templates for:
- Field history
- Activity calendars
- Compost logs
- Seed sourcing
- Harvest tracking
- Sales records
- Equipment cleanout
- Neighbor notifications
Download USDA Recordkeeping Templates for Organic Crop Farmers ›
Tips for Success
- Integrate recordkeeping into daily routines
- Train your team to document consistently
- Keep records updated and centralized
- Use color-coded maps and flowcharts to simplify tracking
- Review past audit feedback and improve record detail