Understanding Organic Inspections

Understanding Organic Inspections

Summary: Organic inspections verify that your farm or facility is following your approved Organic System Plan (OSP) and meeting USDA National Organic Program (NOP) standards. Expect an annual inspection, with possible additional or unannounced visits. Preparing in advance by reviewing your OSP, organizing records, and supporting the inspector helps ensure a smooth process. Accurate recordkeeping and traceability are essential.

Why Organic Inspections Matter

Organic inspections are a critical part of maintaining certification. They confirm that your OSP accurately describes your practices — and that your actual practices follow the organic rules.

An Oregon Tilth inspector visits your site to verify compliance with USDA organic regulations. This includes reviewing your fields, facilities, and recordkeeping systems.

Pre-Inspection: Review Your OSP

When and how should I review my OSP?

Don’t wait until the last minute. You can access your Organic System Plan (OSP) through MyOTCO. Log in and use the “Files” tab to download your OSP.

What should I check?

• Accuracy: Is all information current?
• Materials: Are listed inputs correct and still in use?
• Communication: Have you responded to all OTCO notices, corrections, or required updates?

What if I need to make updates?

If your inspection is more than two weeks away, update your OSP in MyOTCO. If your inspection is less than two weeks away, contact your client service representative.

Inspection Requirements and What to Expect

How often do inspections happen?

Certified operations are inspected once per year, at minimum. Additional inspections may be required for:

• Major changes to your operation
• Complaints or compliance concerns
• Random or risk-based sampling
• Expedited service requests

When are new operations inspected?

• Crops & Livestock: Before harvest or sale
• Processors/Handlers: Before organic production begins
  Inspections must occur within 6 months of your operation being ready.

How long does an inspection take?

Anywhere from a few hours to multiple days, depending on the size and complexity of your operation.

When will I see results?

Your inspection report is available in MyOTCO within a few weeks. Certification decisions typically take 30–45 days.

Who must be present?

You, or an authorized representative who is familiar with your organic system, must be present — along with any staff needed to answer questions.

Inspectors must be granted full access, including:

• Certified and non-certified areas
• Facilities and storage
• Financial records related to organic activities

What to expect during an inspection?

• Stay organized: Keep your internal controls and quality assurance measures current.
• Review checklists: Go through pre-inspection checklists and confirm records are complete.
• Practice audits: Run internal audit exercises to understand what inspectors will look for and identify gaps early.

Scheduling Your Inspection

How is an inspector assigned?

We select a qualified inspector based on your operation type and location. We often coordinate inspections in your area to help reduce travel costs.

When will my inspection be scheduled?

Within 2–3 weeks after your initial OSP review, you’ll receive a confirmation letter with inspector contact info and scheduling details.

Need to cancel?

Notify us as early as possible. Cancellations within 7 days of your inspection may result in:

• Reimbursement for the inspector’s costs
• A $100 administrative fee
  Contact: inspections@tilth.org

Using expedited services?

We begin scheduling as soon as payment is received. Expedited inspections may cost more due to tight timelines.

Issues contacting your inspector?

Reach our Inspections Team at inspections@tilth.org or (541) 237-7108

Want to request a different inspector?

Email your concerns to inspections@tilth.org. Valid reasons include:

• Conflicts of interest
• Unprofessional behavior
• Prior relationships

Recordkeeping and Audit Trails

Good records are key to passing your inspection. You’ll be asked to walk through at least two audit trail exercises to demonstrate traceability and compliance.

Types of Audit Trail Exercises:

• Sales Audit: Confirms that the volume of product sold matches the volume produced and income received.
• Trace-Back Audit: Follows a product backward through your records to its origin.
• Mass Balance Audit: Compares input quantities (e.g. seeds, ingredients) with output quantities to verify consistency.

Do you have both organic and non-organic production?

Be prepared to provide documentation for both organic and non-organic production if requested.

No organic production yet?

If you haven’t started production, but have sample or test batch records, that may be sufficient for inspection.

No audit trail available?

An additional inspection will be required if traceability cannot be verified.

Pre-Inspection Checklists

We offer checklists to help you prepare:

• OTCO Livestock Inspection Checklist
• OTCO Crop Inspection Checklist
• OTCO Processing Inspection Checklist

Use these to organize your paperwork and prepare staff for inspection.

Unannounced Inspections

We conduct unannounced inspections as required by the USDA to ensure ongoing compliance. These may be:

• Random
• Risk-based
• Remote or onsite

Who can be inspected?

Any certified operation can be inspected for organic compliance — at any time.

Why are they done?

• Verify ongoing compliance
• Respond to complaints
• Follow up on noncompliances
• Investigate buffer zone, residue, or contamination concerns

Can I refuse an unannounced organic inspection?

No. Refusal to cooperate with an unannounced organic inspection can result in suspension or revocation of certification.

Will I be charged for an unannounced organic inspection?

OTCO covers most unannounced inspections. If the inspection is part of a corrective action, costs may apply.

Need Help?

Contact the Oregon Tilth Inspections Team:
📧 inspections@tilth.org
📞 (541) 237-7108