Record Keeping Systems for Organic Certification
Fact Sheet | Record Keeping Systems for Organic Certification
WHY KEEP RECORDS ON ORGANIC FARMS
The NOP requires all certified operations to maintain detailed records. These records must fully disclose all activities and transactions, demonstrating compliance with regulations in enough detail to be easily understood and audited. Careful record keeping is essential for farmers to protect their organic certification.
Farmers can track their activities in various ways, from a notebook in the cab to a smartphone app designed for farm management. Regardless of the method, farmers need to track all relevant activities so that records are “detailed enough to be readily understood and auditable”.
However, the reality is that maintaining sufficient records to stay in compliance with NOP regulations can be challenging. Farmers considering the transition to organic often cite record keeping as a barrier. Many want to move beyond the shoebox of receipts and the mud-covered notebook in the combine. Fortunately, modern record keeping tools and strategies can simplify the process, making compliance more manageable for farmers.
Real Talk: What Organic Farmers and Certifiers Really Think About Record Keeping
“ It’s cliche to say it because everyone says it, but good record keeping really does help you in other ways - it’s better insights and better information - that help you make better decisions.”
“What you need to be able to do is tell a story to your inspector and certifier through records.”
WHAT RECORDS NEED TO BE KEPT
An organic inspector will need to see the following records:
• A 3-year field history – This details what was grown to verify the organic eligibility of each field prior to certification.
• Inputs – Anything applied to the soil or plants, including how much was used, when it was applied, and where. Examples include seeds, transplants, pest control materials, fertilizers, compost, inoculants, and other inputs.
• Field Operations Records – These document a wide variety of farm activities, including tillage, planting, cultivating, pest or disease management, mowing, input applications, harvest, and storage.
• Product Movement – Tracking the crop from harvest to buyer. This includes:
• Harvest details – Dates and yields.
• Storage records – Location, quantity, and bin numbers.
• Sales documents – Settlement sheets, invoices, receipts, and contracts.
• Logistics records – Bills of lading, clean-out records, clear trailer affidavits, and weight tickets.
• Risk of Contamination and Commingling – Farmers must document every effort made to prevent organic crops from being contaminated or mixed with conventional crops or prohibited substances. Examples include records for buffer zones, mixed-use areas, storage labeling, and purge and clean-out procedures.
WHAT RECORDS SHOULD DO
A good record keeping system serves two key purposes. First, it helps farmers pass their organic inspection by providing an accurate, fact-based account of their operation. Inspectors expect detailed records that verify input applications using invoices, seed sources through invoices and seed tags, and the rate seeds were planted from tractor planting logs. Records must document every step from planting through harvest, storage, and sale. With complete records, the result is that a farmer can accurately tell the story of any field or crop from before planting to when that product left the farm.
Beyond organic compliance, good records offer additional benefits by helping farmers analyze productivity and profitability. Accurate records help farmers make better management decisions, file tax returns, access crop insurance, or apply for loans, making record keeping an essential tool for both certification and overall farm success.
Real Talk: Organic Farmers & Certifiers on Record Keeping
“A good system does take an investment of time, but it does pay. It can be quite simple, but if you think you’re going to move fast into organic, time is needed up front to keep track of everything.”
“Don’t overthink it. Just think through how everything can be traceable and verifiable.”
RECORD KEEPING TOOLS
Countless farmers successfully use paper-based systems, such as notebooks or binders, for part or all of their record keeping system. However, this section reviews the software tools and apps that can be used in addition to a paper trail.
Machine-Based Systems
Many farms already have equipment with programs that gather information as they run through the field. Tractors and combines will run programs like John Deere Operations Center, AFS Connect, Trimble Ag, or Climate FieldView. Some systems are proprietary and others work with many different brands. For example John Deere’s products will only work with John Deere machines.
Each tool gives the operator the ability to log a field operation that will be time-stamped, GPS-pinned, and often tracked and recorded - from tillage, to fertilizing, planting, cultivation, to harvest. Most of these tools will also allow a user to monitor operations in real time, making it easy to track what multiple machines are doing at any given time.
While every system is different, generally fields are loaded into the program through the app or in the tractor cab. For example, an operator logs what field they are in and planting information (seed variety), then the system monitors plant populations and geotracks where each variety is planted. These machine-based systems also track harvesting and make yield maps showing things like total yield, grain moisture, etc.
Considerations for Machine-Based Recording Systems
These systems work best when used in a fleet of tractors of the same brand. There can be issues with communication and accuracy when using them across different brands of tractors. However, third-party tools like Climate FieldView claim to work with 80% of equipment manufacturers, which could make these systems a better option for farmers with a rainbow of tractors in the shed.
Many organic farms use older equipment for at least part of their fleet, and these older tractors won’t have the technology necessary to run these machine-based recording systems. Even if a newer tractor logs planting data and a newer combine records harvest details within the same system, the older cultivating tractor might be a ‘dumb tractor’ that can’t log into the system, creating a big hole in the field operations tracking system.
The large amount of data collected by machine-based systems allows for precise analysis, which can help with management decisions. Precision agriculture can be a very useful tool for organic farmers, improving the accuracy and efficiency of planting and cultivation. Some organic growers are exploring variable rate technology. That said, it’s important to note that many of these tools are designed for input-intensive conventional operations and may be less applicable for an organic farm.
Real Talk: Organic Farmers & Certifiers on Record Keeping
“One of the gaps in records I see as an inspector is not being able to tie the seed tag and purchase information to the field it was planted in. The Field View machine-based system addresses that concern - it records the date, location, variety, and seeding rate. It also solves the problem of storage inaccuracies through real-time monitoring of yield coming off field.”
Simpler Systems
Real Talk: Organic Farmers & Certifiers on Record Keeping
“Spreadsheets are the most common form of record keeping I see
on inspections.”
Top Apps for Organic Farm Management and Record Keeping
There are literally DOZENS of farm management and record keeping systems out there. The apps listed here are not exhaustive but represent those most commonly used on organic farms. With so many options, farmers and managers can research, compare systems, test drive them, often for free, and decide which best fits their operation.
Apps Built for All Farm Types
What it does
Log field maps, scouting notes, equipment, activities, inputs, sales, inventories, land agreements, work orders and more. Provides automated data-driven statistics to help make management decisions.
Notes
• One of the most popular choices for farmers and inspectors.
• Can connect with machine-based platforms like John Deere Operations Center and Climate FieldView
Cost
Premium version is $2,000 annually.
What it does
Designed specifically for tracking financial performance. It can also log field activities, purchases, inventory status, contracts, deliveries, crop storage, etc.
Notes
• Known for hands-on support and strong customer service.
• Similar to Bushel Farm, it can connect with platforms like John Deere Operations Center and Climate FieldView, though users report significant issues with system linking.
• Features high-level security.
Cost
Pricing information is not publicly available, but farmers say it tends to be a more expensive option.
What it does
Designed primarily for post-harvest data tracking and grain management. Users can track trucks after loading, have real time records of their storage capacity at various locations, manage contracts, and track deliveries.
Notes
For large operations with complex storage and contracting, this may be a good fit, but Bushel Farm has far more record keeping tools AND can be used to track inventory and storage.
Cost
Inquire for pricing
What it does
Provides activity tracking, mapping, and scouting records similar to other farm management systems.
Notes
• Has a focus on soil testing and precision fertilizer application, based on their own lab and recommendations.
• Note however, that these are definitely NOT organic recommendations, and working with an organic agronomist is always recommended.
Cost
Approximately $2,000 annually.
What it does
Offers similar features to the above apps but is an open-source platform. This means it is co-developed by a large community, and users can modify the underlying code to sculpt it to their needs.
Notes
• The user interface is less polished and not as streamlined as other apps.
• Best suited for DIYers and farmers who are comfortable customizing their software tools.
Cost
Free.
Apps Built Specifically for Organic Farms
What it does
Functions like a digital notebook, essentially a carefully designed spreadsheet tool with forms that populate lists and generate reports for organic inspections.
Notes
• Has been around for a while and features a simple interface.
• A farmer or advisor could create a similar tool using Google Forms and Google Sheets together, but COG Pro is already built.
• For farmers new to organic record keeping, COG Pro can be an affordable and practical first step, providing structure and a clear understanding of what records are needed and how best to keep them.
Cost
Starting at $79 annually.
What it does
Founded by an organic farmer who wanted to share his time-tested record keeping systems. First available in 2023.
Notes
• Quick Organics appears to be a modernized version of COG Pro, featuring a simple and user-friendly interface.
• Like COG Pro, it’s a system a farmer could build from scratch, but it benefits from the expertise of someone who has refined it through years of trial and error.
Cost
Inquire for pricing.
HOW FARMERS USE RECORD KEEPING TOOLS
Adoption
One of the largest hurdles for farmers interested in using a record keeping app is adoption. The best record keeping system is the one that everyone uses. Some farmers have adopted high-tech systems, only to realize that some employees won’t learn phone or tablet-based logging. Their solution is either coaching employees towards the digital system or adopting a paper-based system that employees actually use. Additionally, Digital systems often require consistent cell phone service around the farm.
Redundancy
Experienced organic farmers agree that redundancy is key in their record keeping systems. If a piece of information is missed in one record, they want it to be captured somewhere else. Even if a farmer finds the perfect app that captures everything, they’d want to invest in redundancy in case the app fails or something isn’t entered correctly. Notebooks kept in tractors, photos of field operations, and implement-based platforms like My John Deere or Climate Field View all create effective redundancies.
Simplicity
Simple is often better. Think about the hundreds of Amish farms out there breezing through their organic inspections with notebooks and 3x5 notecards. Don’t overthink it. One farmer says, “Records need to be sufficiently detailed, but they still have to be practical to keep, otherwise systems break down.”
Homemade Systems
The organic inspectors we interviewed noted that most organic farmers rely on record keeping systems they’ve built themselves rather than using apps or third-party platforms. Farmers who choose not to use these external systems cite several key reasons.
Flexibility is a major factor, they want a system that can adapt as their farm’s needs shift, rather than being locked into a fixed platform. Cost is another concern, as most apps range from $1,000 to $2,000 or more. Additionally, post-harvest handling and storage present challenges. While many apps effectively track field operations and inputs, they often lack robust features for managing storage, cleaning, and other post-harvest processes.
TAKE AWAY
Good record keeping systems incorporate redundancy, so that information is gathered in multiple ways by different people, allowing errors to be caught. So that even if an operator forgets to document cleaning out a grain cart, the person unloading that grain cart into the bin can catch the mistake. One farmer says “All my guys enter info into the app and write a paper sheet.”
Research reported in this publication was supported by The Organic Center and the Foundation for Food & Agriculture Research under award number Grant ID: TOCFFAR-EXT-002. The content of this publication is solely the responsibility of the authors and does not necessarily represent the official views of The Organic Center and the Foundation for Food & Agriculture Research.