SECTION 35:37-15-4. Records to be Maintained for Certification  

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  • (a)   Certified organic entities shall maintain records applicable to the organic operation for not less than five (5) years and shall make the records available to the Department as required by the NOP, 7 CFR 205.103.
    (1)   All certified organic producers shall keep records for each commodity produced; including, but not limited to:
    (A)   Physical address of each production site where crops were grown;
    (B)   Crop and site history for the previous three (3) years of production;
    (C)   Names of crops, with varieties, produced;
    (D)   Input materials applied to plants, soil, water, and products. These records shall include date applied, application rate, and name of material, including brand name where possible;
    (E)   Handling and processing description, date, and location. Location shall include the name and address of the handler or processor;
    (F)   Records of volume of all sales including: on-farm, wholesale, and retail; name and address of purchaser where possible; and transaction certificate when used;
    (G)   Audit tracking system for each product identified, with lot numbers or other identifiers that facilitate tracking of products from seed or seedling to sale or release of physical control. Storage identification and bin location, and identifiable number if applicable, must be included.
    (2)   Certified organic livestock producers shall keep records; including, but not limited to:
    (A)   Receipts for stock and materials;
    (B)   Birth or purchase of livestock through sale or slaughter;
    (C)   All disease and pest management materials administered including dates administered, material identification, dosages, and sources;
    (D)   All purchased feeds including dates purchased, feed identification, quantities purchased, sources, and a copy of the organic certification;
    (E)   Weight of slaughter animals at slaughter and weight of post-slaughter animal products;
    (F)   Sales records of all organic animal products sold including dates, quantities, and weights. Sales records shall include the purchaser's name and address where possible and transaction certificate number when used;
    (G)   If livestock graze any fields or consume any production crops, certification records of those fields or crops.
    (3)   Certified organic handlers shall maintain records that track ingredients and certified organic products from receiving through distribution, shipping, or sale; including, but not limited to:
    (A)   An organic handler system plan;
    (B)   Maps of production facility structures and handling areas;
    (C)   Production flow charts, with organic control points highlighted;
    (D)   Assigned production lot numbers;
    (E)   Formulation for each product;
    (F)   Product audit tracking records, that may include; but are not limited to:
    (i)   Invoices;
    (ii)   Bills of lading, and producer certificates for incoming products;
    (iii)   Date and quantity of product processed or handled;
    (iv)   Repack data and production run reports;
    (v)   Invoices and bills of lading of products shipped out.
    (b)   Handlers shall have available copies of organic certificates for all organic ingredients and products. Organic certificates shall be current, correspond to the organic ingredients used in processing, and be from accredited certifying agents.
[Source: Added at 21 Ok Reg 1181, eff 5-27-04]