Handling an Organic Certification Food Audit: A Comprehensive Guide

?? (Written by Anil M V, 24 years experience, {Bsc. Agric, MBA, CTP}Founder, * Organil Services)

Organic certification has become a critical credential for food producers, processors, and distributors aiming to appeal to an increasingly health-conscious and environmentally aware consumer base. An organic certification food audit, conducted by a recognized certification body, is a crucial step in this process. It verifies that your practices align with organic standards and regulations. This article will guide you through the key steps to effectively prepare for and manage an organic certification food audit, ensuring a smooth and successful outcome.

Understanding Organic Certification

The first step in preparing for an organic certified food audit is to have a comprehensive understanding of the respective Organic standards as availed and the certification body you are working with. Organic standards vary by country and certifying body, encompassing aspects are validated as per respective guidelines or regulation. For instance, the USDA Organic standards differ from those of the European Union or NPOP or China Organic Standard GB/T 19630-2019 or Japan. Familiarizing yourself with these regulations ensures that your operations are in compliance, which is crucial for a successful audit. This involves studying the organic standards documentation, attending relevant training sessions, and consulting with Organic experts if necessary.

Steps to Handle an Organic Certification Food Audit

1. Pre-Audit Preparation

Involving staff in the preparation process not only improves compliance but also fosters a culture of transparency and accountability within the Organic Food Certified organization.

a. Documentation and Records

Maintaining meticulous records is the foundation of a successful organic certification audit. Ensure you have comprehensive documentation covering:

- Production practices: Detailed logs of planting, cultivation, harvesting inline to farming and Raw materials, Processing, Finished goods inline to Processing handling as per the scope.

- Input/Ingredients records: Information on all substances used with clear indications that they are approved as per the respective Organic Standard for organic use.

- Sales and distribution records: Complete tracking from the farm to the consumer or RM to FG or Farm to Export including batch numbers, Transaction Certificate, Certificate of Inspection or Import certificates and corresponding sales receipts footprinting traceability & transparency.

- Certification of suppliers: Verification that all suppliers are certified organic with records in soft or hard.

- Daily activity records on Farm or Processing unit : daily farm activity, manure or bio Fertilizer or any bio fertilizer etc inline to farming and records of cleaning, pest mgmt, Training, processing, labelling etc inline to Processing handling.

• It is essential to implement a robust record-keeping system that allows easy access to all necessary documents. Digital record-keeping tools can enhance efficiency and accuracy, making it easier to track and retrieve records when needed.

b. Internal Audit

Conducting an internal pre-audit assessment can significantly increase the chances of a successful certification audit. This involves reviewing all aspects of your operation to identify any potential areas of non-compliance. An internal audit should be conducted by a knowledgeable team that understands the organic standards. This team should inspect fields, facilities, and records, simulating checking Organic Critical Control Points (OCCP) & Organic Critical Control Documents (OCCD) with the process that the certification body will follow. Addressing any discrepancies or areas of concern identified during this internal assessment ensures that you are fully prepared for the official audit

• .Always give high alert clearance verification of any Sub contractor involved with the chain of custody of the Organic products due to lot of Critical or Major non compliances raised and S/C lack of importance given to the certification guidelines. This Critical Non compliances raised will affect the Certification Status of the Main Unit, so apart from the annual inspection, also simulate a random unannounced inspection to make sure the contracts are respected and Quality integrity is instilled.

c. Training Staff

Ensure that all employees are well-trained and understand organic standards and procedures. Their knowledge and daily adherence to these standards are crucial during the audit and to assure consult with Organic expertise annually once with training certificate. Training is becoming mandatory for one to be conducted by an external Organic agency as per respective Standard, this part of Strengthening Organic Enforcement in respective units, in respective countries.

2. During the Audit

a. Welcoming the Auditor

Create a welcoming environment for the auditor. Designate a knowledgeable and courteous point of contact to guide the auditor and answer any questions. Transparency and cooperation are key to a positive audit experience.

b. Facility Tour

The auditor will conduct a thorough inspection of your facility. Ensure that your premises are clean, organized, and clearly demonstrate compliance with organic standards. Areas of focus will likely include:

- Storage areas: Segregation of organic and non-organic products to prevent cross-contamination.

- Processing areas: Cleanliness and adherence to organic handling procedures.

- Packaging and labeling: Accurate representation of organic status and compliance with labeling regulations.

- Subcontracting Units if part of the Organic Certification : the measure of compliance are in par with the Main unit and no compromise will be accepted for negligence of the respective Organic guidelines. The more the S/C higher the risk and they are always part of the Organic audit plan by the third party certification body.

c. Interviews and Observation

Auditors will interview staffs and observe operations or Organic Production In Progress to verify compliance inline to the process flowchart & Organic Standard Operating Procedure (OSOP). Encourage honest and precise communication from your staff, as this demonstrates integrity and commitment to organic standards.

3. Post-Audit Actions

a. Audit Report Review

After the audit, the auditor will provide a report detailing any findings or non-compliance issues discussed during the closing meeting. Review this report carefully and understand each point raised. Any misunderstanding by the auditor or information not provided as deviation kindly provide, clarify & discuss to eliminate from the final before the signatures.

b. Corrective Actions

Address any non-compliance issues promptly. Develop and implement Organic corrective action plans (OCAP) which duly should be aligned with the Organic Standards, ensuring that these are documented and communicated to the certification body promptly.

c. Continuous Improvement

Organic certification is an ongoing process. Regularly review and update your practices to maintain compliance and improve your operations. Stay informed about changes in organic regulations and standards to ensure continuous adherence. This is were an annual engaging of Organic expertise in the facility gives clearance for doubts, improves the Organic team competency and robust understanding of the Organic Guidelines

Common Challenges and Solutions

1. Record Keeping

Challenge: Maintaining comprehensive and accurate records.

Solution: Implement a robust record-keeping system, possibly utilizing digital tools, to streamline documentation and ensure easy access during audits.

2. Staff Training

Challenge: Ensuring all employees are knowledgeable about organic standards.

Solution: Conduct regular training sessions and provide clear, written guidelines on organic practices.

3. Supply Chain Verification

Challenge: Ensuring all inputs and suppliers meet organic standards.

Solution: Develop strong relationships with certified suppliers and regularly verify their certification status.

Handling an organic certification food audit requires diligent preparation, thorough knowledge of organic standards, and a commitment to continuous improvement. By maintaining meticulous records, conducting internal audits, training staff, and addressing any issues promptly, you can ensure a successful audit and uphold the integrity of your organic certification. This not only enhances your brand’s credibility but also contributes to a healthier and more sustainable food system.

About the Author

Anil Mathew Varghese the Founder of Organil Services registered in india niche focussed unto Organic Certification Regulatory Consultancy as per respective Country Food Organic Standards. Organil Services evolves the following roles such as : Organic Standard Organic Procedure policy content Creation,Organic Certification Assessment Plan (OCAP) with Seven Stage Organil Services CODEX Compliance, Audit trail GAP Assessment mock, Mass balance & Traceability validation, External Organic Food Audit, Pre Certification assessment, Second party processing or pre export inspection, Organic Staff orientation to the Standards, Training, Platforming Organic Standard Accreditations, Organic Documentation support and all customised with Solutions.

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