2019 NMDA Processor/Handler Organic System Plan

Transcription

1 NEW MEXICO DEPARTMENT OF AGRICLUTURE ORGANIC PROGRAM 2019 NMDA Processor/Handler Organic System Plan Company or Business Name: Applicant Name: Title: Phone: Preferred Contact: Phone Contact Name: Title: Phone: Preferred Contact: Phone Additional Contact: Title: Phone: Preferred Contact: Phone Website: Mailing Address: City: County: State: Zip Code: Does your business also process/handle non-organic products? Please provide the physical address/location of the business, with detailed directions from Albuquerque, NM to the site: Attachments: Map (required) Supplier List (required) Flow Chart (required) Product Profile(s) Labels Organic Certificates SDSs Off-site storage verification Private Labeling agreement(s) Pest Control Material List (required) Other: This application is subject to change per NOP requirements 2019 NMDA Organic Processor/Handler Application Page 1 of 21

2 NEW MEXICO DEPARTMENT OF AGRICLUTURE ORGANIC PROGRAM AFFIRMATION OF ORGANIC APPLICANT I,, as an authorized representative of [Business Name], depose and declare that I will: 1. Fully comply with all applicable organic production and handling regulations in accordance with Title 7 CFR Part 205 National Organic Program Rule. 2. Establish, implement and update annually an organic production or handling system plan that will be submitted to the New Mexico Department of Agriculture (NMDA). 3. Supply NMDA with all information required to verify compliance with the National Organic Program Rule. 4. Permit onsite inspections with complete access to the production or handling operation, including non-certified production and handling areas, structures, and offices by NMDA inspectors. These inspections may be announced or unannounced at the discretion of NMDA, or as required by the Administrator of the National Organic Program. 5. Maintain all records applicable to the organic operation for not less than five (5) years beyond their creation. 6. Allow authorized representatives of NMDA, or the US Secretary of Agriculture access to these records during normal business hours for review and copying to determine compliance with the National Organic Program Rule. 7. Submit to NMDA the applicable fees as described on the fee schedule, which is current at the time of payment (see page 20). 8. Immediately notify NMDA about any application, including drift, of a prohibited substance to any field, production unit, storage sites, facility, livestock, or part of an operation. 9. Immediately notify NMDA of any change in our certified operation or portion of it that may affect its compliance with the National Organic Program Rule, including additions or deletions of crops & fields; new inputs (fertilizers, pest control materials, processing aids, etc.); facilities; ingredients & products; changes to managers; responsible parties; contact information or address. 10. Understand that willful violation of organic rules and regulations may result in suspending or revoking your organic certification, and in extreme cases may lead to state and federal fines and penalties. 11. Understand that submitting this application in no way implies granting of certification by NMDA. 12. Understand that this form becomes a legally binding document upon submission to NMDA. SIGNATURE OF AUTHORIZED REPRESENTATIVE: DATE: PRINT NAME: TITLE: This application is subject to change per NOP requirements 2019 NMDA Organic Processor/Handler Application organic@nmda.nmsu.edu Page 2 of 21

3 NEW MEXICO DEPARTMENT OF AGRICLUTURE ORGANIC PROGRAM SECTION A. General Information , National Organic Standards 7 CFR 205 require an organic system plan that is verified and approved by an accredited certifying agent. A certified operation must update this system plan on an annual basis in order to verify continued compliance. Please remember that your plan may change. Changes or updates must be approved by NMDA prior to implementation. Submit changes and updates by , letter or fax. Keep copies of all applications, forms and documents you submit to NMDA. Organic recordkeeping forms are available at 1. Please provide a brief description of your business. 1a. Type: Individual (Sole Proprietorship) Individual Doing business as Corporation Limited Liability Company (LLC) Educational Institution/ Public Institution/ n-profit General Partnership Cooperative Other: 2. How many employees do you have? Number of employees CERTIFICATION SUMMARY Employee Classification Permanent Full Time Permanent Part Time Seasonal 3. Have you ever previously applied for organic certification? 3a. If, please list the year(s) and certifying agency to which you applied. 4. Are you currently certified organic or have you ever been certified organic? 4a. If, please list the name of the certifying agency and the year(s) certified by that agency. 5. Have you ever been denied certification or had your certification suspended or revoked? 6. If currently certified by NMDA, were issues noted or has information been requested that is still outstanding? (see your last correspondence from NMDA) N/A 6a. If, please note conditions or information requested and how you have resolved the issue. 8. Do you plan to import any ingredients, processing aides, packaging, etc.? 8a. If yes, please indicate from which countries: 9. Do you plan to export any ingredients? 9a. If yes, please indicate to which countries: This application is subject to change per NOP requirements 2019 NMDA Organic Processor/Handler Application Organic@nmda.nmsu.edu Page 3 of 21

4 NEW MEXICO DEPARTMENT OF AGRICLUTURE ORGANIC PROGRAM 10. Which other agencies inspect/ audit your facility? Please specify which agency/ organization: state/local health/food safety independent (AIB, Fair Trade, etc.) other SECTION B. Organic Product Composition and labeling Product Profile & Label Proof for each product must be approved before organic certification. Submit label proofs for approval before printing. NMDA is NOT responsible or liable for non-compliant or incorrect labels. If any changes are made to a formula, an updated Product Profile must be submitted before production. The statement Certified Organic by New Mexico Department of Agriculture must appear on the label immediately below the contact information of the handler or distributor of the product. Labels must identify each organic ingredient in the ingredient statement with the word, organic, or with an asterisk or other reference mark which is defined to indicate the ingredient is organically produced. Use of Organic Seal is optional. You may use the either NMDA Organic Seal or the USDA Organic Seal, or both. The NMDA Organic Seal may not be displayed more prominently than the USDA Organic Seal. Products must carry a tracking /date code that can be used to trace your production dates & records. Ingredients must not be produced using excluded methods (GMOs), sewage sludge, or ionizing radiation. Salt & water are excluded from the calculations but must be free of prohibited additives. Organic and 100% Organic products may not contain non-organic processing aids, flavors, colors or ingredients unless they appear on the National List of Allowed Substances NOP You may not sell new products (products not certified organic in 2018) as organic until they appear on your 2018 Organic Product List. PLEASE LIST ALL OF YOUR ORGANIC PRODUCTS BELOW Product List Attached Products labeled ORGANIC 95% of product must be Certified Organic ingredients. All other ingredients and processing aids must be on the National List: ne Attached New product in 2019? List all sizes of this product Product Name exactly as it appears on the label Products labeled 100% ORGANIC must contain only ingredients that are Certified 100% Organic, including all processing aids, and all agricultural ingredients. New product in 2019? List all sizes of this product Product Name exactly as it appears on the label ne Attached This application is subject to change per NOP requirements 2019 NMDA Organic Processor/Handler Application Organic@nmda.nmsu.edu Page 4 of 21

5 NEW MEXICO DEPARTMENT OF AGRICLUTURE ORGANIC PROGRAM Products labeled MADE WITH ORGANIC (SPECIFIED INGREDIENTS OR FOOD GROUPS) must contain at least 70% organic ingredients and may use the phrase, made with organic (specified ingredients or food groups), to modify the name of the product in retail display, labeling, and display containers. Statement must not list more than three organic ingredients or food groups. New product in 2019? List all sizes of this product Product Name exactly as it appears on the label ne Attached Products with less than 70% organic ingredients Organic ingredients may ONLY be identified in the ingredient statement. The word organic may not appear elsewhere on the label. New product in 2019? List all sizes of this product ne Attached Product Name exactly as it appears on the label SECTION C. INGREDIENT VERIFICATION 1. How do you verify that ingredients or products you receive are currently certified organic according to the National Organic Program? Obtain current organic certificates from suppliers Obtain current organic product lists from suppliers This application is subject to change per NOP requirements 2019 NMDA Organic Processor/Handler Application Page 5 of 21

6 NEW MEXICO DEPARTMENT OF AGRICLUTURE ORGANIC PROGRAM Verify through the Organic Integrity Database Other (please specify): 1a. If more than 1 supplier is used, fill out Addendum 1, Supplier List. The 2019 Processor/ Handler OSP is considered incomplete without this attachment. 2. Do you source ingredients from uncertified vendors? If yes, how do you verify that the vendor s product matches the supplied organic certificate? 2. How do you prevent the use of non-organic ingredients or processing aids that have been produced using genetically modified organisms (GMOs), sewage sludge, or ionizing radiation? Please check all that apply. GMO testing Letters from manufacturer Other (please specify): t applicable, only using certified organic ingredients, products, or processing aids 3. How do you verify that products handled by your company are free of prohibited processing aids? Letters from manufacturers Other (please specify): t Applicable, no processing aids used 4. Are sulfites, nitrates, or nitrites added during the handling or processing or organic products at your facility? 5. If salt is used in your products, do you have verification that the salt is free from prohibited flowing agents or other prohibited materials? N/A This application is subject to change per NOP requirements 2019 NMDA Organic Processor/Handler Application Organic@nmda.nmsu.edu Page 6 of 21

7 BUSINESS NAME: PRODUCT PROFILE Complete one form for each organic product containing more than 1 ingredient. DATE: PRODUCT NAME exactly as it appears on the label. Product Labeling Category: 100% Organic (every ingredient is Certified 100% Organic) Organic (contains at least 95% Certified Organic ingredients) Made with organic ingredients ( contains 70-95% Certified Organic Ingredients) INGREDIENTS Ingredient (Include Additives) Supplier/Manufacturer If more than one supplier for same ingredient, list both separately Organic ( ) Certifying Agency of Organic Ingredient Have you verified ( ) that nonorganic ingredients are not produced with any of the following: Excluded Methods (GMOs) Sewage Sludge Ionizing Radiation Weight or Volume % of Finished Product A. Weight of Organic Ingredients: B. Total Weight of Formula: (Excluding water and salt) C. Percent of Organic Ingredients: (A B) x 100 PROCESSING AIDS: (1) Substance added to a food during processing but is removed in some manner before the food is packaged in its finished form (2) substance added to a food during processing, is converted into constituents normally present in the food, and does not significantly increase amount of the constituents naturally found in the food; and (3) substance added to a food for its technical or functional effect in the processing but is present in the finished food at insignificant levels and does not have any technical or functional effect in that food. Processing Aid Organic n- Organic Is the processing aid on the National List ( )? yes yes no no Supplier/Manufacturer Name Application & Use This application is subject to change per NOP requirements 2019 NMDA Organic Processor/Handler Application Organic@nmda.nmsu.edu Page 7 of 21

8 SECTION D. CHAIN OF CUSTODY 1. Indicate which handling categories apply to this facility and your company. Check all that apply. Processor of multi-ingredient products Processor of single-ingredient products Packer of raw agriculture products Wholesale Grocery Distributor Warehouse/Storage Facility Re-pack of previously packaged and/or processed products Marketing Company Brokerage Other (please specify): 2. What specific type of handling or processing occurs at this facility (i.e. baking, milling, canning/ jarring, grain cleaning, repacking etc.)? 3. Does your company own the organic products that are handled at this facility? Both 3a. If, at what point do you take ownership of the ingredients or products handled at your facility? 4. Parallel Production: Do you handle or process (or plan to) the same product in both organic & non-organic form? 4a. If, please provide a list of the products that you handle or process in both an organic and non-organic form. Please attach a separate sheet of paper if necessary. PRIVATE LABELING, SUB-CONTRACTING 5. Do you plan to custom process or custom label organic products for other companies? 5a. If, please complete Addendum 2: Private labeling, Contracting 6. Do you plan to contract with any farms or other facilities to produce, process, store, or label organic products? 6a. If, complete Processing/ Handling Addendum 2: Private Labeling, Contracting. 7. Is your company responsible for sourcing the ingredients for the organic products processed at your facility? 7a. If, please identify the responsible party or parties. 8. Please indicate how organic products handled or processed by your company are marketed. Check all that apply. Bulk Sales to Food Processors Retail or Bulk Sales to Food Distributors or Retail Stores Export Direct Sales to Consumers Other (specify): Page 8 of 21

9 SECTION E. HARVEST AND TRANSPORTATION OF ORGANIC CROPS , , Does your company arrange for, or is your company responsible for, the HARVEST of organic crops? If, move onto question #2. 1a. If, how do you ensure there are no non-organic crop residues in harvest equipment? Equipment used for organic crops only Equipment is cleaned prior to organic crop harvest or use 1b. Is harvest equipment cleaning documented? 1c. If, please indicate what type of cleaning documentation is maintained. Clean truck/equipment affidavits Clean out records Other (please specify): 2. Does your company arrange for, or is your company responsible for, the TRANSPORTATION of organic crops? If, move onto question #3. 2a. If, how do you ensure there are no non-organic crop residues in transport equipment? Equipment used for organic crops only Equipment is cleaned prior to organic crop harvest or use 2b. Is transport equipment cleaning documented? 2c. If, please indicate what type of cleaning documentation is maintained. Clean truck/equipment affidavits Clean out records Other (please specify): 3. Does your company provide HARVEST CONTAINERS to farms for organic products? If, move onto Section D Receiving Incoming Organic Products. 3a. If, describe them. Are the containers: New Used for organic crops only Cleaned prior to use Lined prior to use Other: 3b. How are harvest containers identified/labeled as organic? SECTION F. RECEIVING INCOMING ORGANIC PRODUCTS NOP , , How are organic products received at your facility? Please check all that apply. Bins Bulk trailer Bulk bags Totes Drums Wholesale boxes Retail packages Other (please specify): 2. What receiving/shipping documents accompany incoming organic products? Please check all that apply. Organic Certificate/Product Lists Transaction Certificate Field ticket Clean truck/equipment affidavits Invoice Purchase order Bill of lading Scale ticket Contracts Certificates of analysis Other (please specify): Page 9 of 21

10 3. How are products identified as organic on your internal receiving documents? 4. Do you assign an internal lot code at the time of receipt of ingredients/products? 4a. If, please describe the lot code system. SECTION G. CLEANING, SANITATION , , Handling practices and procedures must present no contamination risk to organic ingredients and products from commingling with non-organic products or contact with prohibited substances. Procedures used to maintain organic integrity must be documented. 1. Check all cleaning methods used prior to processing or handling organic products. Cleaning or Purging Occurs - Move onto Section F Packing-Processing Sweeping Compressed air Scraping Manual washing Vacuuming Clean in place (CIP) Soap and water Purging of equipment Steam cleaning Sanitizing Other (please specify): 2. Please list all cleaning / sanitation materials used on food contact equipment / surfaces. ne Used (skip to question #7) Cleanser / Sanitizer On which equipment or surface? Used prior to organic handling or processing? Frequency of Use Check if cleaning is documented. 3. Is the use of cleansers/sanitizers followed by a potable water rinse? 4. Does your facility test food contact surfaces or rinsate water for cleaner/sanitizer residues? Page 10 of 21

11 5. Are Quaternary Ammonia products used prior to processing and/or handling organic products? 5a. If, what steps are taken to prevent contamination of organic food? 6. Describe how your operation ensures organic products are not contaminated by prohibited cleansers/sanitizers. N/A 7. Is equipment purged prior to handling or processing organic products? 7a. If, describe purge procedures, quantities purged, documentation of purge, and how the amount purged suffices to clear equipment of non-organic product. 8. List documentation maintained for ALL cleaning, sanitation, and/or purge practices and procedures. SECTION H. PACKING, PROCESSING , , Which types of production records are kept? Equipment clean-out logs Product specification sheet Ingredient inspection forms Ingredient inventory Batch logs Ingredient usage reports Production log Shift production log QC reports Waste log Shrinkage log Ingredient inventory reports Finished product inventory reports Packaging reports Other (please specify): 2. Are products identified as organic on production documents? 2a. If, please describe how commingling is prevented. Page 11 of 21

12 3. Are your packing or processing lines and/or equipment dedicated for use with organic products only? 3a. If, please describe how you ensure organic products are not contaminated with prohibited materials or commingled with non-organic products during packing and/or processing 4. How are partial pallets/boxes/drums of organic products handled and how does your company ensure they are protected from commingling with non-organic products during packing or processing? N/A SECTION I. POST-HARVEST MATERIALS , A post-harvest material is a substance that is used on a raw organic crop prior to packaging or processing of the crop. In order to use a post-harvest material on an organic crop product, the material must be an approved agricultural product or must be listed in section of the National List. 1. Please indicate what type(s) of post-harvest materials are at your facility. Check all that apply. NONE USED Move onto Section H Processing Aids Waxes Floatation Agents Anti-foaming agents Anti-Microbial Agents Anti-Fungal Agents Sprouting Inhibitors Sanitizers Other (please specify): 2. Please list all post-harvest materials used at your facility in the table below. Please be sure to indicate which materials are used with organic products. Please attach a separate sheet of paper if necessary. Used with organic products? Post-harvest Material What is its function? Source / Contact Is the substance on the NOP National List? SECTION J. PROCESSING AIDS NONE USED Move onto Section I - Water , A processing aid is defined as (a) substance that is added to a food during processing, but is removed in some manner from the food before it is packaged in its finished form; (b) a substance that is added to a food during processing, is converted into constituents normally present in the food, and does not significantly increase the amount of the constituents naturally found in the food; and (c) a substance that is added to a food for its technical or functional effect in the processing, but is present in the finished food at insignificant levels and does not have any technical or functional effect in that food. To use a processing aid in an organic product labeled as 100% Organic the processing aid must be Certified 100% Organic. To use a processing aid in or on an organic product labeled as organic, or made with organic (specific ingredients or food groups), the processing aid must be an approved agricultural product or must be listed in section of the National List. 1. Please indicate what types of Processing Aids are used in the manufacturing of products at your facility. Check all that apply. Enzymes Anti-sticking or release agents Anti-caking agent Filtering agent Other (please specify): Page 12 of 21

13 2. Please list ALL processing aids used at your facility. Please indicate which materials are used with which organic products. Processing Aid (Brand Name) Used on which product? Please attach a separate sheet of paper if necessary. What is its function? Source of aid and contact information On the National List? Certified Organic? SECTION K. WATER NOT USED Move onto Section J - Storage , , , How is water used at your facility? Ingredient Cooking Steam Product transport (fruit floating, etc.) Cleaning organic products Cooling Cleaning equipment Other (please specify) 2. Source of water: Municipal On-site well Other (please specify): 3. Does the water meet the Safe Drinking Water Act? 4. Is water treated on-site? 4a. If, please indicate what water treatment processes are used. 5. Do you use municipal water? 5a. If, please describe source 5b. If, please describe how you monitor water quality. 6. Is bleach, chlorine, calcium hypochlorite, chlorine dioxide, or sodium hypochlorite used for disinfecting and sanitizing food contact surfaces at your facility? 6a. If, how do you test chlorine levels to ensure levels do not exceed the maximum residual disinfectant limit under the Safe Drinking Water Act (4ppm)? Chlorine /bleach testing frequency: Hourly Daily Weekly Monthly Other (please specify): 6b. Please describe how you document the results of your monitoring or testing. 7. Is steam used in the processing or packaging of food products? 7a. If, move onto to Section J - Storage. 7b. If, does steam have direct contact with organic food products? Page 13 of 21

14 7c. If, which of the following do you use? Steam filters Condensate traps Testing of condensate Testing of finished products Other 7d. Are boiler water additives used during food handling or processing? 7e. If, move onto to Section J Storage. 7f. If, please list all products used as boiler additives in the table below. Please indicate which boiler water additives will be used during handling or processing of organic food products. Name of Boiler Water Additive Used During Organic Handling or Processing? Source Name and Phone # Is it on the National List? Attach SDS and/or label information for boiler additives you plan to use during organic handling or processing. 8. If boiler water additives are used during organic processing, please indicate how you use them and how organic integrity is maintained. SECTION L. STORAGE , Does your company store organic products? If, move onto Section K Packaging and Shipping Containers 1a. If, please provide details: Use Location and Name/Number of Storage Area(s) Off Site? * yes no Type (bin, bay, cooler etc.) Capacity Storage Unit Dedicated Organic? Incoming Raw Product Storage Ingredient Storage Packaging Material Storage In-process Storage Finished Product Storage Other (Please specify): Other (Please specify): * Off Site storage name, location and contact: Off-site Storage Verification attached 2. Describe how you ensure organic products are not contaminated with prohibited materials or commingled with non-organic products at ALL storage locations. Page 14 of 21

15 SECTION M. PACKAGING AND SHIPPING CONTAINERS , Practices and procedures must present no contamination risk from commingling with non-organic ingredients/products or contact with prohibited substances. Packaging materials, bins, and storage containers must not contain any synthetic fungicides, any preservative, or any fumigants. Reusable bags or containers must be cleaned if they have been in direct contact with prohibited substances or non-organic ingredient/product. Procedures used to maintain the organic integrity of ingredients or products must be documented. 1. Does this facility pack organic products into retail packages or place organic products in storage or shipping containers? 1a. If, move onto Section L Shipping-Outgoing Products. If, what type(s) of packaging materials or storage/shipping containers do you use? Please check all that apply. Paper Cardboard Wood Plastic Glass Metal Foil Waxed paper Poly Other (please specify): 2. Are all packaging materials and/or storage and shipping containers food grade? 3. Have any packaging and/or storage and shipping containers been exposed to synthetic fungicides, preservatives, or fumigants? 4. Are packaging materials and/or storage and shipping containers reused? 4a. If, please describe how organic ingredients/products are protected from contamination when placed in the reused container. 5. Please describe how you identify packages or containers as organic (signage, lot numbers, etc.) 6. Is all packaging and labeling equipment cleared of organic identification prior to all subsequent conventional runs? N/A SECTION N. SHIPPING OUTGOING ORGANIC PRODUCTS , , How do organic products leave your facility? Please check all that apply. Bins Bulk trailer Drums Bulk bags Totes Wholesale boxes Retail packages Other (specify): 2. Please indicate what shipping or sales documents are maintained by your company. Please check all that apply. Pallet/tote ticket Bill of lading Sales invoice Clean truck affidavit Purchase order Scale ticket Contracts Other (please specify): Page 15 of 21

16 3. Do all documents clearly identify products as organic? 4. Does your company arrange outgoing product transport? 4a. If, move onto Section M. Pest Management 4b. If, have transport companies been notified of organic handling requirements? 5. How does your company ensure outgoing transport units are cleaned prior to loading loose, bulk organic products? t Applicable, only packaged products are shipped Clean truck/equipment affidavits Clean out records Other (please specify 6. Are organic products shipped in the same transport units as non-organic products? 6a. If, please indicate what steps are taken to segregate organic products. Use of separate pallets Organic product shrink wrapped Separate area in transport unit Organic product sealed in impermeable containers Other (please specify) SECTION O. PEST MANAGEMENT Pest management practices begin with the removal of pest habitat, food sources and breeding areas, and prevention of access to the facility. Environmental factors such as temperature, light, humidity, atmosphere, and air circulation may also be used to prevent pests. Control of pests may be accomplished by mechanical or physical controls including, but not limited to, traps, light, sound, or lures and repellants that use non-synthetic or synthetic substances consistent with the National List If these measures are not effective, a synthetic substance on the National List may be used, provided the certifying agent approves use of the substance, method of application, and measures taken to prevent contact with ingredients or organic products. Use of pest control products must be documented and included as part of the organic system plan. 1. What type of pest management system does your facility use? N/A In-house: Name of responsible person: Contract pest control service: Name, contact info: 1a. If materials are used, complete Addendum 3, Pest Control Materials. Attached 2. Check all potential pest problems at your facility. pest problems Crawling insects Flying insects Rodents Birds Other (please specify) Page 16 of 21

17 3. Check all pest management practices used at your facility. Good sanitation Removal of exterior habitat/food Clean up spilled product Sealed doors and/or windows Repair of holes/cracks Screened windows/vents Physical barriers Air curtains Incoming ingredient inspection Ultrasound/light devices Release of beneficials Sticky traps Electrocutors Pheromone traps Mechanical traps Freezing treatments Vitamin baits Fumigation* Fogging* Sprays-- crack, crevice, perimeter, etc* Monitoring Heat treatments * The use, frequency, and method of application of all pest controls -- especially fumigants, fogs and sprays ---must be approved by NMDA. Please explain how organic ingredients, products and organic product packaging are protected from exposure to these substances at your facility. Other N/A SECTION P. QUALITY ASSURANCE , , A certified operation must maintain records regarding the handling of organic products. These records must be adapted to the particular business or operation, must fully disclose all activities and transactions of the certified operation in sufficient detail to be readily understood and audited, must be maintained for five years, and must be sufficient to demonstrate compliance with NOP Rule. 1. Do you have standard operating procedures for organic processing and/or handling? If, please attach a copy. 2. Do you have a Quality Assurance program in place? 2a. If, please indicate what type of program. ISO HACCP Total Quality Management GAPS Other (please specify) Section Q. RECORDKEEPING National Organic Standards require organic producers to maintain records concerning the production and handling of organic products. These records must fully disclose all activities and transactions of the operation in sufficient detail to be readily understandable and auditable and must be available for inspection and copying. You are required to maintain records related to organic production for 5 years and have them available during inspections. Records include but are not limited to product formulas/profiles, labels, facility maps/flow chart, ingredient organic certificates/ purchases/receiving, production/batching records, residue testing, shipping/transportation logs, storage/inventory records, sales. 1. Be prepared to submit copies of all records requested by NMDA. 2. Be prepared to produce all records requested by your inspector at the time of inspection. 3. Be prepared to conduct a traceability audit on a randomly selected product. 4. Be prepared to conduct a mass balance on any given ingredient for a period of time. Organic recordkeeping forms are available at Page 17 of 21

18 SECTION R. MAP & PRODUCT FLOW Attached , Please attach a FACILITY MAP/ DIAGRAM and a FLOW CHART for each different processing and/or handling line at your facility. The flow chart(s) must: Show the movement of all organic products, from incoming/receiving through production to outgoing/shipping. Indicate where ingredients are blended, added, etc. Indicate all equipment and storage areas associated with organic products. The map(s) must include: A complete floor plan that includes rooms (and their usage), doors, coolers, storage areas, etc. All buildings, including storage areas. Processing machinery/ equipment (ovens, mixers, etc.) The following areas: receiving, staging, and shipping Total square footage Natural Resource Conservation How do you sustain biodiversity in the operation and its surrounding area? Erosion control: native plants landscaping vegetative cover mulch Buildings, parking lot, roads: vegetated swales rain gardens vegetated filter strips roads located to minimize effect on in-stream habitat and fish passage Waste management: dust collection systems with up-to-date permits pre-treatment of wastewater before entering wetlands constructed wetlands dispose of processing waste before it harms wildlife Other If you were Certified Organic in 2018, please report your 2018 ORGANIC SALES & PRODUCTION Sales include distributors, grocery stores, internet, farmer s markets, restaurants, etc. Please list by general product type (milk, nuts, nut butters, herbs, lip balm, body oil, pasta, tortillas, breads, etc.) Sales Report attached Organic Product Total of Unique Brand Name Products Production All Unit Sizes (pounds, ounces, supersacks, etc.) Wholesale Sales (rounded to nearest dollar) Sales Retail Sales (rounded to nearest dollar) Page 18 of 21

19 Percentage of Sales Total Certified Organic Sales 2018 Type of Sales Number of Employees Farmers Markets On-Farm Sales CSA (Community Supported Agriculture) Wholesale Restaurant Retail Stores Other: Please specify Type of Employee Permanent Full Time Employees Permanent Part Time Employees Seasonal Employees Marketing & Jobs - Help us show the importance of organic farming in New Mexico s economy. Organic & n-organic percentage of annual production: % Organic % n-organic BUSINESS NAME: OWNER NAME: FEE SCHEDULE part 1 of 2 As a reminder to all applicants, cost share reimbursement is being handled by the United States Department of Agriculture (USDA) Farm Service Agency (FSA) now. Please contact your local county FSA agent for more information about the current requirements and processes of the Organic Cost Share Program. Please refer to index for more information about the Organic Certification Cost Share Program. All other inquiries, including applications must be submitted to FSA. Application Fee Page 19 of 21

20 NEW Applicant Fee RENEWAL Applicant Fee t Certified Organic by NMDA in 2018 Previously Certified Organic by NMDA in 2018 Application Fee = $ Renewal Fee = $ Application Fee = $ INSPECTION Fees: An hourly rate of $65 per hour, plus mileage and per diem will be charged for inspections Late Fee (for RENEWAL applications postmarked after the anniversary date of the operation) Renewals received 30 days after anniversary date Late Fee: $ Renewals received 60 days after anniversary date Late Fee: $ Renewals received 90 days after anniversary date Late Fee: $ Late Fee = $ Application Fee + Late Fee) = Total Fees = $ Business Name: Authorized Representative Signature: Date: Fee Policy 1). Fees are NOT REFUNDABLE 2). Make checks Payable to NMDA 3). If new or additional fields or products are added after the annual inspection is complete, additional costs will be incurred. A cost estimate will be provided. o If a second inspection is necessary, you will be billed for the actual cost of the inspection and the actual cost of the desk audit ($65/hour) to complete the addition inspection. Page 20 of 21

21 o In cases where no second inspection is required, you will be billed for the actual cost of the desk audit ($65/hour). o Payment must be received before the new or additional fields/products are certified organic and added to the Organic Product List and the Organic System Plan. Mailing Procedure Please mail Application, and Payment documents to: NMDA Organic Program 2604 Aztec Road NE Albuquerque NM Or application to organic@nmda.nmsu.edu Page 21 of 21