INSTRUCTIONS FOR RETAILER SUPPORTING DOCUMENTATION FORM NO. ROR-608
INTRODUCTION This form is intended to serve as the “organic system plan” required by 7CFR Part 205, National Organic Standards. The organic system plan is a detailed description of how an operation will achieve, document and sustain compliance with organic standards. Complete this form and include all supporting documentation listed in Section B. In addition, an Organic Certification application and prescribed application fee must be submitted. Mail all documents to the Texas Department of Agriculture, Organic Certification Program, P.O. Box 12076, Austin, Texas 78711. For assistance in completing this application, call toll-free 1-800-835-5832. For the hearing impaired: 1-800-735-2988 (voice) or 1-800-735-2989 (TDD/TT). Issuance of certification will require an on-site inspection to verify compliance to the applicable organic standards. Incomplete or inaccurate applications and/or supporting documentation may result in denial of application or certification. A copy of all applications and supporting documentation should be duplicated and maintained on file.
SECTION A 1. VERIFICATION INFORMATION Enter all business information requested – only one ID number is required.
SECTION B 1. REQUIRED SUPPORTING DOCUMENTATION Use this checklist to ensure that all required information is included in your application. Check off the box next to each item completed.
SECTION C 1. RETAIL OUTLET INFORMATION • Check off all departments that your store contains. They may or may not contain organic products. • From what kinds of businesses do you buy your organic products?
Organics Regulatory Division
Revised 10/10/02
Instructions for Retailer Supporting Documentation
Page 2 of 3
SECTION D 1. CERTIFIED PRODUCT INFORMATION Check off all of the types of products you carry at this retail location. • Food - products for human consumption • Bulk bin products – self-serve dry goods products (grains, beans, etc.). • Repacked – Items bought in bulk and packaged by retailer into smaller units for sale. • Unpackaged produce – produce that is not enclosed in packaging, such as apples, oranges, greens, etc. Products with twist-ties or rubber bands are considered unpackaged produce. • Packaged Produce – Any produce that is fully enclosed in packaging to prevent contamination or commingling, and is received by the retailer in the final packaging. • Meat- Includes Deli and Butcher counters • Dairy – Eggs, milk, cheese, etc. • Feed - products for animal consumption • Fiber - Products made out of organic fibers – not for human or animal consumption
SECTION E 1. RECORD-KEEPING PLAN Check off which records are kept on site. Your record keeping system needs to be able to track the products you carry back to the supplier. If your company has a TDA-certified distributor location in Texas, records of out-of-stock (already sold) products may be kept by the distributor. The records need to be easily accessible in the case of a complaint or audit. All records relating to your current stock must be kept on site and be made available to the inspector during the inspection.
SECTION F 1. STORAGE AND HANDLING Areas used to store organic products before they are placed on the sales floor. All areas must be managed to prevent contamination and commingling, as described in the standards. • Bulk bins – Areas for storage of bulk products for filling bulk bins • Cold Storage Units – Refrigerator or Freezer storage units • Shelf storage – dry storage for non refrigerated/non frozen products
SECTION G 1. SANITATION PLAN Complete this section describing how you plan to manage sanitation while protecting organic products from contamination.
Organics Regulatory Division
Revised 10/10/02
Instructions for Retailer Supporting Documentation
Page 3 of 3
SECTION H 1. PEST MANAGEMENT PLAN Complete this section describing how you plan to manage pests (insects, rodents, etc.) while protecting organic products from contamination. If a commercial pest control company is used, it is your responsibility to ensure compliance with standards.
SECTION I 1. IN-STORE PROCESSING PLAN Processing is considered to be anything that changes how the product is packaged. This includes repacking, mixing, cutting, grinding, baking, and food preparation. Some types of in-store processing (meat cutting, baking, food preparation) will require an additional application for certification as an organic food processor. Please contact us for an application packet.
SECTION J 1. DISPLAY OF CERTIFIED PRODUCTS Check all boxes identifying displays that are used on the sales floor for organic products.
SECTION K 1. LABELING OF CERTIFIED PRODUCTS If a product is labeled at your facility, copies of labels must be submitted to ensure they comply with standards. If a TDAcertified processor or distributor is packaging and labeling for you, under your own label, either you or the processor/distributor must provide us with copies of the labels. If a non-TDA-certified processor is packaging and labeling for you, under your own label, you need to provide us with copies of the labels. Indicate which labeling categories are used and verify they meet organic labeling requirements.
Organics Regulatory Division
Revised 10/10/02