Activities in Retail Store by ghu56923

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									Becoming a Certified Retail
Store (Part 2)

    Meeting the National Organic Program
    Regulations
Topics

   Cleaning and Sanitation
   Pest Control
   Documenting what you do
   Audit Trails
   What to Expect at your Inspection

   CCOF‟s Retail Certification Program
How to maintain organic integrity?

   2 concepts, 7 words…
   Avoid commingling (even touching) between
    organic & nonorganic.
   Avoid contact with prohibited substances,
    (those not on the National List).
   And if you are certified, you need to
    document that you did.
Cleaning & Sanitation Overview

   Clean facilities help maintain organic integrity.
   Prevent commingling – by removing nonorganic
    products before introducing organic.
   Prevent contact with prohibited substances – by
    washing & rinsing utensils, containers, and work
    surfaces.
   Rinsing is critical for most cleaning or sanitizing
    products
   Be very wary of leave-on sanitizers, use those on the
    National List.
Cleaning & Sanitizing (continued)
   Preparation Areas:
     Wash & rinse counters,

       sinks, and containers
     Wash & rinse cutting

       boards, knives, scoops
     Wash hands after handling

       nonorganic products.
     Always wash organic

       produce in fresh water.
   Display:
     Wash & rinse bins, trays,

       bowls, shelf liners, and
       display containers before
       use for organic.
Pest Control


    For certified or noncertified retail
    facilities.
Noncertified retail stores

   There are no specific requirements under the
    National Organic Program…
   Are responsible for maintaining organic
    integrity of the products you sell.
   Should use good sense in controlling pests to
    prevent pesticides from contacting ANY
    foods!
   However, may we recommend the strategies
    for certified facilities…
Four „Levels‟ of Pest Control
for Certified Organic Facilities:

1.   Prevention
2.   Mechanical and physical controls
3.   Materials on the National List
4.   Synthetic materials not on the National List,
     with approval from your certifier.

To be used in that order!
Primary Strategy For Pest Management:
Prevention

 Sanitation
 Using monitoring devices

 Store design
Remember …
an ounce of prevention
is worth a pound of poison
But when Prevention alone doesn‟t
work...

   MECHANICAL & PHYSICAL CONTROLS
       Mechanical and/or Sticky Traps
       Electrocuters, Zappers
       Pheromone Traps or Lures
       Repellents
Repellent: Cayenne pepper to discourage
ants around the honey.
Light attractant for flying insects
And if mechanical and physical controls don’t work

The 3rd level


 Using pest control materials
  included on the National List
     Boric acid (crawlies), vitamin D3 (rodents), natural
      citrus products, botanical pesticides.
     May NOT contact organic (or nonorganic) food!
Boric Acid                           Citric Products




Examples of products on retail shelves that can be used.
4th level of pest management
Using Pest Control Materials Not on the
National List: Synthetic Pesticides

   May be used by certified organic facilities -
                           BUT
   Must be disclosed to & approved by your certifier.
   You will probably be asked to justify their use.
   Must not contact organic products.
If you hire or contract a pest control
company to do your pest management
   You should document that you have informed
    them of the requirements for pest control in
    organic facilities.
   Send a letter or memo, and keep a copy of it
    with the on-site inspection log.
   It is ultimately YOUR responsibility to comply
    with organic regulations.
Documenting What You Do
a.k.a. Keeping Records
Why do you have to keep records?
   „Exempt‟ & excluded, noncertified retail stores
    not required to follow record keeping
    regulations…
   However, they must be able to verify that the
    products they label and sell as „organic‟ are
    indeed organic.
       Date of purchase, source, quantity, certification
        status.
                                        ‘Exempt’ means
       Maintain records 3 years         the store does
                                           not process
Certified retail stores, including those that
process & move organic products off-site…
   Need to be able to document you have
    complied with the regulations that apply:
       Date of purchase, source, quantities, and
        certification agent of organic products.
       No commingling.
       No contact with prohibited substances.
       Any processed products were properly labeled.
       Ingredients were as stated on the label.
       Maintain records 5 years.
Two Kinds of Records

1.       Documentation of how you maintained
         organic integrity
         Cleaning and pest control records
         Written procedures, logs, forms
         Employee training
2.       Audit Trail
         Sufficient to determine the source, transfer of
          ownership, and transport.
1. Documenting what you do to maintain
organic integrity
   If you prep nonorganic & organic, records
    should show you cleaned between them.
   If you use cleaners or sanitizers that are not
    on the National List records should
    demonstrate that any residues are removed.
   You may develop your own forms, or
    purchase the GORP Manual, or use other
    source.
Documenting what you do to maintain
organic integrity (cont.)
   If you use any pesticides, whether or not they
    are on the National List, records should show
    what was used, how much, when, and where.
   Records should demonstrate what you did to
    prevent the pesticides from contacting
    organic products.
   If you‟re certified, you may need to document
    mechanical & physical controls were not
    effective.
2. Documenting the audit trail:

   Certification Status:
   If you purchase products from „exempt‟
    operations, you may want to have a record
    from them verifying they qualify as „exempt‟.

   If you purchase direct from certified growers
    or processors, you need their certificates.
Documenting the certification status
(cont.)
   If you purchase from noncertified distributors,
    you must have a copy of the grower‟s or
    processor‟s certificate.
   If you purchase from certified distributors you
    only need the distributors‟ certificates.
                                       Hint
                           Distributors who repack or
                          relabel must be certified, at
                          least for that portion of their
                              handling operation.
Additional audit trail documentation

   Orders
   Bills of Lading
   Delivery receipts
   Receiving documents
What to Expect at Your
Inspection

   Or how to stop worrying and love your inspector.
Certification is “Plan” based

   You must submit an organic handling plan
    with your application.
       Practices & procedures to prevent commingling &
        contact with prohibited substances, substances
        used, monitoring practices, record keeping,
        procedures.
   Before assigning an inspector, we review
    your plan.
   We‟ll notify you if there are areas that are
    incomplete, unclear, or don‟t meet regulation.
Inspector‟s job?


 Toverify you operate
 according to your plan!
Inspectors must physically inspect each
department requesting certification.

    Receiving areas, storage, prep areas and
     display.
    Review records and logs.
    Verify you are operating according to the
     organic handling plan you submitted.
During an inspection the inspector will
look at
   Receiving areas for cleanliness, evidence of
    pest control.
   Storage areas for potential sources of
    contamination, clear identification, &
    evidence of pest control.
   Prep areas for ways that organic product
    could contact prohibited substances or
    become commingled
   Your displays for labeling, separation.
During the inspection your inspector is
likely to

   Start with an interview with management.
   May interview employees.
   Examine files, cleaning logs, pest control
    logs, employee training logs.
   Ask for an „audit trail‟ to track products to
    certification verification.
the inspection (cont.)

   Ends with an interview to identify potential
    areas of non-compliance, areas of concern, or
    request further information.
   Inspectors may only explain regulations, not
    advise.
                                        Hints:
                               1. Avoid interruptions
                                      having

                                  2. Stay on topic.
And then…

   Your inspector submits written report to
    certification agent.
   We review the report and notify you of
    decision.
   You will renew your certification annually.
CCOF‟s Retail Store
Certification Program
California Certified Organic Farmers

   Non profit
   Since 1973
   Certify over 1000
    operations
   California & beyond
   Farms, processing
    facilities, retail stores
   First certified retail
    store: 2000
CCOF‟s Retail Store Program

   Applicable National Organic Program standards.
   Short application form.
   Organic Handling System Plan Questionnaire from
    the GORP Manual.
   Other pages from our processing Organic System
    Plan forms if you are processing.


                                  Hint:
                        Attach your forms & other
                        information as requested.
May select which departments
Timeframe:

   Allow for at least 8-12 weeks from when we
    receive a complete application.


                          Hints:
              •Submit complete application.
           •Respond quickly if more information
                       is required.
            •Be accessible for your inspector.
Retail Programs CCOF certifies
1. „Exempt‟ retail store activities.
2. Repacked products labeled “organic” per
   NOP.
3. Retail activities plus repacking and/or
   relabeling.
    “Certified Organic by CCOF”.
4. Delis and restaurants for food handling.
5. Private labels, with or without retail
   certification.
Costs

   Application packet & fee.
   Based on square footage of store, same price
    for any or all departments.
   Annual inspections billed according to actual
    inspector‟s time
   Private labels are separate.
   Happy to give an estimate by phone.
Challenges

   We‟re still modifying our retail program to be
    useful, satisfying, and meaningful to our
    clients.
   Some questions
       Should all departments be required to participate?
       Should we offer a „package‟ private labels with
        store certification?
       How to encourage more deli‟s to become
        certified?
Thank you for supporting organic farmers
and processors!

								
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