Welcome to theWelcome to the electronic version of the Food Safety Requirements-manual for the local...

Welcome to the electronic version of the

Food Safety Requirements-manualfor the local and international

marketing of groundnuts!

How to use it…• Each subject listed in the Contents-page (page 1 & 2)

forms a link to the relevant page in the manual.

• All you need to do is click on the required topic, in order toautomatically go to the relevant subject in the document.

• To return to the Contents-page, simply click on the “Backto Contents” link at the bottom of each page.

Also take note of the following…• A colour-key at the top of page 5, indicates to producers

the required level of compliance to each control point(e.g. 100%, 95% or a recommendation). This level of com-pliance is indicated in the document by a vertical,coloured stripe to the left of the control point table.

• An Excel spreadsheet contains the formulas to thePesticide Application: Quantity Calculation Record (page75). Click on the link at the bottom of page 75 to open therelevant Excel file.

• This manual is also available in electronic format on theGrain SA website at www.grainsa.co.za.

PrefaceIn a controlled market environment (before 1997) the then Oil Seeds Board acted throughits various agents as the only buyer in the South African market. In terms of the Oil SeedsScheme the Board also implemented the necessary management of quality control for boththe local and the export market. Producers focussed mainly on production matters, and noton quality management.

After deregulation and suspension of the Oil Seeds Scheme, the South African produ-cer finds himself in a completely free market where supply and demand determines thelocal and international price of groundnuts. With the demise of the Oil Seeds Board anyonemay enter the export market. Quality management of the export product devolved from asingle board to processors/exporters and producers.

In the European Union there is an intense debate on food safety. Certain events, suchas the outbreak of “Mad Cow” disease in the mid-90s, played an important role in creatingan awareness of food safety aspects among ordinary consumers. This led to the accept-ance of legislation in Europe regarding food safety which had a direct impact on production processes. This, in turn, led to so-called “good practices” in the production ofagricultural products in order to promote food safety.

The debate around food safety also spread to South Africa. Consumer awareness offood safety aspects placed pressure on the authorities to ensure food safety. On 13 May2005 the National Department of Agriculture published regulations on “Standards regard-ing food hygiene and food safety of regulated agricultural food products of vegetable origin intended for export”.

The National Department of Health, by means of a notice on 27 June 2003, promulga-ted Regulation no. R908, according to which provision is made for applying HACCPrequirements on groundnuts prepared for the domestic market.

By means of this Guide, Grain SA in consultation with the Groundnut Forum, wish toprovide support to producers in their efforts to conform with the local and international foodsafety requirements. We trust that it will be to the benefit of every user thereof.

Hennie Venter Jan du PreezChairman: Grain SA Groundnut Work Group Chairman: Groundnut Forum

1To Contents page 2

ContentsLinking together the Elements of Sustainable Agriculture . . . . . . . . . . . . . . . . . .3

1. Legislative Framework . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

2. Varieties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62.1 Choice of Varieties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62.2 Pest and Disease Resistance/Tolerance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72.3 Seed Treatments & Dressings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

3. Soil Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83.1 Soil Erosion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83.2 Soil Mapping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93.3 Site History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

4. Management of the Site and Equipment . . . . . . . . . . . . . . . . . . . . . . . . . . .124.1 Hygiene . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124.2 Transportation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .144.3 Pest Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .144.4 First Aid and Emergency Plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

5. Management of Machinery and Equipment . . . . . . . . . . . . . . . . . . . . . . . . .16

6. Fertiliser . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .186.1 Advice on Quantity and Type of Fertiliser . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .186.2 Quantity, Type and Frequency of Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .186.3 Organic Manure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .186.4 Liquid Fertiliser . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

7. Irrigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .207.1 Quality of Irrigation Water . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .207.2 Supply of Irrigation Water . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

8. Crop Management and Husbandry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .218.1 Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .218.2 Crop Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

9. Crop Protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .289.1 Basic Elements of Crop Protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .289.2 Choice of Chemicals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .289.3 Advice on Quantity and Type of Chemicals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .299.4 Protective Clothing and Equipment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .309.5 Harvest Intervals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .319.6 Chemical Mixing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

2Back to Contents page

9.7 Calculation of Spray Mix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .329.8 Chemical Storage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33

10. Harvesting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4310.1 Hygiene . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

11. Post-harvest Handling & Storage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43 11.1 Post-harvest Treatments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4311.2 Post-harvest Storage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46

12. Worker Health, Safety & Welfare . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4912.1 Health and Safety Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4912.2 Employee Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5312.3 Worker Health, Safety and Welfare . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5612.4 Worker Welfare . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

13. Waste and Pollution Management, Recycling and Re-use . . . . . . . . . . . . .5913.1 Energy Efficiency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5913.2 Identification of Waste and Pollutants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6013.3 Waste and Pollution Action Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61

14. Environmental Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6214.1 Impact of Agriculture on the Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6214.2 Wildlife and Conservation Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6314.3 Unproductive Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6514.4 Nitrate Levels in Ground Water . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6514.5 GMOs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66

TemplatesManagement Plan Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69Machinery Maintenance Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71Fertiliser Application Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72Application of Organic Manure: Treated Human Sewage Sludge . . . . . . . . . . . . . . . . . . .73Pesticide Application Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74Pesticide Application: Quantity Calculation Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75Irrigation Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76Irrigation Calculation Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77Irrigation Water Analysis Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78Product Harvest Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79Post-harvest Treatment Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80Crop Store Inspection Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81Crop Store Cleaning Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82Environmental Impact Assessment Sample . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83

Contents (continued)


Linking together the Elementsof Sustainable Agriculture

IPM: Management of pests using all appropriate tech-niques and methods- including cultural, biological, mecha-nical, chemical and biotechnological – in a given situation.The aim is to prevent pest accruing, observe pest levelsand intervene only to avoid unacceptable economic losses.Evaluate all available pest control options and select methods that maximise human safety and minimise envi-ronmental impact.

ICM: Management of the whole crop to produce economicyields of high quality produce in an environmentally soundand socially responsible way.

SA: Providing sufficient, high quality food and fibre to meetexisting and future needs, using farming methods that pro-tect and improve the environment and the well-being offarmers and local communities.

PEST LEVEL

Integrated Pest Management (IPM)

Integrated CropManagement (ICM)

Integrated FarmManagement (IFM)

Sustainable Agriculture (SA)Many different stakeholders are involved in

defining and driving the SA agenda.

IFM: A whole farm management approach that balancesthe efficient and profitable production of food and fibre withenvironmental care and social responsibility. How the ele-ments of the IFM link together and interact in a whole farmpolicy is dearly shown by the following list:

CROP LEVEL

FARM LEVEL

WHOLE ENVIRONMENT

• inter-government organisations• governments• development/donor agencies• foundations• financial institutions• analysts• academics

• NGOs• consumers• organic associations• farmers/co-operatives• food industry • agribusiness companies.


The Principles of Sustainable Agriculture:• The production of sufficient, affordable high quality food and fibre to meet current and future needs.• The protection of the economic viability of farming operations.• The minimising of adverse effects of agricultural activities on the environment and the delivery of

positive effects where possible.• The optimised use of natural resources.• The protection of the health and safety of farmers and local communities.• A positive contribution to the quality of life of rural communities.• A dynamic approach that combines the best available knowledge, skills and technology in ways

that are appropriate to local conditions and capacity.

Export-oriented farming must conform to a number of rules and regulations, especially if products areshipped from the southern to the northern hemisphere. Besides legislation enacted to ensure exportsstandards, there are other requirements set by importing countries in order to ensure traceability andbasic food safety.

A major problem for farmers, is the choice of chemical products conforming to the minimumrequirements for residue (Maximum Residue Level) set by importing countries, particularly in the EUand Japan. Producers should therefore, in consultation with input suppliers/processors/exporters, onlyuse chemical products which meet the tolerances of the relevant importing countries, and adapt pro-duction practices accordingly. The groundnut technical forum meets regularly to compile lists settingout the acceptability for the export markets, of various chemical products.

As a member of this team, Syngenta plays an important role in compiling and managing these lists.Regarding Syngenta products, we approach the problem by developing a chemical crop programmethat already conforms to the requirements of your clients, including residue acceptable to the relevantexport market. This also includes other facets of Good Agricultural Practices, namely the principles ofIntegrated Crop Management (“ICM”) and Integrated Pest Management (“IPM”). In developing cropprotection guidelines, we give due consideration to a high level of sustainable control of weeds, insectsand diseases, as well as to international regulations regarding residue. These guidelines ensure that:1. Crops are protected during critical periods of pest and disease outbreaks,2. Control will always be preventative,3. Development of resistance to chemical products are managed effectively,4. The residue at the time of harvesting will always be within the limits or even lower than the require-

ments set by the relevant import country.

Prevention

Inter-vention

Observation

“ICM”“IPM”

Soil and WaterManagement

Crop Nutrition

Crop Rotationand Variety

Wildlife and Landscape Management

Energy Management

Animal Husbandry

Organisation and Management

Monitoring andAuditing

Crop ProtectionWaste and PollutionManagement

Integrated farming systems, based on ICM and IPM principles, are widely believed to represent the best way of meeting the goals of Sustainable Agriculture.


1.1 Farms must be managed in accordancewith all local and National Food Safetylegislation relevant to the enterprisesundertaken and as implemented by therelevant competent authority.

Farmer to demonstrate an aware-ness by a list of the relevant FoodSafety legislation and implemen-tation of the legislation. No N/A.*

VERBAL & DOCUMENTARY EVIDENCE. The grower must be able to demonstrateknowledge of relevant local and national legislation with regards to food safety. Theproducer must be able to explain his knowledge of the legislation as well as to demonstrate that he has copies of all current and relevant legislation.

1. Legislative Framework

Section Control Point Compliance CriteriaG

uid

ance

No

tes

1.2 All responsible persons must be able toexplain how they fulfil their legal obliga-tions with respect to the Food Safety,Animal Welfare and Environmental leg-islation applicable to their enterprise.

A visual assessment must bemade together with staff demon-strating awareness of and compli-ance with legislation as listed incompliance 1.1. No N/A.

VERBAL EVIDENCE. The grower, and all key personnel, must be able to substan-tiate the claims in control point 1.1 that the enterprise is managed according to the legislation relevant to that sector. In groundnuts, for example, key personnel will beable to explain how they manage risks such as aflatoxin and other food safety relatedissues that affect groundnuts. The objective here is to ensure that all personnelinvolved in the key stages of crop production are aware of the risks associated with the product as well as the management steps taken to reduce those risks – i.e. an understanding of why things are done, not just how they are done.G

uid

ance

No

tes

* “No N/A” indicates that an explanation must be provided.

Red = Major must (100% compliance)Yellow = Minor must (95% compliance)Green = Recommendation


Section Control Point Compliance Criteria

1.3 Where the competent authority haveprovided code(s) of Good AgriculturalPractice, these must be adhered to.

Copies of the relevant codes readand understood by staff. N/A if nocodes.

VERBAL & WRITTEN EVIDENCE. Where industry codes of practice exist, there mustbe documentary evidence demonstrating that the requirements of these codes areimplemented and are being adhered to. For example, when the National Department ofAgriculture publish their standard/guidelines for minimum food safety requirements,this will become the relevant standard for producers to adhere to.G

uid

ance

No

tes

2. Varieties

2.1.1 Choice of variety must meet the speci-fied requirement of potential customersregarding the expected markets withrespect to quality standards (e.g. tech-nological performance, agronomic per-formance, environmental impact, mini-mum dependence on agrochemicals).

The Grower should be able todemonstrate varieties grownthrough customer requirements.

DOCUMENTARY EVIDENCE. Producers must be able to demonstrate that they haveselected varieties according to customer requirements. These may be in the form ofcustomer specifications detailing the acceptable varieties or in the form of pre-seasonagreement whereby a customer has pre-agreed the varieties that can be used by theproducer. Customers are not necessarily "end users" A customer can be the processorwho then sells the product further into the supply chain.

Gu

idan

ce

No

tes

2.1 Choice of Variety

2.1.2 The choice of variety should be basedon acceptable agronomic performancein the local conditions.

The Grower should be able todemonstrate the varieties grownmeet these requirements eitherthrough official trials, seed supplier information or customer requirements.

DOCUMENTARY EVIDENCE. The producer must be able to demonstrate that thevarieties selected are the most suitable for local conditions. This should be consideredwhen identifying acceptable varieties with the customer and factors such as resistanceto commercially important pests, ability to flourish with minimum chemical interventionand productivity characteristics should be considered. Reference can be made to theARC cultivar evaluation trial results. These results are available from the ARC GrainCrops Institute, Potchefstroom, Tel: (018) 299-6100.G

uid

ance

No

tes

7


Back to Contents page

2.1.3 Purchased seeds must be accompa-nied by records of variety name, batchnumber, supplier, seed certificationdetails and seed treatments retained.

Grower must provide records ofvariety name, batch number, supplier, seed certification detailsand seed treatments applied.

DOCUMENTARY EVIDENCE. All purchased seed must be accompanied by a document stating that it has been produced using reliable and accepted techniquesand that a formal Quality Control system is in place and used by the manufacturer. This document can be in the form of a "Batch number", a Batch Certificate or even a baglabel, as long as the batch characteristics can be traced. Although it is difficult to get aseed vendor to "guarantee" the product, it should be a minimum requirement that theyare willing to disclose – and provide access to all documentation if required – the techniques and methods that are used in the production of the seed. The intentionhere is to ensure, as far as possible, that Good Agricultural Practices are being applied from propagation right the way through to harvest and processing.

Gu

idan

ce N

ote

s

2.1.4 Home-saved seed must have records ofthe identity, source, treatments (e.g.cleaning and seed treatments).

Grower to keep records and havethem available on the farm.

DOCUMENTARY & VERBAL EVIDENCE. The producer must be able to demon-strate, through records and a verbal explanation, the quality control process that isused on seed produced in-house.G

ui-

dan

ceN

ote

s

2.2.1 Growers must be aware of the variety'sdegree of susceptibility to pests anddiseases.

Grower to demonstrate aware-ness at interview.

VERBAL EVIDENCE. Talk to the grower to understand if tolerance or resistance istechnically and commercially available. If available, check the seed bags or documen-tation which will indicate resistances. Resistance to some viruses is available, in somecrops resistance to nematodes, aphids and other pests is available, some tolerance isnow available to disease although not common. However, it may be that in some cropstolerance and resistance is available, but the variety is not yet commercially proven,maybe due to yield, flavour, appearance etc, In this case the grower is not expected togrow the tolerant variety and the answer should be N/A. G

uid

ance

No

tes

2.2 Pest and Disease Resistance/Tolerance

8



2.2.2 Varieties with the best resistance tocommercially important pests and dis-ease in the locality should be grown.

Grower to demonstrate aware-ness at interview.

VERBAL EVIDENCE. The grower must be able to demonstrate his awareness of thetolerance of the variety selected in relation to other varieties available.G

ui-

dan

ceN

ote

s

2.3.1 Only seed treatments approved for usein the country of production andseed/crop being treated may be used.

When the seed has been treated,there are records with the nameof the product(s) used and its target (pests and/or diseases).

WRITTEN EVIDENCE. Where seed treatments have been applied by the producer,there must be records demonstrating the application of the treatments. There mustalso be documentary evidence – could be in the form of a statutory list or one suppliedby the relevant local authority – stating that the product/s applied in the treatment areregistered for that specific use.G

uid

ance

No

tes

2.3 Seed Treatments & Dressings

3.1.1 Field cultivation techniques that min-imise soil erosion must be adoptedwherever possible.

Grower to demonstrate compli-ance on interview.

VERBAL EVIDENCE. The producer must be able to demonstrate that the techniquesused for field cultivation have been selected based on consideration for soil conserva-tion, particularly with regard to soil erosion. Other factors that should be consideredwhen determining field cultivation techniques should be compaction, maintenance ofsoil structure and drainage.G

uid

ance

No

tes

3. Soil Management

3.1 Soil Erosion

3.1.2 Cultivation techniques should be justi-fied and cultivation practices recorded.

Records of cultivation to be pro-duced and the Grower to demon-strate understanding on interview.

VERBAL & WRITTEN EVIDENCE. Grower must be able to substantiate cultivationtechniques used with records of cultivation.Notes

9



3.2.1 Soil Maps for the farm must be drawnup to aid the planning of rotations andto assist in the proper and optimal useof Crop Protection Products, fertilisersand organic manure.

Comprehensive soil maps areavailable. No N/A.

DOCUMENTARY EVIDENCE. Soil maps must be produced demonstrating the soiltypes, varieties and profiles according to their geographic distribution. This can becomputer based using GPS recording equipment or manually recorded using a farmmap and a simple method of plotting soil types on the map. Use of coloured pins, different patterns or shaded areas describe to the different soil types are all acceptablemethods of recording. The objective of having a soil map is to demonstrate that consideration is given to the soil characteristics when considering application of anyagronomic activity rather than a "generic" approach.

3.2 Soil Mapping

Gu

idan

ce N

ote

s

3.3.1 Farms and other facilities must be suitable for the intended purpose, maintained in good repair and shouldbe used so as to achieve the objectivesof this standard.

Current records which provide ahistory of production of all fieldsand buildings. No N/A.

DOCUMENTARY & VERBAL. The intention of this control point is not to obtain acomplete and comprehensive history of the farm. The intention is to establish whetheror not the process of implementing and achieving compliance against Eurepgap hasbeen adequately recorded. In other words, if a grower has never kept records anddecides that he wants to get certified, he is not automatically disqualified because hehas never kept records. In this instance, the minimum time of 3 months worth of accurate and correct record keeping would be applied and the auditor would expect to see no more than that. This control point becomes more prominent in following years when the audit process will consider and evaluate records from previous seasons to verify compliance.

3.3 Site History

Gu

idan

ce N

ote

s

3.3.2 A recording system must be establishedfor each unit of production or otherarea/location to provide a permanentrecord of the livestock production andother agronomic activities undertaken atthose locations. These records must bekept in an ordered and up-to-date fashion.

An assessment of the recordingsystem. No N/A.

DOCUMENTARY EVIDENCE. Records must clearly demonstrate the use of a reference system for each field and/or block.Notes

10



3.3.3 A reference system for each field, yard,plot, livestock building or otherarea/location used in production mustbe established and referenced on afarm plan or map.

Compliance could include visualidentification in the form of aphysical sign at all fields/plots/buildings/pens etc. or a farm planor map that could be cross-referenced to the identificationsystem. No N/A.

VISUAL EVIDENCE. Each field must be clearly signaged to indicate its description. Inmost cases, this is by use of an alpha-numeric registration number for each field. Forexample field number 1 in block A would be designated the code "A1". The intentionwith this identification system is to facilitate accurate and comprehensive record keeping for agronomic activities associated with that particular field. The other reasonwhy each field must be clearly identified with physical signs is to ensure that operators,when given instructions, are able to carry out those instructions by using signage toverify that they are in, fact, at the correct location. The signage used must be appropriate to the workers – i.e. in their own language and understandable to them. In cases where workers/operators are illiterate, other methods of identificationshould be sought – e.g. the use of pictograms. The most important factor here is thatoperators are able to explain to an auditor how they carry out instructions and whatmethod they use to verify that they are at the right location.

Gu

idan

ce N

ote

s

3.3.4 Where there is a change of site (i.e.crop), a risk assessment must beundertaken, taking into account theprior use of the land or site and allpotential impacts of the production onadjacent crops and other areas.

A non-documented risk assess-ment has been carried out whennew crops are to be introducedonto existing sites or new sitesare to be cropped. The riskassessment must take account ofsite history (crops) and considerimpact of proposed enterpriseson adjacent crops/environment.

VERBAL EVIDENCE. The grower must be able to demonstrate to the auditor thataccount has been taken of the potential risks associated with a change in land use.Consideration should be given to prior use of the land, adjacent land use, level ofwater table, sources of water, fauna and flora, sources of potential contaminants – bothphysical and chemical and effects on local community. TIP: Although the CP indicatesthat this risk assessment is "non-documented" it is always easier to explain as well asdemonstrate that this has been done by having a record of the activity. This recorddoes not have to be sophisticated and can be in the form of a simple checklist againstwhich the factors mentioned are evaluated and ticked – or, in cases where non-confor-mances are found, commented upon. The intention with this control point is to assessthe producers' application of GAP to new sites or changes in cropping to existing sites.

Gu

idan

ce N

ote

s

11



3.3.5 A management plan must be developedsetting out strategies to minimise allidentified risks, such as pollution orwater table contamination. The resultsof this analysis must be recorded andused to justify that the site in question issuitable.

The management plan has animplemented strategy to meet theobjectives of this specific stan-dard. No N/A.

DOCUMENTARY, VISUAL & VERBAL EVIDENCE. Whilst the management plan mustbe documented and recorded, the intention with this control point is to establish thatthe producer understands and is able to apply what is stated in the management plan.Having something in writing and actually doing it are two different things and thereforethe auditor will need to see that the action points identified in the management planare actually being done. The management plan must be explained by the producer.The objective of the management plan is twofold: in the first instance, it is there toidentify the risks associated with the agronomic activities taking place. These "risks"should consider the crop, the environment and the people – both consumers andthose working with product. Risks should be categorised as such and the risks identi-fied and quantified. For example, if a field was previously used as a feed-lot and theintention is now to plant that field to a commercial crop – in this case, groundnuts.There would be a physical risk to the product of contamination due to the high lodingof the soil. If there is a river or stream nearby, there would be a risk of contamination ofwater by run-off. This brings on the second function of the risk assessment i.e. Risk Control. The risk assessment identifies and quantifies the risk, the risk control minimises, reduces, or eliminates the risks. In the example used above, the microbialloding of the soil could be reduced by allowing the land to stand for a period of time.In this case, soil samples would be taken at the beginning of the period and at the endof the period to verify that the microbial loding – and so the associated risk – was infact decreasing, and, more importantly, prior to production, this level had reached safe proportions. Appropriate soil cultivation techniques could be used to minimise the riskof run-off contaminating the stream and water sampling could be used to verify thatthere was no negative effect from the production taking place on the land.

Gu

idan

ce N

ote

s

12



3.3.6 The management plan should includeplanned rotations which are designed tominimise the reliance on CropProtection Products, optimise the use ofartificial and organic manure, maintainsoil structure and condition.

A documented environmental riskassessment must be available forthe site/farm. A management planmust be available. No N/A.

DOCUMENTARY EVIDENCE. A documented management plan must be written forthe agronomic practices that take place on the farm. The management plan must consider all factors affecting commercial crop production such as air, soil and waterconservation. Soil conservation should include specific reference to crop rotations andexplanation should be given about what rotation is applied and the reasons why thisrotation is applied. Common reasons for crop rotation include maintenance of soil structure – for example leaving a piece of land as "set-aside" for a rotation of 1 in 4 toconserve soil structure; using intermediate varieties to prevent the build up of nema-todes in the soil and using rotations to manage resistance of pests to chemicals commonly used. The management plan can be a constant document – i.e. does nothave to be re-written every year – but should consider changes and improvements toagronomic practises.

Gu

idan

ce N

ote

s

4.1.1 All grain store walls, floors and horizon-tal surfaces of any storage, holding orreception facilities must be cleaned andwhere appropriate, washed and insecti-cide treated prior to use. Residues ofprevious crops must be cleaned from allareas including ventilated floors andbeneath conveyors.

Grower to demonstrate compli-ance by inspection, cleaning andchemical treatment records.

VISUAL & DOCUMENTARY EVIDENCE. Producer to demonstrate that regularscheduled cleaning is undertaken on product storage areas. Cleaning must coverappropriate risks to product for example contamination of raw product from previouscrop residue – the cleaning record/procedure must address this risk and nominateappropriate actions in order to eliminate this risk or reduce it to within acceptableparameters. Cleaning records must be completely and accurately filled in and a visualinspection of the storage area should verify that the cleaning schedule is a) beingused properly and b) is effective for its intended purpose. The cleaning scheduleshould consider possible physical contaminants – i.e. the walls, floors, ceilings andwindows – as well as the chemical and microbial contaminants and procedures toaddress risks identified should be clearly stipulated in the cleaning schedule. Forexample, to prevent possible cross-contamination of one crop with another, a com-plete and thorough cleaning programme is undertaken before and after each productis stored. Where chemicals are used – for example fumigants – the cleaning proceduremust take into consideration any withholding period stipulated on the chemical label.This is similar to Harvesting Intervals and is a legal requirement.

Gu

idan

ce N

ote

s

4. Management of the Site and Equipment

4.1 Hygiene

13



4.1.2 Where livestock buildings are intendedfor use as grain storage or temporaryholding facilities, they must be thor-oughly cleaned and power washed atleast 5 weeks prior to storage.

Grower to demonstrate compli-ance by inspection, cleaning andchemical treatment records.

VISUAL & DOCUMENTARY EVIDENCE. As above.

4.1.3 Pre-harvest insect trapping in grain storage areas must be carried out todemonstrate that cleaning operationshave been successful.

Compliance to be demonstratedby the production of receipts fortraps and records detailing moni-toring. Baits containing nuts mustnot be used.

VISUAL & DOCUMENTARY EVIDENCE. This process can be incorporated into thecleaning/storage preparation procedure as the desired/intended objective is the samei.e. the management of risks to the stored product. Insect/pest trapping records shouldconsider location of traps – a simple site diagram of the store with marks denoting bait-points is acceptable. Typically, the monitoring and recording process would alsoinvolve the allocation of serial numbers to each bait point so that counts/inspectionresults can be allocated to each bait point. This is useful in the identification of "hotspots" i.e. areas where pest frequency is far greater than other areas and the resultscan be used to identify causes for the increased frequency in pests in that locality –e.g. a breach in the wall or floor of the store.

Gu

idan

ce N

ote

s

4.1.4 If any pre-harvest grain store CropProtection Products are used, the product name, dose rate, date of appli-cation, reason for application and operator must be recorded.

Records must be available whereapplicable.

DOCUMENTARY EVIDENCE. As per CP 4.1.1Notes

4.1.5 All equipment used for the harvesting,transportation, handling, conveying andloading of grain must be thoroughlycleaned and the dates recorded.

Records with dates must be available where applicable.

DOCUMENTARY & VISUAL EVIDENCE. Equipment must be visually clean and thismust be backed up by sound cleaning records.Notes

Notes

14



4.2.1 Ex-farm transport must be covered onceloaded and during transit.

Producer/operatives to demon-strate compliance on interview.

VISUAL OR VERBAL EVIDENCE. Compliance will be assessed by speaking to theoperators about the procedure for transporting raw product from farm to processor.Where contract haulage is used, covering of product must be written into the contractand should be used as a Key Performance Indicator when evaluating contractrenewals etc. Copies of the haulage contract are also useful for demonstrating compliance and obviously, if haulage is taking place at the time of the audit, visual verification will be used to demonstrate compliance.G

uid

ance

No

tes

4.2 Transportation

4.3.1 The farmer must be responsible for minimising the risk of animal pest infes-tation in buildings and other facilities.Steps must be taken to prevent birdand rodent contamination, includingsteps to deter and eradicate infestation– no open sheds for example.

Visual assessment. No N/A.

VISUAL ASSESSMENT. Any area where product is to be stored or handled must besuitably protected against ingress of pests. Open sheds are not suitable for productstorage or handling – equally, a completely sealed, air tight unit is also not practical.The intention with this control point is to demonstrate that reasonable steps are beingtaken to control pest ingress into all areas and thus ensure the safety of the product.Where stores used are open and clearly not effective in keeping pests under control,this will be scored as non-compliant. The intention is not to ensure expensive meas-ures are implemented to control pest ingress – cheaper, equally effective measurescan be used, for example using shade cloth to close apertures between the walls andceilings of existing buildings rather than closing it with brickwork.

4.3 Pest Control

Gu

idan

ce N

ote

s

4.3.2 Detailed records of animal pest controlinspections and necessary actionstaken must be kept.

Records of pest control inspec-tions and follow-up action plan(s).No N/A.

DOCUMENTARY EVIDENCE. Clear and complete records must be kept detailing anypest activity. Actions taken must also be recorded and effectiveness of actions takenmonitored.G

ui-

dan

ceN

ote

s

4.3.3 The location of all animal pest controlmeasures must be identified on aplan/diagram of the site.

Site plan with bait points. No N/A.

DOCUMENTARY EVIDENCE. A site map identifying the location of all pest controlmeasures must be kept and used alongside the inspection records.Notes

15



4.3.4 All entry points should be suitably protected to prevent, as far as possible,the ingress of animal pests.

Visual assessment. No N/A.

VISUAL EVIDENCE. Entry points to storage areas – such as doors and windows, airvents, drains and any other apertures – must be suitably protected against the ingressof pests such as birds and rodents. Precautions taken could be installation of wiremesh over air vents or erection of shade cloth screens where there is a gap – forexample between the roof and the wall. In any case, the effectiveness of the measurestaken should be recorded alongside the monitoring of pest activity. This regular checkswill identify any short-comings in the measures taken, for example if the incidence ofpest ingress increases dramatically in one area, the possible entry points should bechecked and re-sealed where necessary in order to control the risk.

Gu

idan

ce N

ote

s

4.3.5 To avoid establishing a breedingground for pests and disease, farmsmust be clear of litter and waste andhave adequate provisions for waste disposal.

Visual assessment that there is noevidence of breeding grounds inareas of waste/litter in the immedi-ate vicinity of the production orstorage buildings. No N/A.

VISUAL EVIDENCE. Waste material should be disposed of immediately. Where wasteplant material is kept and re-used/re-cycled, it should be stored in a designated areaaway from raw product facilities and suitable pest control measures taken to preventthe development of breeding ground for pests. Such measures could include theestablishment of a buffer zone around the waste product that is kept very clean so thatany pest activity can be easily detected. The waste area should also be cleanedbetween loads and monitored regularly so that any signs of pest build-up can bedetected early and appropriate steps taken. This waste management principle appliesirrespective of cropping activity – in other words, even when all raw material has beenprocessed and removed from the site, if there is still waste product, it must be man-aged in a way that prevents the build-up of pests for further cropping.

Gu

idan

ce N

ote

s

4.4.1 A contingency plan should be established which covers action to betaken in the event of loss of power,flood/storm damage, fire, chemical oreffluent spillage.

Written contingency plan. No N/A.

DOCUMENTARY EVIDENCE. A simple but effective plan must be developed to dealwith aforementioned incidents. Relevant contact details and clear instructions in eachscenario must form part of this contingency plan. This plan can be developed generi-cally for groundnut growers in general but needs to cover all eventualities and provideadequate instruction and details for each scenario.

4.4 First Aid and Emergency Plans

Gu

idan

ceN

ote

s

16



4.4.2 First Aid boxes must be present at allpermanent sites and in the vicinity offieldwork.

First aid box at all sites, contentschecked, in field where appropri-ate. No N/A.

VISUAL EVIDENCE. First Aid boxes must be made available for in-field workers. Thiscan be a very basic first-aid kit but it must be readily available for workers – especiallythose working in the field away from permanent installations. In most cases, a worker is appointed as a First Aider and it is this person’s duty to carry out the First Aid. Prices for basic First Aid kits range from R115.00 but this cost can be reduced toaround R90 if ordered in bulk (Ref. Ysterplaats Medical Supplies – www.yms.co.za – Tel:021-551 0838 Quote Ref. 450 JPS)G

uid

ance

No

tes

4.4.3 Hazards should be clearly identified bywarning signs placed where appropriate.

Warning signs present. No N/A.

VISUAL EVIDENCE. All hazards must be clearly identified by appropriate signage.Such hazards include flammable substances; corrosive substances; toxic substances;substances that give off toxic vapours, etc. G

ui-

dan

ceN

ote

s

5.1 Is there a record kept for allmachinery and equipment:• Details of maintenance and

calibration of chemical applicationequipment (e.g. sprayers and fertiliser spreaders)?

• Details of cleaning of harvesters and handling equipment, including trailers, reception areas, conveyors,cleaners and driers?

• Records of cleanliness of equipmentused to handle and transport products?

• Details of calibration of product testing and monitoring equipmente.g. moisture meters?

Records must be available tocomply with the requirements ofthe standard. No N/A.

DOCUMENTARY EVIDENCE. Each machine should be allocated a registration number that must be used to record all maintenance, calibration or repairs undertakenon it. It is useful to keep all job cards/invoices from service suppliers that have carriedout work on the machine as it demonstrates compliance with maintenance require-ments. Cleaning records for each machine and piece of equipment should also befiled under the registration numbers and a cleaning schedule should be developed forthe regular and recorded cleaning process. Any chemicals used in the cleaningprocess must be recorded on the cleaning records – records should state the chemical name and the purpose for which it is applied.

5. Management of Machinery and Equipment

Gu

idan

ce N

ote

s

17



5.2 Are lorries/trucks and trailers carryinggrain crops or stock feed clean and fitfor the purpose of carrying raw mate-rials entering into the food chain, withparticular care given to the cleanlinessof dual purpose trailers to prevent contamination?

Staff to demonstrate awareness atinterview and visual assessmentof transport vehicles. No N/A.

VISUAL, VERBAL & DOCUMENTARY EVIDENCE. Verbal evidence given by workers and operators will be assessed through visual assessment of the cleanlinessof the machinery and equipment as well by documentary evidence – i.e. the cleaning, calibration & maintenance records.G

uid

ance

No

tes

5.3 Are lorries used for transporting cropsor stock feed, whether owned by theProducer or contractors, inspected forcleanliness prior to loading and anynecessary corrective action taken?

Record of inspection of each lorryand record of any correctiveaction. No N/A.

DOCUMENTARY EVIDENCE. Vehicles must be inspected prior to loading raw materials. This is a basic food safety principle and can affect the integrity of the load. If possible contaminants are noticed, a clearly recorded action procedure mustbe implemented. Inspection records must indicate the name of the person doing theinspection, the registration of the vehicle being inspected, the date of the inspectionand results – a good method of inspecting is to identify different parts of the vehicle on a diagram and then indicate compliance with a tick or a cross – where a non-conformance is indicated, there should be an area where corrective actions can be recorded.

Gu

idan

ce N

ote

s

5.4 Are all bulk loaders used for loadingcrops or stock feed cleaned in accor-dence with the Eurepgap standard priorto use, with particular care given thecleanliness of dual purpose loaders toprevent contamination?

Visual assessment that bulk load-ers are kept in a clean, dry and fitstate to avoid harm to the goodsbeen carried inside.

5.5 Is crop conditioning equipment servicedand cleaned in accordance with manu-facturers instructions? Are recordsmaintained?

Records must be available together with manufacturers’instructions.

18



6. Fertiliser

6.1.1 Growers or their advisers must be able to demonstrate competence and knowledge.

Grower to demonstrate compe-tence at interview/production ofnationally recognised certificate ofcompetence for themselves ortheir advisors.

DOCUMENTARY EVIDENCE. Where an advisor is used, the producer must be ableto demonstrate the competence of the advisor by producing a valid certificate/license.If no advisor is used, the grower must be able to demonstrate his own competence.This can be a nationally recognised diploma in agriculture or a degree.G

uid

ance

N

ote

s

6.1 Advice on Quantity and Type of Fertiliser

6.2.1 Any application of fertilisers in excess ofnational or international limits must beavoided.

Grower to produce records ofapplication and demonstrate oninterview.

DOCUMENTARY EVIDENCE. Detailed records of application must be kept which willbe assessed during the audit to determine compliance. Where local or national limitsexist, copies of relevant literature must be kept on farm and application rates must bein accordance with these stated limits.

6.2 Quantity, Type and Frequency of Application

Gu

idan

ce

No

tes

6.3.1 The use of raw untreated humansewage sludge is prohibited. Any use oftreated human sewage sludge on landdestined for agricultural productionmust be supported by data and/orrecognised codes of practice whichdemonstrate that any carry-over of pathogenic organisms and other components which may have anadverse effect on human health, thequality of the soil, the ground water orthe wildlife are controlled to maintainrisks at the lowest possible level.

Grower to demonstrate compli-ance by records supported bydata and/or recognised codes ofpractice for use of sludge.

DOCUMENTARY & VISUAL EVIDENCE. Compliance with this control point will bedetermined by physical inspection of the lands. If it is suspected that raw, untreatedhuman sewage sludge is used, then it will be the producer's responsibility to produceevidence to the contrary. Where re-cycled/processed human waste is used, this mustbe supported by relevant technical data which demonstrates that the sludge has beentested and falls within acceptable safety limits.

6.3 Organic Manure

Gu

idan

ce

No

tes

19



6.4.1 When fertiliser is stored on the farm, isdue consideration given to potentialcontamination of water courses orground water should a spillage occur? Is solid fertiliser stored:1. On level ground, free from protruding

stones?2. At least 10 meters away from water

courses?3. At least 50 meters away from sensi-

tive areas such as boreholes, wells,springs, soakaways, quarries etc?

4. Away from areas accessible by members of the public, children and livestock (if stored for more than 7 days)?

5. In secure stores (if stored for morethan 7 days) to minimise risk of interference or vandalism?

6. In an area where there is goodaccess for delivery vehicles andemergency vehicles?

7. Are fertiliser spillages cleared immediately in accordance with the farm’s Chemical Spillage Plan?

Visual inspection.

VISUAL EVIDENCE. As per control point.

6.4 Liquid Fertiliser

Notes

20



6.4.2 Is liquid fertiliser stored: 1. As far as possible away from any wa-

ter course, ditch or drainage system? 2. In a tank designed to suit the

type and the amount of liquid that is stored?

3. In a tank made from a material that is resistant to corrosion from the contents?

4. In tank with a base that is designed to support the weight ofthe full store?

5. In an area where there is a hardstanding for large delivery vehicles?If a glass fibre re-inforced plastic tankis used, are suitable protective barri-ers put up at the emptying and fillingpoints of the tank to prevent damagefrom a vehicle hitting the tank?

Visual inspection.

VISUAL EVIDENCE. As per control point.Notes

7. Irrigation

7.1.1 The use of raw untreated sewage wateris prohibited.

Grower to demonstrate compli-ance by records.

As per compliance criteria.Notes

7.1 Quality of Irrigation Water

7.2.1 The use of water sources must beauthorised where authorisation isrequired.

Grower to demonstrate compli-ance by production of a currentvalid license where applicable.

DOCUMENTARY EVIDENCE. Where water abstraction permits/licenses are required,these must be produced as compliance for this CP.

7.2 Supply of Irrigation Water

Notes

21



8. Crop Management and Husbandry

8.1.1 Key staff identified as decision makersfor the use of agrochemicals (e.g. fer-tilisers and Crop Protection Products)must have adequate training and experience.

Record of key staff and their train-ing records must specify the basisof their competence. No N/A.

DOCUMENTARY & VERBAL EVIDENCE. Any member of staff involved in the appli-cation of chemicals must be able to demonstrate competence through recognisedqualifications/attendance certificates as appropriate to the function that person is per-forming. For example, a person who is responsible for making recommendations andgiving advice on the quantities and types of chemicals to be used must hold a relevantnational qualification – AVCASA or relevant tertiary education qualification (Diploma ordegree) whereas an operator of spray equipment needs only to demonstrate that hehas received training appropriate to the operation of that equipment – an attendancecertificate or a signed register of attendance on a training course is acceptable here.The important thing to remember here is that where advice is given regarding the useand application of chemicals, this should always be accompanied by some form ofcredentials of the person offering the advice.

Gu

idan

ce N

ote

s

8.1 Records

8.1.2 All farms must have adequate recordsto establish a complete and workableaudit trail for all crops. Producers must be able to make this informationavailable on demand.

Producer to be able to supply acomplete audit trail for all crops.No N/A.

DOCUMENTARY EVIDENCE. All records requested during the audit constitute compliance with this CP.Notes

22



8.1.3 Traceability must be established at allstages of production. Producers shouldbe able to adequately identify all rele-vant inputs and be able to trace productfrom or to the point of production in thefield or farm and during post-harvestoperations including storage, handlingand transport, and where appropriatedistribution to the customer. Producersmust be able to make this informationavailable on demand.

Producer to be able to supplytraceability at all stages of pro-duction for each crop. No N/A.

DOCUMENTARY EVIDENCE. Traceability in this context relates to being able to follow the product to the farm gate. Because this is pre-farm gate scheme, traceabilitybeyond the farm gate is not applicable, however, as part of any Good practice system,producers must be able to demonstrate through adequate record keeping that productis traced right up until point of sale. The audit will assess how effective the traceabilitysystem is by selecting a random batch of product – perhaps from the harvest registerfor example – and ask the producer where that product, once harvested, went to.Typically, upon arrival at the customers' premises, all incoming product is allocated a delivery note as proof of delivery. This delivery note is typically the start of the traceability process from the auditor point of view and basically demonstrates that the producer is tracking the product after it leaves the farm.

Gu

idan

ce N

ote

s

8.1.4 Identification must ensure that grades,varieties or batches are not incorrectlymixed or used for the wrong purpose.Where appropriate, batches of productmust be uniquely identified at all times.

Visual assessment to confirm thatcrops are separately identified,where appropriate. No N/A.

DOCUMENTARY & VISUAL EVIDENCE. The auditor will need to see that there is asystem in place that clearly separates varieties/grades/sizes etc where applicable. Ifthe product is sold as a bulk or "unsorted" commodity, then this is not applicable.

Notes

23



8.1.5 The system of traceability in place mustbe appropriate to the nature of theproduct and handling operations andmust be sufficient to enable product tobe identified to allow the establishmentof the identity, history and source of aproduct.

The traceability system in placemust be sufficient. No N/A.

DOCUMENTARY EVIDENCE. In cases where producers handle the product furtherbefore sending to the processor, the traceability system used must be robust enoughto ensure that product is clearly traceable and product history can be easily and accurately determined. For example, when harvested product is brought in for furtherhandling prior to dispatch, it is immediately allocated an identity or batch number. Thisnumber then follows the product through the handling process and provides cleartraceability for that product. In most cases, fields are harvested independently, it istherefore ideal to allocate a particular field with its' own unique batch number. Thismeans that product history can be very easily traced by referring to the field registerwhich accounts for all agronomic activities relating to the product.

Gu

idan

ce N

ote

s

8.1.6 The farm must maintain records criticalto demonstrate effective control of theobjectives of the Eurepgap standard.The records must be legible, genuineand collated and maintained in such away that they are readily retrievable.Records must be maintained for allchemical applications, in each field,including: Name of worker; Date; Site ofapplication; Crop, material or structureto be treated; Reason for treatment;Product used (active ingredients ornutrient status); Application rate;Weather conditions; Other relevantinformation e.g. buffer zone require-ments. Records should be held for atleast three years.

Legible, genuine records must bemaintained in order that require-ments are fulfilled. No N/A.

DOCUMENTARY EVIDENCE. Records will be assessed throughout the audit process and must be made available for the auditor to inspect. Preparation of recordsis vital in the audit process and will save a lot of time on the day of the audit. Allrecords requested during the audit process must be kept for at least three (3) years.G

uid

ance

N

ote

s

24



8.1.7 Records must be maintained for eachcrop, in each field, including: Identity ofthe site; Details of the species, varietyand any seed treatments; Where farmsaved seed is used, details of cleaningand treatments; Crop inspectionsincluding growth stages and condition;Records of pest and disease incidencein the crop; Crop Protection Productapplications showing that CropProtection Product label recommenda-tions regarding maximum recommend-ed dosage, restrictions on repeatedapplications, harvest interval and latestapplication stage have been adheredto; Records of fertiliser/manure usage;Husbandry practices including details ofcultivations and crop establishment/harvest date(s).

Legible, genuine records must bemaintained in order that require-ments are fulfilled. No N/A.

DOCUMENTARY EVIDENCE. The principle here is that complete "Crop Register" is maintained for each field. All agronomic activities relating to that crop in that fieldshould be recorded on this crop register. This is one way of storing records but is notthe only acceptable way. The important thing to remember with this CP is that recordsdetailing all agronomic activity are kept. In some instances, producers may prefer tokeep records according to specific activities or functions – for example all crop protection records kept together, all fertiliser records together etc. As far as traceabilityis concerned and maintaining product history, it is usually easier to keep records in theform of a crop register.

Gu

idan

ce N

ote

s

8.1.8 Soil nutrient analysis results must beretained for two years.

Records must be available. No N/A.

DOCUMENTARY EVIDENCE. As per Control Point.Notes

25



8.1.9 Records must be kept for each cropstored, including: Location of each par-cel; Identification of crop; Field of origin;Post-harvest applications; Date andprocess used to clean all storage sites(farm and bins); Details of fumigantsand other pre-storage chemicals used;Variety and field(s) of origin for eachstorage site; It is recommended thatrepresentative samples of each storagelot are taken and retained; Store inspec-tions, including temperatures, crop con-dition and action taken to correctdefects; Post-harvest chemical treat-ments, including details of product, dateand dosage.

Records must be available. No N/A.

DOCUMENTARY EVIDENCE. The focus of this CP is the storage record – i.e. theactual storage of the crop. Cleaning and maintenance of storage facilities have beendealt with in previous CPs – see 4.1.1.

Notes

8.1.10 All records relating to Crop ProtectionProduct and/or fertiliser applicationsmust be kept for at least three years.

Records must be available for thelast 3 years. No N/A.

DOCUMENTARY EVIDENCE. As per Control Point.Notes

8.1.11 For combinable crop farms only, SoilMaps for the farm must be drawn up toaid the planning of rotations and toassist in the proper and optimal use ofCrop Protection Products, fertilisers andorganic manure.

Comprehensive soil maps areavailable.

DOCUMENTARY EVIDENCE. See CP 3.2.1Notes

26



8.2.1 All farms must plan cropping to takeaccount of the benefits that can accruein disease, pest and weed controlthrough Integrated Crop Management(ICM). This must include the following:Assessment: identify the potentialproblems and their effect on crop yieldand quality. Prevention: use cultural,forecasting, past experience and man-agement measures to prevent, delay or anticipate problems, e.g. resistant varieties, crop rotation, preventativechemical control, suitable seed or planting material and optimum nutrientinputs. Observation: Monitor problemsto determine when to treat, e.g. by fieldwalking, store inspection and forecas-ting systems. Intervention: use directmeasures to stop loss in yield and qua-lity as necessary, e.g. cultural control,mechanical/physical control, biologicalcontrol, chemical control.

Records must be available toshow that the requirements havebeen met. No N/A.

DOCUMENTARY & VERBAL EVIDENCE. Growers will be requested to demonstratetheir understanding of Integrated Farm Management by interview and throughout theaudit process. Records will also be assessed throughout the audit to determine com-pliance and the effectiveness of the integrated management of the farm.

8.2 Crop Management

Gu

idan

ceN

ote

s

27



8.2.3 Fertiliser applications, whether mineralor organic, must be planned to matchthe nutrient requirements of the cropand the maintenance of soil fertilitybased on regular analyses.

Records are available to showthat the fertiliser applications arein accordance with the require-ments of the standard. No N/A.

DOCUMENTARY EVIDENCE. The results of soil analysis will be assessed in conjunc-tion with the fertiliser application records to determine whether the quantity and typesof fertilisers applied correspond with the crop requirements as determined by the soilanalysis results. G

uid

ance

No

tes

8.2.2 The application of all Crop ProtectionProducts, fertilisers and manure mustbe timed to maximise the efficacyand/or uptake by target crops consis-tent with minimising any adverseimpacts on non-target species or crops,the environment and surface- andground waters.

Records must be available toshow that the requirements havebeen met. No N/A.

DOCUMENTARY EVIDENCE. Consistent with the technical authorisation given for theapplication of any chemical or fertiliser product, the intention with this CP is to verifythat applications are based upon sound Integrated Management principles and notrandom. In other words, when advice on a particular problem or situation is sought, theadvisor must take into account the requirements of this CP before making his recom-mendation. Key factors that must be considered are any potential adverse affect thatthe product application may have on the surroundings, any long term effects that mayoccur for example surface residue which may affect future crops etc. These details areusually recorded on the appropriate application record or application instruction wheresuch exists and are signed off by a competent person – i.e. the person who's certifi-cate of competence is held.

Gu

idan

ce N

ote

s

28



8.2.4 Fertiliser applications must be plannedto maximise their uptake by targetcrops and to minimise losses. In particular applications of fertiliser mustprotect surface and ground waters from excessive nitrate and phosphate contamination and comply with EU legislation in relation to the protection of water quality and any restrictionsimposed by a relevant competentauthority, or by the enterprise specificrequirements of Eurepgap.

Fertiliser applications have beenconsidered in the context of thisstandard. Annual testing ofground water for NPK. No N/A.

VERBAL EVIDENCE. Through speaking to producer about the approach taken to theapplication of fertilisers and what factors are considered when determining the fertiliserapplication regime for any particular crop, compliance with this control point will beassessed. This regime will be further substantiated through the records of applicationwhere technical authorisation for the application is a requirement. TIP: Bear in mindthroughout the audit process that one record is usually never unrelated to other ele-ments of the standard and almost always, other records can be used to substantiateverbal claims made by the producer on the day of the audit.G

uid

ance

No

tes

9. Crop Protection

9.1.1 Wherever possible growers must applyrecognised Integrated Pest Man-agement techniques. Non chemicalpest treatments are preferred.

Grower to demonstrate an under-standing of IPM techniques oninterview and records of test treatments.

DOCUMENTARY & VERBAL EVIDENCE. The grower is to demonstrate his under-standing and application of the principles of Integrated Pest Management during theaudit. Records will also clearly indicate whether or not IPM techniques are beingapplied. TIP: A good reference document to be used is the Production Guidelines forGroundnuts – Available from ARC Grain Crops Institute, Tel: (018) 299-6100.

9.1 Basic Elements of Crop Protection

9.2.1 Only Crop Protection Productsapproved for use by the relevant com-petent authority in the country of pro-duction as well as country of destinationmay be used.

Procedures demonstrate thatCrop Protection Products usedare approved in country of pro-duction and country of destina-tion. No N/A.

DOCUMENTARY & VISUAL EVIDENCE. Records will be assessed to determinewhether or not unregistered product has been applied. This is a legal requirement andhas direct impact on food safety and MUST be managed accordingly.

9.2 Choice of Chemicals

Notes

Gu

idan

ceN

ote

s

29



9.2.2 The Crop Protection Product utilisedmust be appropriate and nationally reg-istered for the control required and itsuse justified.

Grower to demonstrate compli-ance by records specifying thelevel of problem and the use ofsuitable approved products.

DOCUMENTARY & VERBAL EVIDENCE. Records will indicate whether or not unregistered chemicals are being applied. The store will also be inspected for evi-dence of unregistered products. The Crop Protection Product List as provided andannually revised by the SA Groundnut Forum will serve as the reference document. G

uid

ance

No

tes

9.3.1 Recommendations for application ofCrop Protection Products must be givenby competent, qualified advisers hold-ing a recognised national certificate orsimilar. Growers who use outside pro-fessional help (advisers and consult-ants) regarding the use of Crop Protec-tion Products should satisfy themselvesthat the people on whom they rely arecompetent to provide that advice.

Grower to demonstrate compli-ance by the production of arecognised national certificate orsimilar for their advisors and mustbe able to demonstrate that advi-sors are currently registered withthe relevant authority.

DOCUMENTARY EVIDENCE. AVCASA certificate of advisor to be presented duringthe audit process. Where no advisor is used, the producer is to provide evidence thathe is suitably qualified to determine quantity and type of chemical to be appliedthrough presentation of degree or diploma certificate in a relevant discipline.G

uid

ance

No

tes

9.3 Advice on Quantity and Type of Chemicals

9.3.2 Where such advisers are not used,growers must be able to demonstratetheir competence and knowledge.

Growers to demonstrate compli-ance through nationally recog-nised training and records oftraining for Crop ProtectionProduct usage and application.

As above.Notes

30



9.4.1 Growers must follow label instructionswith regard to protective clothing andequipment.

Grower to demonstrate compli-ance by a written health and safe-ty policy regarding the applicationof chemicals, relevant recognisedoperator qualifications and equip-ment maintenance programmes.

DOCUMENTARY, VISUAL & VERBAL EVIDENCE. Instructions – where appropriate –should always be accompanied with the detail on what Protective Clothing is requiredfor the safe handling and application of the chemical. Employees will be asked abouttheir knowledge of use of PPE and PPE will also be inspected to determine actual levelof use in connection with the stated level of use as per the records.

9.4 Protective Clothing and Equipment

Gu

idan

ceN

ote

s

9.4.2 Protective clothing and equipment mustbe stored separately from CropProtection Products.

Inspectors to verify by visualinspection.

VISUAL EVIDENCE. PPE must be stored in a separate airspace from the chemicalsthemselves. If a large room has been designated as the chemical storage facility, then PPE cannot be stored in that same room unless enclosed in a locker/cupboard suitable for such storage. The principle here is to prevent the clothing and equipmentthat has to be used by employees from becoming contaminated with chemicals. G

uid

ance

No

tes

9.4.3 Personal Protection Equipment (PPE)must either be maintained and cleanedor discarded directly after using CropProtection Products.

Inspectors to verify by visualinspection. Methods for cleaningPersonal Protection Equipment(PPE) must follow clothing label.

VISUAL & DOCUMENTARY EVIDENCE. Inspection will reveal whether or not PPE iskept in a clean and proper fashion. A documented cleaning schedule should also bekept to record that cleaning process and should include details such as who wasresponsible for the cleaning, when the equipment was cleaned and what was used toclean it (chemicals, detergents etc).G

uid

ance

No

tes

31



9.4.4 Growers must ensure that CropProtection Product handlers and work-ers have access to washing facilities inthe vicinity of their work.


VISUAL EVIDENCE. Washing facilities must be made available to handlers of chemi-cals. These washing facilities need to be in the vicinity of their work – in this case,chemical handlers' washing facilities should be near to where concentrate chemical ishandled – i.e. prior to application. This would usually mean within the vicinity of thechemical store. The area should be a designated washing area with clear signage indi-cating that it is for chemical handlers only and that there is a hazard of undiluted chem-icals. Suitable soaps and detergents should also be provided to ensure that equipmentand PPE is effectively cleaned.

Gu

idan

ce N

ote

s

9.5.1 Pre-harvest intervals must be observedand under no circumstances should therecommended pre-harvest interval beignored.

Grower to demonstrate compli-ance by the production of appli-cation and harvesting records. No N/A.

DOCUMENTARY EVIDENCE. Adherence to Pre-Harvest Interval – as stated on thelabel – will be assessed against the records of application. Other records that will beused for cross reference will be the harvest register and the traceability system – e.g.the delivery note i.e. if records of application indicate that chemical was applied on acertain date and the harvest or sales records indicate that product was taken from thatsame location on another date, cross reference of these two dates will indicate compli-ance or non-compliance with the PHI. It is therefore important that ALL records arefilled in completely and correctly because a minor non-conformance on one recordmay indicate that a major non-conformance is happening somewhere else! Rememberthat Harvest Intervals are legal requirements and therefore must not be broken – unlikemany of the other control points, non-compliance with this cannot be rectified after the audit.

Gu

idan

ce N

ote

s

9.5 Harvest Intervals

32



9.6.1 Spray equipment must be suitable foruse on the land in question and be keptin good, clean condition, with calibra-tion at least annually and with eachchange of setting of the delivery systemor change of any part of the spray deliv-ery system to ensure accurate deliveryof the required quantity of spray.(Criteria: Calibration can be done bycontinuous checking of rate applied togiven area.)

Inspectors to make a judgementon suitability of the equipmentand on production of mainte-nance and calibration records.

VERBAL & VISUAL EVIDENCE. Suitability of equipment is difficult to verify withoutbeing subjective. It is therefore important that producers are able to justify, with soundtechnical reasoning, why they use one particular system over another, possibly moresuitable method. In any case, equipment must be maintained and calibrated and thismust be backed up with sound records.G

uid

ance

No

tes

9.6 Chemical Mixing

9.6.2 When mixing chemicals where autho-rised, the correct handling and fillingprocedures, as stated on label instruc-tions, must be followed. The correctquantity of spray mix for the crop to betreated and the proposed treatmenttype must be calculated, accurately pre-pared and recorded.

Grower to demonstrate compli-ance by the production of recordsand operatives to demonstratecompliance at interview.

DOCUMENTARY EVIDENCE. Clear, concise instructions should accompany allchemical applications. These instructions must clearly identify the PPE required andany special instruction regarding the handling and mixing of the chemical. Wherechemicals are mixed by the producer themselves, instructions are not necessary butadherence to label requirements is still required.G

uid

ance

No

tes

9.7.1 The quantity of spray mix must be cal-culated before mixing. This calculationmust consider: velocity of application,surface area to be covered, pressure ofapplication system. Surplus spray mixor washings should be disposed ofaccording to local legislation.

Grower to demonstrate compli-ance by production of records.

DOCUMENTARY EVIDENCE. Spray mix quantity calculations must be kept as per thecriteria of the control point – i.e. velocity of application; surface area to be covered andpressure of application system.G

ui-

dan

ceN

ote

s

9.7 Calculation of Spray Mix

33



9.8.1 Are Crop Protection Products stored inaccordance with local regulations?

The Crop Protection storage facili-ties comply with all the appropri-ate current national, regional andlocal legislation and regulations.

VISUAL & DOCUMENTARY EVIDENCE. Where appropriate, chemicals must bestored in accordance with local and/or national legislation. If this is applicable andsuch laws exist, then copies of this legislation must be kept on farm and will be usedto determine compliance with this CP.G

uid

ance

No

tes

9.8 Chemical Storage

9.8.2 Are Crop Protection Productsstored in a location that is:• sound• secure• frost resistant• fire resistant to a minimum of FR

30:30• well ventilated• well lit• away from other materials• shelves made of non-absorbent

materials• retain spillage

The Crop Protection Productsstorage facilities are built in amanner which is structurallysound and robust, are built ofmaterials or located so as to with-stand frost and very low tempera-tures and built out of materialsthat are fire resistant, have suffi-cient and constant ventilation offresh air to avoid a build up ofharmful vapours, have or arelocated in areas with sufficient illu-mination both by natural and byartificial lighting to ensure that allproduct labels can be read easilyon the shelves, are located in aseparate air space independentfrom other materials, areequipped with shelving which isnot absorbent in case of spillage,e.g. metal, rigid plastic, haveretaining tanks or are bundedaccording to the volume of storedliquid + 20%, with chemicalresistant coated walls and flooringto ensure that there cannot beany leakage or contamination tothe exterior of the store.

34



VISUAL CONFIRMATION. ROBUST: The essence of this CP is to ensure that the pesticides are stored in a solid structure. Any suggestion that access can be other thanby the door or window must be considered defective. Structures should not be made ofmaterials which are not robust i.e. palm leaves, bamboo canes etc. the usual will bebricks and mortar. A wooden structure is considered acceptable for this CP. albeitpenalised for lack of fire resistance. Cages if constructed of robust metal materials forpesticide store walls are allowed. SECURE: The Crop Protection Products store must beprovided with a robust locked door. Keys must not be in the door at the time of theinspection. The location of the key must be such that third parties can not gain easilyaccess to it. FROST RESISTANT: In situations of extreme temperatures both heat andcold, then adequate provision should be made in terms of the construction materialsused so that all reasonable precautions have been taken to avoid problems with the stateof the pesticides in the store. In cold climates the building materials should be sufficientto avoid the subzero temperatures or a heating unit incorporated. In hot climates theproblem can be the excess heat, to be avoided by not having galvanised roofs, installingsufficient ventilation etc. FIRE RESISTANCE: Where materials have been used in theconstruction of the store which are not fire resistant i.e. wooden window frames, ceilings,wooden beams, etc. must be answered No as they would not be resistant for the 30minute period. Where the contents i.e. a wooden pallet are present but the actual store isconstructed of adequate materials then this CP should be answered as Yes, the issueaddressed by the CP is the store not the contents although it is not good practice.Whenthe national legislation establishes clearly the requirements of the plant protection prod-ucts stores regarding the fire resistance, the compliance with the national legislation willprevail.The criteria for the audit should be the size of the ventilation shaft or window withcontinuous air flow i.e. no mechanism to close the window or restrict the air flow. WELLVENTILATED: If the store has excessive smell from pesticides then it can be consideredthat the ventilation is not sufficient and should be increased. WELL LIT: Artificial illumina-tion must be available on site. Permanent torch is acceptable. The artificial lighting mustbe tried to check whether it is in working order during the audit. Bare flames are notacceptable. NON-ABSORBENT SHELVING: This CP is normally clear but there aresome complex situations e.g. where the shelving is an absorbent material i.e. wood buttotally covered with a Poly-vinyl plastic, this example, depending on the state of repair ofthe plastic, could be considered acceptable. Painted wooden shelving is not acceptable.In large walk-in stores, the storage of plant protection product on wooden pallets is not acceptable. However where product is delivered on wooden pallets and this product isused within 2 weeks of delivery, this is an acceptable exception. Where this is found, thestore inventory should be checked to identify the time of delivery into the store to ensurethat the 2 week period has not expired. ABLE TO RETAIN SPILLAGE: The degree ofcapacity of the measures taken must be in proportion with the maximum volume of liquidproduct which is stored and is a minimum 110% of the total liquid volume which thestore contains at its maximum capacity. If the floor is concrete then it must be coatedwith a resistant material to avoid product being absorbed. The door should have a lip onthe door to ensure liquids are kept in the store. Where small metal stores/locker are usedfrequently for temporary storage, then it should be equipped with a tray to ensure anyspillage is kept within the locker. In walk in pesticide stores then the same conceptsapply, concrete floor which is painted with anti corrosive paint, also the side walls to asufficient height and a lip on the access door to retain any spillage. Any outlets to theexterior must be blocked and sealed i.e. pipes, drains etc.

Gu

idan

ce N

ote

s

35



9.8.3 Are there facilities for measuring CropProtection Products?

The Crop Protection Product stor-age facilities or the CropProtection Product mixing area ifthis is different, have measuringequipment, e.g. plastic jugs,scales etc, which have been veri-fied and documented at leastwithin the last 6 months, for liquid,powder and granular products.

WRITTEN & VISUAL CONFIRMATION. Where mixing is undertaken in an area different from the storage area then this should be identified by the auditor and arequest be made to see the equipment used. For field crops, this may even be part of the equipment which is on the tractor sprayer. Scales and liquid measures must beverified and a record available on request. The verification of weights and measuresdoes not have to be officially calibrated. The method of verification of the weights andmeasures should be evaluated to ensure that it is adequate and correct.G

uid

ance

No

tes

9.8.4 Are there facilities for mixing CropProtection Products?

The Crop Protection Product stor-age facilities or the CropProtection Product mixing area ifthis is different, are equipped withutensils, e.g. buckets, watersource etc. for the safe and effi-cient handling of all CropProtection Products which can beapplied.

VISUAL CONFIRMATION. Adequate measuring equipment will relate to the volume ofmaterial used. Small quantities of liquid concentrate, should be measured in a meas-uring cylinder. Field volume quantities can be often multiples of pesticide product container plus the final amount measured in a jug, e.g. 21 litres would be 4 x 5 litrecontainers plus 1 litre measured in a jug. The containers, buckets etc. should be cleanwithout product stuck to the sides. Scales need to be appropriate for the weights to bemeasured. The scales must be able to weight small quantities accurately. Equally sothe scales calibration should be verified on a regular basis every 6 months and docu-mented. The water sources used for mixing, flexible pipes etc. should be appropriateto the spray machinery used taking into account especially the worker safety aspects.

Gu

idan

ce N

ote

s

36



9.8.5 Are there emergency facilities to dealwith operator contamination?

The Crop Protection Product stor-age facilities or all mixing areashave eye wash facilities, a tapwith running clean water no morethan 10 meters distance, a com-plete first aid kit and a clear acci-dent procedure with emergencycontact telephone numbers orbasic steps of primary accidentcare, all permanently and clearlysigned.

VISUAL CONFIRMATION. The presence of an approved eyewash installation isappropriate for a large pesticide store. A viable alternative in small pesticide stores orstand alone lockers/units is to have a shower head or water source fixed at a high levelto act as an eye wash. The water tap must have continuous flow of running water i.e.not by a hand started pump or as a take off from the irrigation unit. An overhead tankwith gravity feed is suitable in low technology areas but the tank content must bechanged periodically maximum every 6 months and documented. The tap/showerhead etc. should be tested during the audit to check there is water continuously. The first aid kit should be checked to ensure that it is stocked. The signage for theaccident procedure should be clear, legible, in the appropriate languages and permanent. N/A is not an option for this CP.

Gu

idan

ce N

ote

s

9.8.6 Are there emergency facilities to dealwith accidental spillage in the store?

The Crop Protection Product stor-age facilities and all mixing areasare equipped with a container ofabsorbent inert material i.e. sand,floor brush and dustpan and plastic bags, in a fixed locationwith a sign to be used in case ofaccidental spillage of concentrateCrop Protection Products.

VISUAL CONFIRMATION. Within the pesticide store or next to a small store/locker,the presence of the items indicated within the compliance criteria must be evident.Signs highlighting the location of the absorbent material should be available. The list ofitems must be complete at the time of inspection and are for exclusive usage for thispurpose, i.e. the brush is not in the fertiliser store etc. Sand, cat litter or absorbentgranules are also good absorbent inert materials. Sawdust or other organic absorbentsare not suitable for this purpose due to potential fire risk from spontaneous combustionwith some pesticide products.

Gu

idan

ce N

ote

s

37



9.8.7 Are keys and access to the CropProtection Product store limited to work-ers with formal training in the handlingof Crop Protection Products?

The Crop Protection Product stor-age facilities are kept locked andphysical access is only granted inthe presence of persons who candemonstrate formal training in thesafe handling and use of CropProtection Products.

WRITTEN & VISUAL CONFIRMATION. When there is national/local legislationregarding the qualification/training of the personnel handling plant protection products,all the workers with access to the store must comply with such regulations. When there is no legislation on this issue, the auditor will request a minimum of 2 days training with a qualified person (for example agronomist) and the course items shouldbe documented. The keys should be requested and the person who opens the storeshould be the trained person. The location of a spare set of keys will be requested to assess whether others may have access to the store and the precautions taken to avoid unauthorised access.

Gu

idan

ce N

ote

s

9.8.8 Is the accident procedure evident withinthe immediate vicinity of the CropProtection Product store including: • an available and accessible a list ofemergency contact telephone numberswithin 10 meters of the Crop ProtectionProduct storage facilities?• a permanent sign which indicates thegeographical location/address of thenearest telephone?

There is a visual, permanent andcomplete accident procedure withemergency contact numbers andbasic steps of primary accidentcare, with easy access to all per-sons within the immediate vicinityof the Crop Protection Product sto-rage facilities and all mixing areas.Within 10 meters of the CropProtection Product storage facili-ties, there is available and accessi-ble a list of emergency contacttelephone numbers, a permanentsign which indicates the geo-graphical location/address of thenearest telephone. Is there a list ofemergency contact telephonenumbers visible and evident nextto the nearest telephone? No N/A.

VISUAL CONFIRMATION. Signage as required – i.e. containing all information asrequested in the control point – should be in the predominant language of the workforce. It should be at least located within 10 m of the pesticide store and on field mixing areas. It can also be mounted on the sprayers. If there are workers who areunable to read, pictograms or diagrams should be used to indicate emergency steps.The main permanent farm installations should be signed where required and areaswhere workers usually meet or rest. Remember N/A is not an option for this CP.G

uid

ance

No

tes

38



9.8.9 Is the Crop Protection product inventorydocumented and readily available?

There is a documented, up todate and available record of theinventory of all the CropProtection Products stored.

WRITTEN CONFIRMATION. For large stores the frequency of update should bemonthly. For small stores every 3 month update is considered sufficient. The date ofupdate should be visible on the record. Remember N/A is not normally an option forthis CP.G

ui-

dan

ceN

ote

s

9.8.10 Are all Crop Protection Products storedin their original package?

All the Crop Protection Productsthat are currently in the store arekept in the original containers andpacks, in the case of breakageonly, the new package must contain all the information of theoriginal label.

VISUAL CONFIRMATION. Any products which are not in the original containers must be marked and identified with the following information to ensure compliance.Commercial name of the product, active ingredient, approved crops, crop approval,dose rate, harvest intervals and recommended protective clothing for the operator.Where possible the old label should be placed on the new container.G

uid

ance

No

tes

9.8.11 Are only those chemicals that areapproved for use on the crops pro-duced in the crop rotation stored on thefarm?

All the Crop Protection Productscurrently kept in the CropProtection Product store or whichare indicated on the stock rotationrecords, are officially approvedand registered for application onthe crops or as per the crop rota-tion program.

WRITTEN & VISUAL ASSESSMENT. Check the pesticide store and look at the labelapprovals for the Eurepgap registered crops. In some cases the crop rotation may beover a number of years i.e. 3-5. In this case where a product is present, used in pastcrop and to be used in the same crop in the future, this should be confirmed by theCrop rotation plan. Chemicals e.g. rat baits, fly killers, packhorse products, fumigants,tank cleaners, etc. may be stored in the store. Also the products for crops which arenot Eurepgap registered must be stored separately within the same store from thosefor the registered crop. Where this occurs the non registered crop must be in theprocess of being grown on farm or contemplated in the previous 12 month rotationplan. Remember N/A is not normally an option for this CP.

Gu

idan

ce N

ote

s

39



9.8.12 Are powders stored on shelves aboveliquids?

All the Crop Protection Productsthat are in a powder or granularformulation are stored on shelvingwhich is always above thoseproducts that are liquid formula-tions in case of accidental leakage.

VISUAL CONFIRMATION. The general tidiness of the store will give a first impression. Powder and granule products should be stored above the liquids normally on separate shelves. Liquid and powder product stored on the same shelf is not acceptable. Packs or sacks of product more than 10 kgs. may be stored on pallets on the floor. These pallets must be non absorbent.G

uid

ance

No

tes

9.8.13 Are signs warning of potential dangersplaced on access doors?

There are permanent and clearhazard warning signs on or nextto the access doors of the CropProtection Product storage facilities.

VISUAL CONFIRMATION. Hazard sign of a yellow triangle with an ‘!’ mark in it, isinternationally recognised, but alternative national signs are equally as acceptable, e.g.“skull and crossbones” The materials used must be robust i.e. if they are for externaluse they must be weather resistant. The method to attach the signs to the walls, doorsetc. must be efficient, i.e. not sticky tape. N/A is not usually an acceptable answer forthis CP.

Gu

idan

ce

No

tes

9.8.14 Are empty Crop Protection Product con-tainers not re-used?

There is no evidence that emptyCrop Protection Product contain-ers have been or currently arebeing re-used in any form or manner.

VISUAL CONFIRMATION. Foliar feed or soil fertiliser containers are not consideredas pesticide containers. Use of any pesticide containers for carrying water or use asmeasuring equipment is not acceptable. The only one permitted exception is where anempty container is used to hold a pesticide from a broken container. The containershould then be labelled with all the product information. If small empty pesticide containers being reused for transport for field spray tank filling, having been filledfrom a larger pesticide container, this is considered as not permitted. For this purpose

suitable one-use new unused containers should be considered but always with theadequate labelling. Reusable containers which should be identified as such pendingreturn to the distributor or manufacturer. Remember N/A is not an option for this CP.

Gu

idan

ce N

ote

s

40



9.8.15 Does disposal of empty Crop ProtectionProduct containers occur in a mannerthat avoids exposure to humans?

The system used to dispose ofempty Crop Protection Productcontainers ensures that personscannot come into physical contactwith the empty containers by hav-ing a secure storage point, safehandling system prior to the dis-posal and a disposal method thatavoids exposure to persons.

VISUAL CONFIRMATION. Persons are defined as general employees, farm workers,contractors, visitors and children. Storage in the pesticide store which is under lockand key is acceptable. Also a specifically designated area which is fenced with warning signs is acceptable.Remember N/A is not an option for this CP.G

uid

ance

No

tes

9.8.16 Does disposal of empty Crop ProtectionProduct containers occur in a mannerthat avoids contamination of the envi-ronment?

The system used to dispose ofempty Crop Protection Productcontainers minimises the risk ofcontamination of the environment,water courses, flora and fauna, byhaving a safe storage point and ahandling system prior to the dis-posal and a disposal method thatis environmentally responsible.

WRITTEN & VISUAL CONFIRMATION. Where recycling systems exist then theappropriate documentation from an authorised contractor must be available as justification. Where legislation does not exist then the auditors criteria of what is feasible must be used taking into account the environmental impact of any stated system. Visual checking of the farm area and the surrounds to check for dumping etc. will demonstrate to what extent any bad practice is being undertaken. RememberN/A is not an option for this CP.

Gu

idan

ce

No

tes

9.8.17 Are official collection and disposal sys-tems used?

Where feasible, there are docu-mented records of the participa-tion in an official collection anddisposal scheme for empty CropProtection Product containers.

DOCUMENTARY EVIDENCE. Where an official collection scheme exists, the produc-er should participate in this. Evidence can be in the form of receipts from the collector.

Notes

41



9.8.18 Are empty containers rinsed via the useof an integrated pressure-rinsing deviceon the sprayer, or at least three timeswith water?

On the Crop Protection Productapplication machinery there isinstalled pressure rinsing equip-ment for Crop Protection Productcontainers or there are clear writ-ten instructions to rinse 3 timeseach container prior to their dis-posal. No N/A.

VISUAL OR VERBAL CONFIRMATION. Empty containers will be inspected randomlyto assess whether they have been rinsed thoroughly. Where there are no containersactually on site verbal questioning of the producer to assess his knowledge and practice will be carried out. Specific pesticide containers may indicate that they mustnot be rinsed; in these cases the label instructions must be followed. Remember N/A is not an option for this CP.

Gu

idan

ce

No

tes

9.8.19 Is the rinsate returned to the spraytank?

Either via the use of a container-handling device or via written pro-cedure for the spray operators,the rinsate from the empty CropProtection Product containers isalways put back into the spraytank when mixing.

WRITTEN OR VERBAL CONFIRMATION. Assessment of the grower’s/operators’knowledge and practice should be carried out. Empty containers will be inspected randomly by the auditor to assess whether they have been rinsed and the rinsatereturned to the pesticide spray tank where appropriate. The pesticide applicationmachinery will be assessed – where there is a pressure rinse device, check to seewhere the rinsate goes. Where there is a procedure available, check it to ensure that it is complete and that it has been communicated to the operator. Remember N/A isnot an option for this CP.

Gu

idan

ce N

ote

s

9.8.20 Are containers pierced to prevent re-useand adequately labelled according tothe rules of a collection system?

All the empty Crop ProtectionProduct containers have beenpierced once emptied and havebeen appropriately stored andlabelled depending on therequirements of the official collec-tion and disposal scheme.

DOCUMENTARY & VISUAL EVIDENCE. Empty pesticide containers should bepierced and where feasible, crushed so that re-use is prevented until disposal – eitherby producer or by official collection scheme.G

ui-

dan

ce

No

tes

42



9.8.22 Are all local regulations regarding dis-posal or destruction of containersobserved?

All the relevant national, regionaland local regulations and legislation have been compliedwith regarding the disposal ofempty Crop Protection Productcontainers.

DOCUMENTARY & VERBAL EVIDENCE. As per the compliance criteria.Notes

9.8.21 Are empty containers kept secure untildisposal is possible?

There is a designated securestore point for all empty CropProtection Product containersprior to disposal that is isolatedi.e. plastic rubbish bags, perma-nently signed and with restrictedaccess for persons and fauna.

VISUAL CONFIRMATION. This should be checked to ensure that adequate measureshave been taken to isolate the containers from access of persons, domestic animals and fauna and any possible rinsate which may leak. Storage in the pesticide store isacceptable. Warning signs should be present. Note: In case of use of subcontractorsapplying pesticides then those storage installations should be inspected also. AnswerN/A if there are adequate procedures to ensure that no on farm storage is undertaken.

Gu

idan

ce

No

tes

9.8.23 Are obsolete Crop Protection Productsdisposed of by a certified or approvedchemical waste contractor or by thesupplying company?

There are documented recordsthat indicate that obsolete CropProtection Products have beendisposed of by an officially authorised contractor or returned to the distributor.

VISUAL & WRITTEN CONFIRMATION. When reliable authorised channels for disposal of plant protection products are available, evidence of disposal through these companies or agencies must be kept, i.e. invoices detailing type of products and quantities, date of pickup, name of the authorised company and official approvalfor transport and disposal of dangerous substances. When there is no system in placein the country which ensures adequate environmentally responsible disposal, theobsolete plant protection products must be kept securely stored, identified and separated from approved products in the pesticide store to avoid usage. On productlabels in some countries there maybe a “use by date” indicated by the product manufacturer on the actual product label. Where they exist, a sample should beinspected to ensure compliance.

Gu

idan

ce N

ote

s

43



10. Harvesting

10.1.1 Workers must receive basic instructionsin hygiene before handling crops des-tined for food or feed. Workers mustalso be made aware of the requirementto notify management of any transfer-able disease which may render themunfit to work in the vicinity of productsdestined for human consumption.

Compliance to be demonstratedby workers at interview or also by availability of signed hygienepolicies.

WRITTEN & VISUAL CONFIRMATION. For all employees who handle produce there should be documented training, which has been signed and dated confirming all relevant staff have been given verbal and written instructions in personal hygiene. Theauditor will check the records available for staff who are handling product during theassessment, or who have handled it within the last 12 months. Where there are doubts,the staff may be questioned re these practices.

10.1 HygieneG

uid

ance

N

ote

s

11. Post-harvest Handling & Storage

11.1.1 Post-harvest treatments must only beused if no alternative to ensure mainte-nance of good quality exists and thenCrop Protection Products used shouldbe appropriate for the control requiredand their use justified.

Grower to demonstrate compli-ance on interview and upon production of records.

VERBAL EVIDENCE. The producer will be questioned on this practice to establishwhether there is real need for the application of Post-harvest treatments or whether it isbeing undertaken as a matter of routine.

11.1 Post-harvest Treatments

Gu

i-d

ance

N

ote

s

11.1.2 Post-harvest chemicals must only beused in accordance with product label.

Records must be available.

VISUAL EVIDENCE. Any post harvest treatments applied to the crop must be done as per the label instructions. The label is regarded as a legal document and breach of any of requirements listed thereon is illegal. Label instructions will be assessed inconjunction with application records as well as visually if any treatment is occurring atthe time of the assessment.G

uid

ance

N

ote

s

44



11.1.3 Growers must only use chemicals that are officially registered in the country of use, and for use on the crop being protected.

Records must be available.

WRITTEN CONFIRMATION. The post harvest product label is the first reference forwhether a product is registered for application in that country. The use by the groweror technical advisor of Official lists should not be taken as necessarily up to date andcorrect. Where labels are not commercially available, i.e. parts of Africa, then there is a need to review the accompanying registration documentation, which should beavailable on farm as a justification. Extrapolation usage: where there is no official in-country registration system and the legislation of the country in which the product isapplied permits "Extrapolated Usage" (use where a neighbouring country with similarclimatic conditions has authorised the product for the crop) this would be acceptable.Permitted imports from external countries with foreign labels: where thecountry allows imports under a foreign label usage is acceptable provided there areclear guidelines as to the operator handling of the product in the appropriate languageof the country of usage.

Gu

idan

ce N

ote

s

11.1.4 A current list of all products that areused must be kept. This list must takeaccount of any changes in Crop Pro-tection Product legislation. In addition,growers must be aware of restrictionson certain chemicals in individual countries and only products approvedfor use on the crop in the country of use should be used in accordance with all label recommendations.

Inspector to check CropProtection Products againstapproved national lists andGrower to demonstrate compliance on interview.

VISUAL EVIDENCE. The auditor will request a current list of all permissible post harvest treatments. This can be a statutory list but usually comes from the customer asa part of a supply contract. Non-the-less, adherence to this list will be assessed by theauditor. N/A where no post harvest treatments are undertaken.G

uid

ance

No

tes

45



11.1.5 Growers must be able to demonstratetheir competence and knowledge withregard to the application of post-harvestchemicals. Workers applying post-harvest Crop Protection Products musthave had proper training to do so andbe competent in handling the applica-tion equipment they are required to use.

Current up to date qualificationsof operatives to be available andgrower to demonstrate compli-ance by qualifications/expertise.

DOCUMENTARY & VERBAL EVIDENCE. The auditor will need to see current andrelevant training records for all workers/operators involved in the handling and application of post-harvest chemicals. Where no official training or qualifications are inexistence, training can be given by the advisor or the agent responsible for supplyingthe chemical as they will have appropriate knowledge about the dangers and the function of the chemicals and active ingredients. Failing that, the producer himselfmust ensure that all operators handling the product have been trained in at least thelabel instructions on safe handling and application of the chemical and precautionsthat are necessary when handling and using the product.

Gu

idan

ce N

ote

s

11.1.6 All applications of post-harvest treat-ments must be recorded in a crop diaryor equivalent and include: crop or CropProtection Product, location, date ofapplication, reason for application, tradename, type and quantity of treatmentused, and name of operator.


DOCUMENTARY EVIDENCE. Post-harvest treatment records must be kept detailingthe date of application, the crop type, the method of application, the operator, thechemical used (trade name and active ingredient) and the rate of application (dosage).G

ui-

dan

ceN

ote

s

11.1.7 A post harvest Chemical Declarationstating the product name, quantity anddate of application must accompanyany consignment.


DOCUMENTARY EVIDENCE. Consignments leaving the farm must be accompaniedby a declaration detailing the use of any Post-harvest chemicals. This can be in theform of a Batch Code Number where the appropriate records detailing the use ofchemicals is held back at the production site. The important thing here is that uponrequest, this information can be easily and comprehensively produced.Gu

idan

ceN

ote

s

46



11.2.1 Buildings used for holding grain mustbe weatherproof.

Buildings used for holding grainmust be weatherproof.

VISUAL EVIDENCE. Storage facilities must be appropriate for the conditions in whichthe product is being held. In areas where rainfall is high during the time of harvest,suitable measures must be taken to prevent rain water from entering the store andspoiling the product. Equally, in areas where wind is prevalent, measures must betaken to seal the store against debris and contaminants that could be blown onto orinto the product. The store does not have to be completely sealed and the auditor willassess the effectiveness of the store to protect the product from the elements by visualassessment.

11.2 Post-harvest Storage

Gu

idan

ce N

ote

s

11.2.2 Buildings used for holding grain musthave solid floors and suitable walls anddoors.

Floors must be of solid construc-tion to prevent contamination ofgrain with earth, stones, debrisetc. Walls and doors, where appli-cable, must be constructed ofsuitable material to prevent con-tamination of the stored grain.

VISUAL EVIDENCE. Walls and floors of storage facilities must be of solid construction and must be able to be easily and thoroughly cleaned. Floors in poorcondition harbour pests and residue from previous crops and lead to product contamination. Walls must also be solid and cleanable especially where bulk storedproduct comes into contact with the walls. Doors must be of suitable construction tomake the store secure and prevent ingress of pests.

Gu

idan

ce

No

tes

11.2.3 There must be no possibility of contami-nation by glass.

All light bulbs, tubes, lamps, win-dows or any other glass materialsmust be protected or constructedto avoid broken glass contaminat-ing the grain. This applies to tem-porary holdings, long-term storesand all grain movement areas.

VISUAL & DOCUMENTARY EVIDENCE. A glass register must be kept which detailsthe exact location of any and all glass within the storage area. Any glass hangingabove an area where product is handled or stored must be covered to prevent thepossibility of glass contaminating the stored product. Regular inspections must beundertaken to identify any broken or missing glass pieces so that appropriate actioncan be taken to prevent contamination to the product. The inspection should be doneon the glass register – i.e. a checklist used alongside the register so that anybroken/missing glass can be identified using the number/code allocated on the register – A site diagram identifying the location of the glass is normal.

Gu

idan

ce N

ote

s

47



11.2.4 Action must be taken to prevent bird,rodent and domestic animal entry to allgrain storage.


VISUAL EVIDENCE. Any entry points where pests can enter the storage area must besuitably closed/sealed to prevent this. Walls and floors must meet all the way aroundthe store as this is a common entry point for rodents and openings between the roofand the wall must be closed to stop birds from entering. Doors should be bunded atthe bottom and top – a strip of conveyor belt type material is a common method usedto seal the top and bottom of the doors but any measure, as long as it is effective, canbe used. The auditor will verify this by examining the building itself and also looking forsigns of pests within the store – e.g. bird droppings or signs of rodent activity.

Gu

idan

ce N

ote

s

11.2.5 Grain stored for more than a few daysmust have conditioning. Long termstored grain must have a moisture con-tent and temperature suitable for stor-age. Overdrying and heat damage tothe grain must be avoided.

Grain conditioning equipmentmust be available and grower todemonstrate compliance on interview.

VISUAL & VERBAL EVIDENCE. Product conditioning equipment such as de-humidifiers, dryers etc must be used in accordance with their intended purpose,Suitable monitoring devices such as temperature probes, wet & dry bulb thermome-ters, humidity sensors etc must be available and used to control the conditions to facilitate optimal crop storage. The producer must demonstrate knowledge of the functions of such devices verbally to the auditor.

Gu

idan

ce

No

tes

11.2.6 Longer term grain storage requires a specific storage strategy. The temperature and condition of grain must be monitored and recorded weekly. Any rise in temperature must be investigated. Appropriate actionmust be taken to remedy water ingress,bird and rodent activity, and hot spotswithin the heap. The frequency ofinspection may be reduced once thecondition of the crop has stabilised.

Grower to demonstrate compliance by means of recordsdetailing the regular checking and follow up actions where applicable.

VERBAL & DOCUMENTARY EVIDENCE. Regular crop monitoring must be undertaken so that early signs of potential damaging influences to the crop can bedetected and appropriate action taken, Records will be assessed to determine frequency and effectiveness of storage procedure. This is particularly important whereproduct is to be stored for long periods. Monitoring must contemplate pest activity and list all corrective actions taken.

Gu

idan

ce

No

tes

48



11.2.7 Growers must have easy access to amoisture meter and temperature probe,if they store grain.

Grower to demonstrate compli-ance by the production of theequipment or policy.

VISUAL EVIDENCE. Monitoring devices must be accessible to the producer.Notes

11.2.8 A representative sample of each stor-age bin and/or silo must be taken andretained at time of filling.

Compliance to be demonstratedby the production of samples andrecords.

VISUAL & DOCUMENTARY EVIDENCE. Samples must be taken from each storeand kept in a safe secure location. Samples should be regularly monitored for anychange in condition which may indicate physiological defects or quality problems.Results of this monitoring must be recorded and appropriate corrective actions loggedas and where necessary.G

uid

ance

N

ote

s

11.2.10 All handling and storage sites musthave adequate and effective pest(including rodent) control measures.

Compliance to be demonstratedby visual inspection and the production of records of pest control measures.

VISUAL & DOCUMENTARY EVIDENCE. A pest control procedure must be developed to monitor the activity of pests in and around crop storage areas. The pest control procedure should include a site diagram that clearly identifies the locationand type of bait points and traps. These "Bait Stations" must be regularly monitored foractivity and, where appropriate, suitable action must be taken to control pests and prevent damage to stored crop. Any action taken should be recorded and the detailsshould include: the date of the action; the type of action taken – e.g. extensive trappingin and around the area; who took the action – i.e. the signature of the person autho-rising the action and the result – results should, as far as possible, include reference to number of pests before treatment – as per monitoring records – as well as numberof pests after action to determine whether or not the action taken was effective.

Gu

idan

ce N

ote

s

11.2.9 Representative samples of each loadleaving the farm must be taken andretained. In addition a receipt for eachload must be obtained.

Compliance to be demonstratedby the production of samples and records.

VISUAL & DOCUMENTARY EVIDENCE. Shelf life sampling should be a basic part ofa producers' Quality Control policy and should involve the selection of samples fromeach batch prior to dispatch. This is not only a good practice from a production pointof view but also provides a useful reference if and where claims are made against thequality of the product upon arrival at the customers' premises. Samples must be appropriately dated and labelled so that traceability is maintained.

Gu

idan

ce

No

tes

49



11.2.11 In the case of flat grain stores, hard out-side loading areas must be maintainedin a clean and well drained condition.

Loading areas must be clean withno dips and areas where standingwater can gather.

VISUAL EVIDENCE. Flat grain stores – i.e. as opposed to silos – must have a hardsurface used for loading. This must be kept clean and dry so that product beingloaded is not affected by dirt and water. The hard standing must be flat – i.e. with norecesses where water can gather – and made of a suitable material so that it can becleaned properly.G

uid

ance

N

ote

s

12. Worker Health, Safety & Welfare

12.1 Health & Safety Policy

12.1.1 All farms with more than 5 employeesmust have a full health and safety policybased upon a full, written risk assess-ment. The policy must cover all sub-stances that may be hazardous tohealth and include all aspects of thefarm. The risk assessment and policymust be reviewed and updated at leastannually.

Where there are more than 5 full-time or part-time employeesincluding the owners. N/A onlywhere less than 6 employees.

WRITTEN CONFIRMATION. Where the process is similar i.e. same crop types,then a generic document is acceptable.The risk assessment should firstlyidentify areas of danger. These should usually look at two key areas:a) The risk from hazardous “substances” – pesticides (pesticide labels often have ahazardous rating printed on them. This relates to, if the substance is very toxic, toxic,harmful or irritant. From this information the hazard can be identified), fertilisers, dusts(small particles of dusts enter into the human lungs. High exposure to dust particlesleads to a lower lung capacity, and produces more fluids in the lung which are thencoughed up), old engine oils are carcinogenic. Long term exposure to the skin surfacecauses the heavy metals in the old engine oils to produce skin cancers, acids are cor-rosive in their own right. Common concentrated acids used are sulphuric (H2SO4) andhydrochloric (HCl), leptospirosis from mice/rats, controlled atmosphere stores arelethal. Low level oxygen stores, and high level CO2 stores kill by asphyxiation. Air contains 21% O2 and almost 0% CO2. To store produce, oxygen is removed from theproduce store down to as low as 1%. b) The risk from “physical injury” – moving machinery, forklift trucks, moving belts andchains, cutting equipment, electrocution from irrigation pumps or other electrical instal-lations, access to the water storage tank/reservoir, power take off shafts on tractors,hydraulic lifts, trailers/tractors/quad bikes.The second step is to assess the risk tohumans. Toxic pesticides are high risk. Electrocution or controlled atmosphere storageare high risk. Welding fumes and dust are low risk, since a one off dose does not kill; it is the long term effect that may cause cancers.

Gu

idan

ce N

ote

s

50



12.1.2 All farms must have a full health andsafety policy based upon a full, writtenrisk assessment. The policy must coverall substances that may be hazardousto health and include all aspects of thefarm. The risk assessment and policymust be reviewed and updated at leastannually.

The farm has a health and safetypolicy based on the requirementsof the standard.

WRITTEN & VISUAL CONFIRMATION. The follow up to the risk assessment is toimplement actions to reduce risk. This should be documented as the written actionplan/H&S policy, with non-conformances and corrective action. The auditor will requestthe responsible person to identify examples of the actions on site to ensure that theyare being implemented.Examples to look for: A moving machine drive belt is a risk, but if it is guarded thenthe risk is minimal. A forklift can easily squash and injure staff when manoeuvring, tominimise this, staff can be trained to drive forklifts and access to this area can be limited. Dusts can be extracted by powerful fans in areas where people have to work,hence reducing the risk. Welding fumes should not be inhaled, welding outside theworkshop in a well ventilated area, will reduce the risk. Handling and decanting acidsinto a bucket from a large drum can be high risk, using a special pump will reduce therisk. Filling a pesticide sprayer with concentrates above head height is high risk, lower-ing the sprayer or raising the operator, so that pesticide mixes are handled at waistheight would reduce the possible risk of accidents.

Gu

idan

ce N

ote

s

12.1.3 The health and safety policy mustinclude details of:• Procedures for reporting accidents;• Locations of the First Aid Kits and

Accident and Dangerous IncidentsBook;

• Staff training requirements;• Safety equipment and protective

clothing;• Preventive measures to reduce the

exposure of workers to dust, noise,harmful gases and other hazards.

The policy scope complies withthe standard. N/A only if 12.1.1 isnot applicable.

DOCUMENTARY EVIDENCE. As per control point.Notes

12.1.4 All employees must be made aware of,and comply with, the requirements ofthe health and safety policy.

Staff to demonstrate awareness atinterview.

N/A. Only if 12.1.1 is not applicable.Notes

51



12.1.5 Manufacturers’ data sheets must beheld for all substances used that arehazardous to staff health.

Data sheets must be available.

DOCUMENTARY EVIDENCE. Safety data sheets for substances harmful to humanhealth must be kept for all such substances. These data sheets are a very usefulsource of information and can be used when training staff to handle such substancesproperly. In some cases, the auditor may interview an operator to establish the level ofknowledge of the risk of that particular product and what precautions must be taken toreduce those risks.

Gu

idan

ce

No

tes

12.1.6 Protective equipment where necessarymust be available to all staff. Staff mustwear appropriate respiratory, ear andeye protection devices where neces-sary.

All employees must be madeaware of, and comply with, therequirements of the health andsafety policy. Staff to demonstrateawareness at interview.

VISUAL & VERBAL EVIDENCE. Staff must be equipped with appropriate PPE for thefunction that they perform. They must also be trained in how to use the PPE and why itis necessary to wear it – this is usually done in conjunction with data sheets as theyclearly identify what PPE is required. In cases where data sheets are not available – forexample in the case of noise – it is still a risk and must still be accounted for. Issuinghearing protectors is necessary and workers MUST use their PPE. Workers that are notusing the PPE will be non-compliant as it remains the producers' responsibility toensure safety and well being of the employees.G

uid

ance

No

tes

12.1.7 Employees must be provided with,and sign for, a Health & SafetyGuide specific to the farm provid-ing details of:• Location of First Aid Kits;• location of the Accident and

Dangerous Incidents Book;• to whom accidents and dangerous

incidents should be reported;• how and where to contact the local

Doctor, Hospital and other emer-gency services.

A record of staff issue of guideand individual staff signature(s).No N/A.

VISUAL & VERBAL EVIDENCE. Due to the high levels of illiteracy in South Africa, it isnot practical to issue written documents to staff. This does not reduce the employers'responsibility, however, and alternative measures must be sought. Such alternativemeasures could be the development of a pictorial training guide which the employeeis given during his induction training which clearly illustrates the criteria as describedin the Control Point. More importantly, though, the employee must be made aware of AND UNDERSTAND what must be done in the event of an emergency. The under-standing is more important than the presence of a document and so training in theHealth & Safety policy is very important and must cover all of the aspects listed.

Gu

idan

ce N

ote

s

52



12.1.8 Is there an Emergency Board situ-ated by the phone giving details of:• Farm’s map reference?• Directions from nearest fire station?• Location of fire extinguishers?• Location of water sources for fire

fighting?• Location of emergency cut-offs for

electricity, gas and water supplies?• Emergency telephone number of

electricity supplier?• Emergency telephone number of

water supplier?

Board sited by telephone andcontains required information. No N/A.

VISUAL & VERBAL CONFIRMATION. Again, it may not be practical to have a boardwith written instructions for employees who by and large cannot read. In this case, itmay be more practical to instruct the employee to make contact with a nominatedsupervisor via a specified method of communication – e.g. use of two-way radio ortelephone where appropriate. There should always be more than 1 responsible personthat can be called upon in the event of an emergency as the nominated person may bethe victim of the emergency or may be away from work at the time of the incident. Inany case, the nominated persons must have a thorough understanding of what to doand how to react in the case of emergencies.

Gu

idan

ce N

ote

s

12.1.9 Is all health and safety information pro-vided and/or displayed in a language/sappropriate to the nationality of the staffemployed?

Information to be available in languages spoken. Staff also todemonstrate awareness at interview. No N/A.

VISUAL EVIDENCE. Written instruction – in whatever language – is only applicable ifthe work force is literate. Use of pictograms should be accompanied by written instruc-tions in the appropriate language for Health & Safety guidelines and emergency proce-dures. Such guideline are very often generic and can be obtained from any Health &Safety consultants or companies that supply H&S related equipment and signage.G

uid

ance

No

tes

53



12.2. Employee Training

12.2.1 The farmer must ensure that all staff areadequately trained and instructed com-mensurate with their activity. All staffperforming tasks, including makingmanagement decisions and undertak-ing operations, which can have a signifi-cant impact on the consumer, operator,environment and the livestock or crop,should be competent on the basis ofappropriate education, training and/orexperience. Areas covered include forCombinable crops:• Use of pesticides• Use of fertilisersTraining in the objectives of this standard/protocol should be given to each member of staff.

Staff to demonstrate competenceat interview and on the basis ofinspection.Farmer to demonstratetraining via training records. No N/A.

VERBAL & DOCUMENTARY EVIDENCE. Training records – along with interviewswith staff – will determine compliance with this control point. The important elementhere is that workers have been informed about a) the risk that their particular functionpresents to their own health and the health of those around them and b) what precau-tionary measures must be taken in order to reduce, minimise or eliminate those risksand thus provide a safe and controlled environment in which they can work. In-housetraining is acceptable but detailed records must be kept of who did the training, whatthe subject matter was and who the attendees were. Where outside contractors areused, certificates of attendance must be requested and held on file for audit purposes.

Gu

idan

ce N

ote

s

12.2.2 All staff handling and/or administeringmedicines, chemicals, disinfectants orother hazardous substances and allworkers operating dangerous or com-plex equipment must have certificatesof competence and/or details of othersuch qualifications as may be requiredby local law for particular tasks.

Staff who carry out such tasksmust be identified, their recordsscrutinised for relevant nationalcertificates, training and evidenceof competence together withauthorisation to carry out tasks.No N/A.

VERBAL & DOCUMENTARY EVIDENCE. Training records – along with interviewswith staff – will determine compliance with this control point. The important elementhere is that workers have been informed about a) the risk that their particular functionpresents and b) how to minimise or eliminate those risks for example by usingProtective clothing or by using correct safe working practises.G

uid

ance

No

tes

54



12.2.3 Everyone involved in the use of CropProtection Product and/or fertilisersmust have received adequate instruc-tion, training and guidance and be com-petent for the duties which they arecalled upon to perform.

Staff using, handling or applyingCrop Protection Products musthave received basic instructionson the correct and safe proce-dures. No N/A.

WRITTEN EVIDENCE. The training certificates or photocopies will be reviewed. Sub-contracted pesticide application operators must be qualified as well and have certificates. Where unskilled labour is used to make applications in the field and therecord is signed off by the grower or farm foreman this is not acceptable. The CP isquite specific and applies clearly to workers who physically handle and apply pesti-cides to the Eurepgap registered crops.

Gu

idan

ce

No

tes

12.2.4 The person(s) responsible for decisionmaking in the use of Crop ProtectionProducts and fertilisers must haveappropriate training, including therecognition of disease, pests andweeds, as routine monitoring is anessential element in crop management.

Decision-maker(s) must be identified and have the relevantnational certificates of compe-tence and demonstrate that competence at the time of inspection.

DOCUMENTARY EVIDENCE. This CP deals specifically with the person making the decision/giving the advice on what chemicals to use; how theyshould be used etc. AVCASA Certificates, copies of National Diplomas or Degreesmust be kept on farm for all persons giving advice or determining applications ofchemicals – fertilisers included. The people must be named and the qualifications relevant.

Gu

idan

ce

No

tes

12.2.5 All those who use professional helpfrom outside (e.g. consultants and inde-pendent advisors) regarding the use ofCrop Protection Product (CPPs) and/orfertiliser must check and satisfy them-selves that the people they rely on arecompetent to provide that advice.

Details of professional advisorsnational certificates of compe-tence and other qualification mustbe held. A current curriculumvitae is acceptable. N/A only if noprofessional advisor.

As above.Notes

55



12.2.6 Records of training for each staff member must be kept and regularlyupdated.

Staff training records are availablefor all staff and are current. No N/A.

DOCUMENTARY EVIDENCE. Each member of permanent staff should have their ownfile in which all records relating to that person are kept. Such records should includeALL training given regardless of how informal and the person must be made to signthat he/she has received and understood the training given. This is basic practice ofDue Diligence and should be regarded as a legal requirement as it will be useful information if ever regard for worker health safety was questioned.

Gu

idan

ce

No

tes

12.2.7 The farm’s hygiene standards must bedocumented and adopted by staff. Staffmust receive basic training in the farm’shygiene requirements. The training must outline:• the need for hand cleaning;• the covering of skin cuts;• confinement of smoking, eating and

drinking to the appropriate areas;• notification of any relevant infections

or conditions;• the use of suitable protective

clothing.All staff have reviewed and signed forthe farm’s hygiene standard which mustcover subjects listed in the standard.

All staff have reviewed and signedfor the farm's hygiene standardwhich must cover subjects listedin the standard. Staff mustdemonstrate awareness atInterview. No N/A.

VERBAL & DOCUMENTARY EVIDENCE. This training should be undertaken as partof the workers' induction – i.e. when starting the job or when moving from one job onthe farm to another. Records must be kept to demonstrate that this training/inductiondid in fact take place and this must be verified by the signature or other identifyingmark of the person involved. The standard of the training must be commensurate withthe risk level of the product. In the case of groundnuts – aside from allergic reactions –the associated risk is very low and the Hygiene training need not be extensive but justcover the basics as detailed in the Control Point.

Gu

idan

ce

No

tes

56



12.3 Worker Health, Safety & Welfare

12.3.1 A member of management must beclearly identifiable as responsible forworker, health, safety and welfareissues.

Documentary proof that a namedmember of management hasresponsibility for worker health,safety and welfare. In small familybusinesses this is likely to be theowner or a member of the familybut responsibility must still be formally recorded.

WRITTEN CONFIRMATION. Document dated within the last 12 months who is theresponsible person on farm, i.e. name and position if needed. This should be specificto the farm.

Notes

12.3.2 Management of the site is encouragedto hold regular, two way, communica-tion meetings with their employeeswhere issues affecting the business orrelated to worker health, safety and wel-fare can be discussed openly. Recordsfrom such meeting should be availableas proof that management is listening toworkers concerns. Do regular two waycommunication meetings take placebetween management and employees?Are there records from such meetings?

There are at least two meetings ayear held and planned betweenmanagement and employees ofthe site, at which matters relatedto the business and workerhealth, safety or welfare can bediscussed openly (without fear orintimidation or retribution).Records from such meetings arekept as proof that the meetingshave taken place and the con-cerns of the worker about healthsafety and welfare are beingrecorded. The auditor is notrequired to make judgementsabout the content accuracy oroutcome of such records.

WRITTEN CONFIRMATION. As per the compliance criteria.Notes

12.4 Worker Welfare

12.4.1 Do all employment conditions complywith local and national regulations withregard to worker age?

The minimum workers age mustcomply with all local and nationallegislation.

DOCUMENTARY EVIDENCE. The grower must be able to demonstrate compliancethrough documented evidence. Documents requested would include proof of age (e.g.I.D. Book or other), contract of employment as well as copies of relevant legislationstating minimum legal working age. Where labour lawyers/consultants are used, provi-sion of this information should form part of their scope of service.G

uid

ance

N

ote

s

57



12.4.2 Do all employment conditions complywith local and national regulations withregard to working hours?

Working hours are in accordancewith all local and national legislation.

DOCUMENTARY EVIDENCE. The grower must be able to demonstrate compliancethrough documented evidence. Documents requested would include proof of hoursworked (e.g. Time sheets, punch cards etc) contract of employment stating length ofworking week as well as copies of relevant legislation stating maximum working hours.Where labour lawyers/consultants are used, provision of this information should formpart of their scope of services.

Gu

idan

ce

No

tes

12.4.3 Do all employment conditions complywith local and national regulations withregard to safe working conditions?

Employees are given continuedtraining in general health safetyand handling of complex machin-ery and Crop Protection Productsas well as any other occupationalhazards where applicable.

DOCUMENTARY EVIDENCE. Ongoing training is required in all instances whereoccupational hazards are present – operating heavy or complex machinery, handlingchemicals, lifting of heavy items, operating noisy equipment etc. Training should beplanned and delivered according to the risk level – i.e. the higher the risk, the morefrequent and intense the training. Training does not have to be done by accreditedtrainers but should be delivered by persons competent and qualified in the appropriatedisciplines. TIP: Whenever training or instruction is given, regardless of how informalor seemingly trivial, it should be documented and the person receiving the trainingshould acknowledge that he/she has received and understood the instructions given tohim/her. Where training is provided by outside resource, certificates of attendanceshould be issued to each person present and should be held alongside the personnelfiles for each person.

Gu

idan

ce N

ote

s

58



12.4.4 Do all employment conditions complywith local and national regulations withregard to job security?

The employment conditions coverunion membership, anti-discrimi-nation, forced labour, contract,leave, maternity leave and med-ical care. (Documents include:Employment contracts, include ormake reference to all pointsabove and a written code of conduct, national or individual,where not part of the employmentcontract, all signed by employerand employee.)

DOCUMENTARY EVIDENCE. Employment contracts must cover these issues appropriately. Labour Consultants will normally include "generic" or standard terms ofreference for these issues. It is, however, the growers' responsibility to ensure that theemployment contract – and the employment conditions – are sufficient and meet therequirements of the standard.G

uid

ance

N

ote

s

12.4.5 Do all employment conditions complywith local and national regulations andILO Conventions with regard to freedomof association?

All employees shall be free toestablish, and to join, organisa-tions of their own choice.

DOCUMENTARY EVIDENCE. Reference should be made in the contract of employment.

Notes

12.4.6 Do all employment conditions complywith local and national regulations withregard to pensions?

Pensions or gratuity paymentsmust comply with local andnational regulations.

DOCUMENTARY EVIDENCE. Reference should be made in the contract of employment.Notes

12.4.7 Do all employment conditions complywith local and national regulations withregard to other health requirements?

Workers and direct family musthave access to all medical facilities.

DOCUMENTARY EVIDENCE. Reference should be made in the contract of employment.Notes

59



12.4.8 Are on-site living quarters habitable anddo they have the basic services andfacilities?

The living quarters for workers onfarm are habitable and have asound roof, windows and doorsand have the basic services ofrunning water, toilets, drains, andelectricity.

VISUAL EVIDENCE. Although quite difficult to evaluate, this CP will be assessedagainst what is normal for the region. For example, if the norm is that workers are giventheir own rooms with separate washing facilities, then this is the standard that shouldbe used. However, if the norm is for workers to be accommodated in communal orshared rooms with shared facilities then this will be acceptable. .G

uid

ance

N

ote

s

13. Waste and Pollution Management, Recycling and Reuse

13.1 Energy Efficiency

13.1.1 Do all farms take measures to optimiseenergy use and minimise waste? Werepossible is waste heat re-used? Dolarge users of energy have a writtenenergy policy? Do all farms ensureproper consideration is given to theenergy efficient design of buildings,machinery and working practices? Areproper maintenance schedules implemented to ensure that fuel andenergy efficiency is optimised?

Large users must have a writtenenergy policy. All farms to demonstrate steps taken toensure energy efficiency toinclude maintenance schedules.

DOCUMENTARY, VISUAL & VERBAL EVIDENCE. Large users of energy typicallyinclude cooling plants or heavy machinery that is run constantly. The principle with this control point is that growers should be aware of the energy that is used in the production cycle and should take steps to optimise energy usage so that more use isgained from less energy. Even small users of energy can optimise energy usage bydoing simple things such as maintaining and servicing equipment regularly so that fuelconsumption is minimised; by using timers on pumps so that they are run precisely;using alternative methods for example limited cultivation prior to planting etc. Stepstaken to optimise energy usage should be recorded in an Energy Conservation Policy.Limiting or properly managing energy consumption is not only beneficial to the environment but also reduces input costs.

Gu

idan

ce N

ote

s

60



13.2 Identification of Waste and Pollutants

13.2.1 Do all farms have a farm waste management plan to prevent the contamination of the air, soil and waterwith harmful pollutants?

A written farm waste managementplan must be available that con-siders air, soil and water.

DOCUMENTARY EVIDENCE. The waste management plan should identify allsources of waste and should provide detailed description of how contamination to air,soil and water is prevented. Identification of waste should consider factors such asorganic waste, industrial waste, chemical waste and other pollutants such as noise. G

uid

ance

No

tes

13.2.2 Are all possible waste products, suchas paper, cardboard, plastic, oil, etc.identified in all areas of the business?

There must be a record ofsources of waste materials.

DOCUMENTARY EVIDENCE. There must be a document detailing the sources of allwaste products emanating from the agricultural activities on the farm. This can formpart of the Waste Management plan.G

ui-

dan

ceN

ote

s

13.2.3 Are potential sources of pollution, suchas chemicals (including sheep-dip), oil,fuel, light, noise, effluent, identified?

There must be a written scheduleof sources of potential pollution.

DOCUMENTARY EVIDENCE. As above.Notes

61



13.3 Waste and Pollution Action Plan

13.3.1 Having identified all wastes and pollu-tants, is an action plan developed andimplemented to reduce wastage andpollution? Wherever possible, is re-usepreferred over disposal through the useof land-fills or incineration? Are organicwastes composted on the farm andutilised for soil-conditioning, providedthere is no risk of disease carry-over?

There must be a written wasteand pollution action plan which isimplemented to reduce wastageand pollution.

DOCUMENTARY EVIDENCE. This control point follows on from the preceding CPs.The principle here is that once sources of waste and pollution have been identified,controls need to be developed to manage and reduce waste and pollution. Oncethese controls have been developed and implemented, they need to be monitored toevaluate effectiveness. Options for control of waste and pollution should, as far as pos-sible, consider re-cycling and re-use of by-products. Where contractors are used toremove waste for re-cycling, a copy of their license/permit or invoices/collectionreceipts should be kept. If waste is re-used, its use must be documented so that it can be tracked by the auditor. In certain instances, disposal is the only option – forexample in the case of empty pesticide containers – in this case, their disposal shouldalso be recorded so that prevention of re-use can be proved. A waste register can beused for this purpose which details the type of waste, the quantity of waste, the disposal method, the date of disposal and the person responsible for the disposal.

Gu

idan

ce N

ote

s

13.3.2 Are empty Crop Protection Product con-tainers, out of date Crop ProtectionProducts, Crop Protection Products thathave had the license revoked and wasteconcentrates disposed of safely andlegally in accordance with the require-ments of the relevant competent authority? Is any excess spray mix, tankwashings and rinse materials sprayedon the relevant crop or designated fallow land? Are the requirements of therelevant competent authority met?

Staff must be able to demonstratean understanding and implemen-tation of these requirements atinterview. N/A only is no CropProtection Products used.

As per CPs 9.8.14 – 9.8.22Notes

62



13.3.3 Are empty Crop Protection Product containers not re-used and rinsed atleast three times with water? Is eachrinse emptied into the sprayer tank?After rinsing, are the containers ren-dered unusable by crushing or piercingand stored securely until disposal? Ifburning is the only available option fordisposal of empty cans, are measurestaken to ensure that a sufficiently hightemperature is achieved?

Records of disposal. No N/A.

As per CPs 9.8.14 - 9.8.23Notes

14. Environmental Management

14.1 Impact of Agriculture on the Environment

14.1.1 Do producers understand and assessthe impact their agricultural activitieshave on the environment (Water, Air,Flora, Fauna, Noise, Odour) and con-sider how they can enhance the envi-ronment for the benefit of the local com-munity and the fauna and flora?

Producer must be able to demon-strate awareness of this require-ment via an environmental impactassessment that is updated every5 years. No N/A.

DOCUMENTARY EVIDENCE. An environmental impact assessment must be undertaken and up-dated at least every 5 years. The objective of this impact assess-ment is to identify the impact that commercial agricultural production has on the environment so that measures can be implemented to minimise, reduce or eliminatethe impact. Factors that should be considered are: impact on the soil – by undertakingregular soil analysis, effects on the nutrient content of the soil can be established aswell an evaluation on the structure of the soil. To minimise the impact of commercialagricultural production on the fertility and structure of the soil, measures such as rotation and different cultivation techniques can be used.

Gu

idan

ce N

ote

s

63



14.1.3 Is advice on water abstraction soughtfrom water authorities?

There must be written communi-cation from the appropriateauthority on this point.

DOCUMENTARY EVIDENCE. As above.Notes

14.2 Wildlife and Conservation Policy

14.2.1 Is a key aim the enhancement of theenvironment and biodiversity on thefarm through a conservation manage-ment plan, either as a regional activityor an individual one?

A formal conservation manage-ment plan must be implemented.No N/A.

DOCUMENTARY EVIDENCE. A conservation management plan must be developedthat is designed to enhance and protect the natural environment. If the farm is part of aregional conservancy/conservation area, then details of this conservancy should beheld by the grower. G

uid

ance

No

tes

14.1.2 To protect the environment, is no waterabstracted from unsustainable sources?

A study by nationally recognisedperson/body must be available toassess the sustainability of thesources. N/A only if no water isabstracted.

DOCUMENTARY EVIDENCE. Water abstraction permits or similar documentationfrom the Department of Water Affairs and Forestry must demonstrate that the waterused on the farm originates from a sustainable source.G

ui-

dan

ceN

ote

s

64



14.2.2 Does each producer have a manage-ment of wildlife and conservation policyplan for his/her enterprise? Is this compatible with sustainable commercialagricultural production and does it minimise environmental impact of theagricultural activity? Are key elements of this plan to: • conduct a baseline audit to under-

stand existing plant diversity on thefarm?

• work with conservation organisationswhich can help conduct surveys tomeasure biodiversity and identifyareas of concern?

• Take action to avoid damage anddeterioration of habitats?

• Create an action plan to enhancehabitats and increase biodiversity onthe farm?

There must be an action planwhich aims to enhance the habi-tats and increase bio-diversity. No N/A.

DOCUMENTARY, VISUAL & VERBAL EVIDENCE. The grower will be asked todemonstrate compliance by explaining the policy. The policy should take into accountthe effect that agricultural production has on the environment considering fauna, flora,natural resources such as air, soil and water and also the surrounding community. The wildlife and conservation policy should stipulate clear objectives with regards to protecting and enhancing biodiversity and should also elaborate on the measure that willbe used to achieve these objectives. The policy must be up-dated at least every 5 yearsin order to evaluate that effectiveness of the policy and assess whether or not it needs tobe altered to reflect any changes that may have occurred during the interim period.

Gu

idan

ce N

ote

s

65



14.3 Unproductive Sites

14.3.1 Is consideration given to the conversionof unproductive sites (e.g low lying wetareas, woodlands, headland strip orareas of impoverished soil) to conserva-tion areas for the encouragement ofnatural fauna and flora?

There must be plan to convertunproductive sites into conserva-tion areas. No N/A.

VISUAL EVIDENCE. As per the control point – any land that is not/cannot be used foragricultural production should be designated as a conservation area and the habitationof indigenous fauna and flora encouraged. Where areas of noxious weeds are cleared,for example in waterways and wetlands, this should be documented and incorporatedinto the wildlife and conservation plan. Pictures should be taken before and after the operations and incorporated into the wildlife and conservation plan. Any workundertaken on the farm which may or could be seen as conservation work should berecorded and filed with the conservation plan.

Gu

idan

ce N

ote

s

14.4 Nitrate Levels in Ground Water

14.4.1 Does producer or producer organisa-tions take responsibility to ensure thatmanures and other products do notresult in Nitrate enrichment of theground water in excess of national andinternational limits in accordance withother relevant legislation as implement-ed and enforced by the competentwater authority?

Fertiliser calculations and application frequency must bebased on the crop requirementand guarantee that usage of fertilisers does not result in Nitrateenrichment of ground water inexcess of national and/or international limits. No N/A.

66



14.4.4 Is manure stored in an appropriatemanner to reduce risk of contaminationto the environment?

Storage of organic manure mustbe in designated area and at least25 meters from direct watersources such as surface water.No N/A.

14.4.5 To avoid pollution by heavy metals orby nitrate leaching, are analysis of levels of nutrients, heavy metals andother potential pollutants in the manurecompleted before application? (Riskassessment)

A risk assessment must be madeof potential pollution caused byheavy metals and where theseidentify a risk, analysis must bemade by recognised laboratories,results must be recorded andavailable. No N/A.

14.4.6 Does the farm have a formal agreementwith third parties for the utilisation ofexcess farm produced animal waste inaccordance with national legislation oraccepted codes of practice?

Records must be available tocomply. No N/A.

14.4.2 Are producers especially aware of therisk of nitrate leaching in sensitive areas(such as ground water protection areas)and do they take appropriate action?

Producers to demonstrate awareness and compliance atinterview. No N/A.

14.4.3 When applying manure, are recommen-dations that minimise nitrate leachingadhered to – quantity, method and timing of application etc?

67



14.5 GMOs

14.5.1 Planting of any GMO must comply withall existing regulations in the country ofproduction.

Grower to demonstrate compli-ance. No N/A.

WRITTEN & VERBAL EVIDENCE. Grower must be able to demonstrate compliancewith local legislation regarding GMOs by providing a copy of the relevant legislationand demonstrating, through an interview, his knowledge, understanding and applica-tion of the legislation.G

uid

ance

No

tes

14.5.2 Planting of any GMO must comply withall existing regulations in the country ofthe final consumer.

Grower to demonstrate compli-ance. No N/A.

DOCUMENTARY EVIDENCE. An agreement from the customer detailing the legislation of the country of destination is normal procedure for this CP.

Notes

14.5.3 A risk assessment for growing GMmaterial (crops and trials) must beundertaken and a management plandeveloped setting out strategies to minimise risks, such as contaminationof adjacent non GM crops and maintaining product integrity.

A documented policy must beavailable. No N/A.

DOCUMENTARY & VISUAL EVIDENCE. Such literature – i.e. results of trials undertaken should be obtained from the vendor of the seed or plant material. Practises regarding the production of GMOs must be be in compliance with what the vendor has recommended.G

uid

ance

No

tes

68



14.5.4 The growing of GMO cultivars and trials must be agreed with individualcustomers. Growers must not withholdinformation regarding GMO related tohis/her farm/site, e.g. neighbouring farmactivities.

Documented evidence must beprovided.

DOCUMENTARY EVIDENCE. The customer must give written consent that he/sheaccepts that GMOs products are being produced on the site. This agreement is notnecessarily related to the registered crop but to the growing of GMOs in general.G

ui-

dan

ceN

ote

s

14.5.5 GM crops must be handled and storedseparately from other crops to avoidcontamination.

Visual assessment must be madeof genetically modified (GM)crops storage for integrity andidentification.

VISUAL EVIDENCE. As per the control point – storage procedures, harvesting procedures and all other pre-farm gate production related procedures must deal withGMOs specifically and there must be clear separation between handling of GMOs and non-GMO products.G

uid

ance

No

tes

FOOTNOTE:For detail descriptions, definitions and general regulations refer to documentation (GeneralRegulations Integrated Farm Assurance, code ref: IFA 2.OGR version 2.0-MAR05) availableat www.eurep.org.


The Management Plan is intended as aguidance document which identifies anddescribes the policies and practices thatare used on the farm for the productionprocess.

The management plan must also identi-fy the risks associated with each process inthe production cycle and seek to reduce,minimize or eliminate the risks.

Using an integrated approach to themanagement of the production process isan effective way of minimizing risks.Suitable strategies must be developed inorder to manage the risks.

Factors to be considered in the manage-ment plan are:• Site management• Crop type & variety• Soil management• Crop protection• Irrigation• Fertiliser use• Environment• Human Resources

The Management Plan should describehow each factor will be managed. Forexample:

1. Site management • The identification of the site – allocation

of a unique reference number or code.• The location of the site – physical loca-

tion marked on a map.• The size of the site.• The physical characteristics of the site –

aspect, gradient and special features.• Risks associated with the site – e.g. soil

erosion due to gradient and/or soil type;risks associated with the history of the sitee.g. glass contamination from bottles oreffluent from industrial activity etc.

2. Crop type & variety • Criteria used in the selection of the crop

type and variety – in some cases vari-eties will be chosen by the customer.However, in some instances, varietiesare chosen for agronomic reasons suchas resistance to pests; adaptability toregional conditions etc.

• Varietal characteristics – these areimportant as they determine manage-ment methods during the productioncycle. For example same crop differentvariety may require a different fertiliserregime.

• Origin of seed – important to managefrom a commercial point of view.

• Quality of seed – as above.• Risks associated with the variety e.g.

susceptibility to particular pests; varietalcharacteristics that may jeopardize orinfluence quality in particular growingconditions.

3. Soil management • Soil type – determines crop/variety;

microbial content; susceptibility to buildup of pests and diseases.

• Composition and nutrient content –determines soil treatment and handlingregime.

• Structure – used to determine cultivationmethods.

• Cultivation techniques – used to main-tain soil structure.

• Risks associated with soil managemente.g. fragile structure; high clay contenttherefore poor drainage; low particledensity therefore risk of fertiliser leachingand contamination of ground water.

4. Crop protection • Use of IPM – observation; interven-

tion; prevention. Using the 3 pillars of

Management Plan Template


Integrated Pest Management. Determi-nation of IPM strategy – type and posi-tion of bait points; scouting method;recording method; setting of thresholds;determining intervention method andtype of chemical to be used.

• List of registered chemicals – a legalrequirement as well as a customerrequirement; used to determine cropprotection strategy.

• Use of competent and qualified advisor –selecting the right advisor and ensuringthat he/she holds the correct qualifica-tions and is competent to provideadvice.

• Selection of Crop Protection Products –made in conjunction with IPM strategyand advisor.

• Pesticide Application personnel – who isgoing to apply the pesticide? Have theybeen trained? Are they competent tocarry out the task assigned?�Application methods – equipment used�Storage of chemicals�Chemical use�Risks associated with crop protection

e.g. residue build up in soil; increase in pest resistance to treatment etc.

5. Irrigation• Location and type of sustainable water

source.• Abstraction permit (where applicable)• Abstraction method• Quality of irrigation water

• Risks associated with irrigation – e.g.contamination of water; sustainability ofwater supply.

6. Fertiliser use• Determining requirement for application

of fertiliser.• Advice on quantity and type of fertiliser

to be used.• Method of application• Storage of fertiliser• Risks associated with fertiliser e.g. leach-

ing; harm to humans (organic manure).

7. Environment• Using production methods that enhance

or protect the environment.• Awareness of the effect that agricultural

production has on the environment andimplementation of steps to minimize theimpact.

• Identify fauna and flora; natural features;historical/archaeological features etc.

• Risks to the environment e.g. destructionof fauna and flora; damage to existinghabitats.

8. Human Resources• Health & safety of workers• Working conditions• Welfare• Social responsibility• Risks to human resource e.g. poor wor-

king conditions leading to injury; poorliving quarters leading to poor health etc.


Machinery Maintenance RecordMachine nr: Make: Model:

Odometer/Hour meter:

Description of work:

Parts used:

Comments:

Servicing engineer: Date: Signature:

Reading at previous service:

Next service due at:

Invoice number:

Authorised by: Signature:

Job card: Repair: Routine maintenance:Major service: Minor service:


Fertiliser Ap

plicatio

n R

ecord

Date:

Techn

ical ju

stification

:

Field

/O

rchard

ref:

Do

cum

ent co

ntro

l:

Trade n

ame o

f fertiliser: Typ

e:C

om

po

sition

: (tips on fertiliser application)

Meth

od

of ap

plicatio

n:

Ap

plicatio

n rate:

Op

erator n

ame:

Co

mm

ents/S

pecial in

structio

ns:

Date:

Sig

natu

re:

Au

tho

rised b

y:D

ate:S

ign

ature:

Ad

visors n

ame:

Ad

visors ref:

Date:

Sig

natu

re:


Field ref: Quantity applied:

Crop: Application method:

Date of application: Operator name:

Application of Organic Manure: Treated Human Sewage Sludge

Technical justification:

Advisor name:Certificate/License nr:

Sludge tested by:

Date of test:

Lab. reference:

Authorised by:

Date:

Signature:


Pesticid

e Ap

plicatio

n R

ecord

Date:

Reaso

n fo

r app

lication

:

Field

/O

rchard

ref:

Do

cum

ent co

ntro

l:

Ch

emical trad

e nam

e: (registered chem

icals)A

ctive ing

redien

t:D

ate/s of treatm

ent:

Meth

od

of ap

plicatio

n:

Total qty. mix required:

Op

erator n

ame:

Co

mm

ents/S

pecial in

structio

ns:

PP

E req

uired

: G

loves

Mask

Ventilato

rW

aterpro

ofs

Ru

bb

er bo

ots

Date:

Sig

natu

re:

Au

tho

rised b

y:D

ate:S

ign

ature:

Ad

visors n

ame:

AV

CA

SA

/BA

SIS

nr:

Date:

Sig

natu

re:

Cro

p:

Harvest in

terval:

First h

arvest date:

Treatmen

t surface area:

Total qty of chemical required:

Ap

plicatio

n rate:

75

Pes

tici

de

Ap

plic

atio

n:

Qu

anti

ty C

alcu

lati

on

Rec

ord

Fie

ld n

r.S

urf

ace

area

Mac

hin

e re

f:N

ozz

le t

ype

(Co

vera

ge

- m

)N

o.

no

zzle

sA

pp

licat

ion

p

ress

ure

(Ou

tpu

t) l

/min

Ou

tpu

t/N

ozz

lem

l/se

cH

a.m

2B

oo

m w

idth

(m

)

AB

CD

EF

GH

A13

330

000

6

16

2569

,44

B12

880

000

120,

7516

2020

,83

A09

440

000

61

610

27,7

8

Velo

city

of

app

licat

ion

km

/hr

Su

rfac

e ar

eaTo

tal

qty

. o

f m

ixre

qu

ired

(lt

s)C

on

cen

trat

ion

rate

(m

l)

Qty

. o

f ch

emic

alre

qu

ired

Qty

. o

f w

ater

req

uir

edTa

nk

siz

eN

o.

refi

llsre

qu

ired

IJ

KL

MN

OP

4,5

1,25

1 66

6,67

15

251

641,

671

500

1,11

51,

391

600,

0025

40

1 56

0,00

500

3,20

30,

831

333,

3312

161

317,

331

500

0,89

In t

he

Exc

el

spre

adsh

ee

t th

is t

em

pla

te c

on

sist

s o

f 16

co

lum

ns

(a -

p).

Fo

rmu

las

are

em

be

dd

ed

in

th

e e

lect

ron

ic d

ocu

me

nt.


Click here forExcel-spreadsheet.


Irrigation PlanPredicting irrigation requirements:

Method:

Calculation: Irrigation Calculation Chart

Irrigation method:

Description:

WaterManagementPlan:

Records of Quality ofirrigation irrigation water:water usage:

Irrigation Calculation Chart

Irrigation WaterAnalysis

77

Wee

ks

Day

sR

ain

fall

Eva

po

rati

on

Wat

erR

equ

irem

ent

Wat

er U

sag

e

Pre

dic

ted

Act

ual

Dif

fere

nce

Ref

.Q

ty.

Wee

k 1

Mo

nd

ay20

mm

8 m

m12

mm

3 m

m15

mm

A13

4m3

Tues

day

Wed

nes

day

Th

urs

day

Frid

ay

Sat

urd

ay

Su

nd

ay

Wee

k 2

Mo

nd

ay

Tues

day

Wed

nes

day

Th

urs

day

Frid

ay

Sat

urd

ay

Su

nd

ay

Wee

k 3

Mo

nd

ay

Tues

day

Wed

nes

day

Th

urs

day

Frid

ay

Sat

urd

ay

Su

nd

ayIrri

gat

ion

Cal

cula

tio

n C

har

t



Sam

ple d

ate:Tak

en b

y:S

ou

rce:

Sam

ple sen

t:L

ab:

Lab

. ref:

Rep

ort received

:R

epo

rt ref:

Resu

lts: Irrigatio

n W

ater An

alysis Resu

lts

Non-conform

ances:

Corrective actions/Treatm

ents required:


Product Harvest RegisterHarvest date: Field ref: Product: (Crop/Var.) Total harvested:

Harvesting supervisor: Harvesting method:

Delivery date:

Lot nr.:

Pack house ref/Delivery note nr: Signed by: Date:

Delivered to/Collected from:

Harvest date: Field ref: Product: (Crop/Var.) Total harvested:

Harvesting supervisor: Harvesting method:

Delivery date:

Lot nr.:

Pack house ref/Delivery note nr: Signed by: Date:

Delivered to/Collected from:


Po

st-harvest Treatm

ent R

ecord

Field

ref:R

eason

for ap

plicatio

n:

P.Ho

use/

Lo

t nr.

Do

cum

ent co

ntro

l:

Ch

emical trad

e nam

e: (registered chem

icals)A

ctive ing

redien

t:D

ate/s of treatm

ent:

Meth

od

of ap

plicatio

n:

Total qty. mix required:

Op

erator n

ame:

Co

mm

ents/S

pecial in

structio

ns:

PP

E req

uired

: G

loves

Mask

Ventilato

rW

aterpro

ofs

Ru

bb

er bo

ots

Date:

Sig

natu

re:

Au

tho

rised b

y:D

ate:S

ign

ature:

Ad

visors n

ame:

AV

CA

SA

/BA

SIS

nr:

Date:

Sig

natu

re:

Pro

du

ct:

Qty p

rod

uct to

be treated

:

Total qty of chemical required:

Ap

plicatio

n rate:

81

Sto

re N

o:

Cro

p S

tore

In

spec

tio

n R

eco

rd

Dat

e

Wal

lsF

loo

rR

oo

fW

ind

ow

sD

oo

rsL

igh

ts

Insp

ecte

d

by

Ing

oo

do

rder

Act

ion

req

uir

ed

Ing

oo

do

rder

Act

ion

req

uir

ed

Ing

oo

do

rder

Act

ion

req

uir

ed

Ing

oo

do

rder

Act

ion

req

uir

ed

Ing

oo

do

rder

Act

ion

req

uir

ed

Ing

oo

do

rder

Act

ion

req

uir

ed

Cro

p S

tore

In

spec

tio

n R

eco

rd


82

Sto

re no

:C

rop

Sto

re Clean

ing

Reco

rd

Date

Pro

du

ct nam

eA

ctive ing

redien

tD

osag

e/A

pp

lication

rateR

eason

for ap

plicatio

nO

perato

r

Cro

p S

tore C

leanin

g R

ecord



Environmental ImpactAssessment Sample

Farm I.D:

Location/Grid ref:

Area:

Field reference:

Proposed use:

Prior use:

Land type:

Adjacent land use:

Environment:

Soil types:

Characteristics:

Presence of erosion/Other risks identified:

Corrective actions:

Level of ground water:


Quality of ground water:

Drainage requirements:

Risks of contamination:

Corrective actions/Prevention plan:

Nearest sustainable water supply source:

Local environmental restrictions/Regulations:

Fauna & flora protection:

Other factors of environmental significance:

Signed: Date:


Notes

Welcome to theWelcome to the electronic version of the Food Safety Requirements-manual for the local...

Documents

Transcript of Welcome to theWelcome to the electronic version of the Food Safety Requirements-manual for the local...