A SIMPLE WORKFLOW

Organize first.
Ask better questions.

Use your certifier’s current instructions as the starting point. Different operations need different records.

1. Confirm the scope

Identify the operation, activities and current forms covered by your application or annual update. Ask your certifier which instructions apply before designing a filing system.

2. Inventory existing materials

Record the location, owner and date or version of each document you already maintain. Keep historical versions identifiable rather than silently replacing them.

3. Separate three kinds of follow-up

• Locate: a document exists but its location is unclear.
• Update: the responsible person needs to check a version.
• Ask: the certifier or another qualified professional needs to answer a substantive question.

4. Make the handoff clear

Agree who gathers the requested documents, who answers operational questions and how updates are tracked. Do not alter source records to create a more favorable history.

5. Keep programs distinct

USDA organic certification, buyer-requested GAP audits and food-safety requirements have different purposes and scopes. A single index can point to separate folders, but it does not demonstrate approval under any program.