Guidelines for the control, distribution and reconciliation of Organic Produce Certificates

Issued by the AQIS Organic and Bio-dynamic Program 31 October 2008

Purpose

1. This guideline provides information on the control, distribution and reconciliation of organic produce certificates (OPC) by certifying officers in Approved Certifying Organisations.

Background

2. Approved Certifying Organisations provide export certification, on AQIS’ behalf, for organic produce (as defined under the Export Control (Organic Produce Certification) Orders) exported from Australia. This certification provides assurance to the importing country that the product has been produced in accordance with the requirements of export legislation and importing countries.

3. Codex Alimentarius provides information on agreed standards for certification in its ‘Guidelines for generic official certificate formats and the production and issuance of certificates CAC/GL 38-2001’.

General

4. There are three types of organic produce certificates;

a. Organic Produce Certificate EX1399 (OPC), for all countries other than Europe and Switzerland,

b. Certificate of Inspection for Import of Products from Organic Production into the European Community EX11300 (EU), for European countries only and

c. Swiss Confederation Import certificate (Swiss) for the import of organic farming products to Switzerland.

5. Exporters/operators should confirm overseas import requirements prior to export of Australian certified produce.

Definitions

6. Issue, in relation to export certification means “signing and stamping” the form by the approved certifying organisation.

7. Organic produce certificate means an official government certificate used to facilitate a consignment of Australian certified organic produce to an overseas country (refer: Order 1.06 of the Export Control (Organic Produce Certification) Orders 1997).

Reference

8. Part 2, of the Export Control (Organic Produce Certification) Orders 1997.

9. Codex Alimentarius, Guidelines for generic official certificate formats and the production and issuance of certificates CAC/GL 38-2001.

Management of organic produce certificates as accountable forms

10. Organic produce certificates are accountable forms; they are official documents that are sequentially numbered with no inherent value. Misuse of these documents could lead to a fraudulent action.

11. AQIS is the jurisdiction having responsibility for any organic produce certificate issued by a certifying body and has strict requirements for the management of these forms.

12. Approved certifying organisations, organic operators or exporters who hold unused organic produce certificates must:

• maintain a register of their receipt and issue
  
• ensure they are stored securely and checked regularly to guard against losses or deficiencies occurring
  
• reconcile the register of certificates on a regular basis and report any losses or deficiencies to AQIS immediately.

13. In the event that the organic produce certificates are surplus to requirements, obsolete, damaged or spoilt they must be returned to AQIS to prevent their misuse. Where the approved certifying organisation has provided OPCs to operators or exporters, the organisation must ensure that all OPCs are recovered from the operator or exporter to allow reconciliation.

Process for an Approved Certifying Organisation to obtain supplies of OPCs

14. Approved certifying organisation must place OPC orders directly with McMillian Print Management via its website. Each organisation has a unique user id logon provided by McMillan Print.

15. To apply for access to the on-line ordering system, go to: www.bspg.com.au/aqis

16. If you have any further enquiries please contact our customer service team on our helpdesk telephone number: 02 9795 1222

17. Upon the initial set up of your user id logon the following information will be required:

a) name and address of the approved certifying organisation; and

b) name of the person in management and control.

Once set up and each time you order:

• check that these details are correct and notify McMillan Print of any changes required.
  
• number and type of organic produce certificates required.

McMillan Print Management will send the certificates directly from the warehouse to the requesting certifying organisation. Please ensure all the above information is on your request.

18. Following receipt of an order for organic produce certificate(s) McMillan Print provides AQIS with information detailing the order and shipment details for each certifying organisation of OPCs.

19. AQIS will verify the ordering, receipt, distribution and reconciliation of organic produce certificates against relevant records of the approved certifying organization during audit.

Provision of organic produce certificates to exporters or certified operators

20. Exporters / certified operators, must apply in writing to an approved certifying organisation for an organic produce certificate(s).

21. The certifying organisation must ensure that the OPC register effectively identifies the location of all unused OPCs provided to them, including those held by exporters or certified operators.

Management of organic produce certificate(s)

22. Approved certifying organisations must document procedures for the control and reconciliation of organic produce certificates. This must include the maintenance of a register of OPCs identifying:

(i) type of certificate (Ex 11300 or Ex 1399 or Swiss);
(ii) date of issue;
(iii) certificate number(s); and
(iv) to whom the certificate(s) have been issued.

Retention of issued organic produce certificate(s)

22. Each approved certifying organisation must retain the duplicate copy (pink copy) of the organic produce certificate for a period of not less than 5 years. This includes cancelled certificates.

23. Exporters / certified operators should retain a copy of the original organic produce certificate for traceability purposes for a period of not less than 5 years. This includes cancelled certificates.