RecordKeeping for Farm and Business - Dept. of …

1 Essential RecordKeeping for farm and Business Melissa Barker: The Evergreen State College Brad Jaeckel: WSU Cropping Records Crop Variety Required Seed Unit avg seeds/ oz Seed Inventory Unit Seed Company Item # Organic Status Order Unit Seed Cost / Unit Ordered arugula arugula 4 oz 15000 2 oz FS 3023 A Certified Organic 4 oz $ Cilantro Caribe 16 oz 3000 0 oz FS Certified Organic 16 OZ Marino OS Certified Organic 4 oZ $ Santo JSS 2928 Certified Organic 1 OZ Parsley Giant of Italy oz 17200 0 oz JSS 2390G Certified Organic PKT $ Darki Triple Curled oz 14000 0 oz HMS 5105 Certified Organic Jan-00 $ Seed Order DATE CROP VARIETY farm AMT NAME SEEDS ONLY

2 SEEDS ONLY Greenhouse Seeding Record TRANSPLANTS ONLY DATE ON TAG TRANS-PLANT DATE CROP VARIETY farm QTY SIZE: 72, 4", or gal NAME TRANSPLANTS ONLY Greenhouse Transplanting Record Greenhouse Seeding and Transplanting Direct Seeding DATE CROP LOCATION AMOUNT (pounds of seed or # bed ft) NOTES Crop Planting Record Date Crop Variety Unit Quantity Notes Field Harvest Record MARKET SHEET DATE:_____ TUE or THUR Marketer(s): Produce, VARIET Y UNITS Price To Mkt From Mkt Total Sold NOTES Daily Market Sheet CSA Harvest Record Circle: Tuesday Thursday Harvest bins Date: Green.

3 Market # full shares: Grey: CSA # half shares: Full share Half share Crop Units # per box Total for all half shares # per box Total for all full shares Combined total Organic System Plan - Materials Inventory (Section K) farm / Grower Name: Certification #: List all materials you plan to use this production year below. Use your application records or materials list from last year s inspection report as a reminder. *Crop Production Aids include grafting materials, potting soil mixes, greenhouse materials, growth regulators, pH adjusters, buffers, sticking agents, spreading agents, etc. Material Locations of Material Applications 2012 Type of Material Brand Approved Generic Materials Grower Comments office use Brand Name or Source Where will you apply the material?

4 List specific crops International Crops Fertility Input Pest Control Disease Control Weed Control Crop Production Aid* Post Harvest OMRI WSDA List Natural Approved Synthetic Approved Provide additional information if the material you plan to use meets one of the below criteria: Brand name materials not approved on WSDA or by OMRI: List all ingredients Generic materials not approved by National Organic Standards ( ): List all ingredients Raw, uncomposted manure products: List expected application and harvest dates Compost Pile Tracking Sheet 2012 Pile Name: _____ Date Made:_____ Location Made:_____ Manure Spreader Used?

5 Y/N Compost Mix Ratio and Ingredients: % Moisture Amount Water Added Bulk Density Free Air Space Temp. Fan +/- Fan Speed Other Notes: (characteristics, smell, feel, look, etc.) Date Location Temps (T,M,B) % Moisture Fan +/- Speed Notes HS TS HH HH HH Cut Flowers (6) Plums (4) Blueberries (2) C Medicinal Herbs, Asparagus, Hops, & U-pick Flowers Equipment Storage & Compost 340 Perennial (1) Salad Mix, Greens, Carrots, & Beets (12) Grain Trials: Millet (1), Quinoa (4), & Buckwheat (2) Grain Trials: Quinoa (11) Pumpkins (6) Raspberries (4) Spring Brassicas (12) Solanacae (3) Potatoes (11) Pumpkins (10) Garlic (4) Onions (4) Corn (4) 280 180 150 280 140 70 Beans (3) farm Tractor Log Kubota B1700 Date Operator's Name Starting Hours Ending Hours Oil Diesel Coolant Hydro Screen Zerks Leaks/Bolts Tasks Performed Cleaned Notes 20-Mar Darah 13693 13695 X X X X X X X Joy Riding Yes Fun!

6 21-Mar Melissa 13695 13695 X X X X X X X Checking Needs Yes Lift arms don't work Equipment Records Livestock Records February Chicken Duck Cracked Notes 1 2 3 4 5 6 7 8 9 10 Egg Record Log farm and Animal Log Food Processing Records Cleaning Log Before Use After Use Date Name (written) Cleaning What? Cleaned Sanitized Cleaned Sanitized Signature Food Processing Cleaning Log Purchasing Log Date Who? What? Where? How Much? Stored Where? Batch/ID Number Food Processing Ingredient Purchasing Date Processed Product Time Began Time Finished Amount Produced BATCH # Students Involved Notes Batch Production Log Finished Product Inventory Report Please make a separate entry any time a product is added or removed WALK- IN COOLER Today's Date Product Name Batch # Quantity Added Removed Cooler Inventory Explanation (separate entry for each batch) (check one) (To or from market, new batch added )

7 USDA Good Agricultural Practices (GAP) & Good Handling Practices (GHP) farm Budgets Budgeting Organizing Receipts Organizing Invoices Taxes! (Schedule F) Record Keeping Strategies Schedule F and Taxes Seed Fertilizer Supplies Repairs Equipment Lease Livestock Breeding Services Hour(s) this year My hours/year a. Pre-planting tillage b. Collecting, transporting, & spreading compost, manure and other plant nutrients c. Buying &/or ordering seeds & transplants d. Growing transplants e. Planting transplants & seeds f. Irrigating and/or fertigating g.

8 Pruning and trellising h. Weed control (hoeing, cultivating, spreading plastic mulch, etc.) and thinning i. Harvesting j. Marketing, including transport, through all outlets k. Machinery maintenance and repair j. Record keeping, taxes, payroll & other bookwork farm tasks $ This Year a. Land rent or annual mortgage payment (% area for this crop x total) b. Purchased soil nutrients (compost, manure, etc.) for this crop c. Purchased plastic or other weed control cover for this crop d. Purchased seeds & transplants e. Purchased frost covers f. Gasoline, diesel g. Vehicle repairs, maintenance, & licenses (pro rata share) h. Fees for accountants and attorneys i.

9 Professional dues and travel to meetings j. Publications, books, & educational materials k. Credit card fees from sales l. Interest for operating loan m. Wages for nonfamily workers n. Wages for family members Expenses Describe Cost, $ Year Bought % Use at farm Total Life a. All hand Tools b. Trellises & Cages c. Purchased plastic or other durable weed control mulch d. Greenhouse (total cost x % area) e. Purchased durable frost covers or hoop houses f. Drip tape, sprinklers with emmiters, irrigation pipe, pumps & motors, other irrigation equipment g. Riding tractor 1 j. Walk behind rototiller/tractor 1 l.

10 Disc m. Spader n. Cultivator o. Mulch layer p. Seeder 1 r. Pickup truck 1 Durable Tools and Equipment Resources The Organic Farmer s Business Handbook: Richard Wiswall Small farm & Direct Marketing Handbook: WSDA WSDA Organic Program USDA Agricultural Marketing Service National Sustainable Agriculture Information Service Thank You Melissa Barker Evergreen State College Brad Jaeckel WSU Organic farm