5.

2 Internal Inspections 1

5.2 Internal Inspections

The internal inspection is a critical component of the ICS process. The internal
inspection is the formal verification that the farmers meets ALL the requirements
outlined in the internal organic standard.

All producers who are to be approved by the ICS must be inspected each year
(100% internal inspection)

The inspection should be timed to

occur during critical moment(s) in
the production cycle when the risks
for noncompliance are highest

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How to organise inspections (example)

The ICS Organic Coordinator will: The Internal Inspector will:

• Appoint internal inspector • Review the documentation provided by

the Organic Coordinator and clarify
• Provide the Farmers’ Checklist(s) with specific tasks with the field advisor in
any instructions that may be relevant. charge (if needed)

• • Arrange the inspection visits

provide the inspector with the updated
farm file and other farm
documentation, comments from field • ensure to take all inspection material
advisors (if not given orally directly to along: checklist, pens, calculator,
internal inspector (photo), map template, additional
paper/notebook
• provide the inspector with the previous
year buying summary

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5.2 Internal Inspections 3

What is Inspected?

Organic fields and

check nonorganic
fields
Farmers’ records
incl. Processing
consolidated Inspection areas
yield and inputs must cover

Storage Water Livestock

(products sources
and inputs)

The inspection always includes an interview with the farmer (or representative)
and crosscheck with ICS data

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Sample Internal Inspection

Internal inspection of organic coffee farmer in Tanzania
(farmer present during whole inspection)
Check organic fields with Visit of conventional
coffee & banana around maize fields (5 min
farmers house, incl. all walk from house)
borders to check drift
Depulping machine
Farmers diary and drying area
Notes of field officer
Last year’s buying list Cows (zero grazing)
chicken (free roaming)
Coffee storage
Water contamination
Input & tools storage
by depulping?
(incl. sprayer)
Waste in the fields?
Organic village coffee
nursery (Ask neighbors)
(investigate in village)

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5.2 Internal Inspections 5

Farm Inspection Checklist

Farm Inspection checklist

Signed and dated by

inspector

Signed/fingerprinted
by farmer

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5.2 Internal Inspections 6

Addressing Noncompliances

Techniques for addressing noncompliance with farmers

• Show the farmer the problem – in documents or on the farm.

• Show the farmer the standards and ask him or her to

explain what the standard says about their specific non-
compliance.

• Show the farmer the ICS sanction options and describe

where the farmer’s noncompliance fits with these options.

• Outline what the next step is in the sanction process and

when the farmer will be instructed on the outcome.

• If possible involve other farm group members in the

discussions, as they too may be impacted.

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5.2 Internal Inspections 7

Summary of the Steps in an Inspection

(Order of steps can vary)

• At first introduction describe the inspection process; show the

farmer the checklist and other docs.
• Possibly check ID card and farmer’s contract.
• Ask the farmer for his/her copy of internal organic standards (if
they have one) or show yours. Find out how familiar he/she is
with the requirements.
• Inspect the farm fields and the nursery (also field borders to
check risk of drift). Check for potential signs of prohibited
inputs, check for diseases/pests and ask their treatment
methods, check for overall compliance with all requirements of
the internal organic standard.
• Inspect the processing area, storage rooms (tools, inputs, final
products).
• Screen farm documents, cross check with ICS documents,etc.
• Summarize inspection results with farmer: outline possible
problems and related follow-up requirements or sanctions. Also
improvement advice can be given.
• Sign checklist (farmer and inspector).

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Tips for an Effective Internal Inspection

• Do not ask yes/no questions

• Know about the pest & diseases that may threaten the export
crop and what people in the region commonly use for treatment
(e.g. recommended by government extension agents)
• Learn how to identify traces of pesticides, fertilisers etc.
• Have fellow farmers participate in the inspection
• Talk to immediate neighbors and/or farmers in neighborhood
• Also talk to the wife or farm workers
• Have a look around on the farm, look into stores, garbage
heaps
• Know about governmental agrochemical promotion
programmes
• Possibly visit inputs stores in the area

You are not a policeman or detective

- but you need to be thorough and investigate properly -
in a friendly way

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Examples: Critical Control Points (1)

Organic Fields  Plant protection agents, fertilizer and herbicide use.

 Proper soil management? Signs of Erosion?
 Conventional intercrops? e.g conv. maize in young
coffee
Conventional (home  The same spraying equipment used for organic and
consumption fields) conventional crops (e.g. hand pump)?
 Inputs not stored with inputs for organic farm?
 No cultivation of organic crops on the conventional
fields?
Borders/Buffer  Contamination from neighbors?
zones  Contamination from own home consumption fields?
Seed sowing  chemically treated seeds?
 GMO seeds (risk crops e.g. soy, maize, cotton)?
 Has farmer tried to use organic seeds?
Irrigation or washing  Dirty water?
crops  Contaminated water e.g. water from conventional
rice fields running into organic fields

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Examples: Critical Control Points (2)

Livestock  (not always regulated in organic standard)
 Check whether livestock keeping is adapted and
animal-friendly, no factory farming, contamination of
crops by tick control measures?
Farmers documentation  Yields: reasonable estimate?
 Inputs: external input use has been documented?
 Maps more or less reflecting reality?
 Registered areas reasonable/realistic
Harvest  Commingling of product by the buying officer?
 Farmer selling other people’s products on his/her
behalf? (check quantities)
Storage and processing  Processing areas clean and separate ?
areas  Commingling, e.g. drying products together with
uncertified neighbor; village processing facilities
 Contamination: e.g organic produce stored in a room
that is treated with pest control chemicals,
contamination during drying etc.
Transportation to  Commingling or contamination
Processing plant
Sacks and containers  Dirty or noncompliant

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Critical Control Points

Leaves were sprayed 2 months ago Pesticides bottles found in tea field

Manual weeding or herbicides? Commingling during weighing in the village?

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Critical Control Points

Storage Room Coffee farmer Cobox Package found in Field

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Critical Control Points

Contamination during on-farm processing Livestock conditions

Training Manual on Setting Up and Harmonising Internal Control Systems