INTERNAL CONTROL SYSTEM (ICS)

For above reasons Uttarakhand Organic Commodity Board on the guidelines of IFOAM developed a technique that is called " Internal Control System (ICS)"for certification of farms, processing and handling units of marginal and small farmers (Who can not bear the high certification cost individually) of the state in the form of Group Certification on low cost.

"An Internal Control System (ICS) is a documented quality assurance system that allows the external certification body to delegate the annual inspection of individual group members to an identified body/unit with the certified operator." The objective of group certification is to reduce the cost of certification without compromising the quality.

The organic certification agency than mainly evaluates weather the Internal Control System (ICS) is working well and efficiently. The evaluation is done by checking the ICS documentation system and staff qualifications and sample inspection some farmers.

QUALITY CONTROL CELL

UOCB is implementing Internal Control System (ICS) through it's Quality Control Cell.

QUALITY CONTROL CELL- STRUCTURE

Quality Control Cell has been established at UOCB for facilitating marginal and small farmers of the state in certification of their farms, processing and handling units in the form of group certification by establishing Internal Control System. Cell insures the quality of the organic produce as per organic standards of various countries. Cell also facilitate to buyers in issuance of 'Transaction Certificate" for the commodities procured by them from registered farmers with UOCB.

Presently following personals are working in the cell:
1- Quality Manager
2- Internal Inspectors
3- Organic Approval Committee

Besides the above Extension Workers (Master trainers engaged under of agriculture department scheme and field officer working under Basmati Programme) are also indirectly assisting to the cell activities at field level by maintaining certification documents (Farm file) and providing training to farmers on ICS/Certification.

1. Quality Manager: Quality Manager is a crucial position in the board. The Quality Manager is in charge of insuring that the ICS is implemented. He organizes the extension service and internal inspection (who inspects where inspects and when inspects), ensures that the staff have all resources available to do the inspection/extension (e.g. means of transport, etc), make sure that all farmers really are inspected and all new farmers registered properly. He organize the staff trainings, coordinates all relevant aspects with the organic certification agency, etc. he is also responsible for maintaining all records and statistical data of all farmers on production certification and marketing.

2. Internal Inspectors: The inspectors are the ICS operator's ears, and eyes. They perform the following duties:
1- To insure 100% physical inspection of all registered farms and farmer's record at least twice in a year
2-Complete inspection check list prepared actual farmers lists (AFLs)
3-Handling Non compliances issues
4- To provide training on ICS to Master trainers and farmers on felt need basis.

3. Organic Approval Committee: This is a five members committee. The members of committee are representative of agriculture department, farmer's federations and respected persons of the society who are familiar with principal of organic farming. The OAP performed the following activities.

1-Approves the findings of Internal Inspection.
2- Decided sanctions if any for the defaulters

Training of farmers

Training of farmers in organic farming is very crucial and therefore the positions of the Extension workers (field officers) are usually very important. In each project there are sufficient field officers who lives in the area, regularly visits the farmers, give them advice on how to improve their production and quality of produce and assist them in case of production problems. Also field officers often keep some simple farm documentation in their farm file on behalf of farmers (farm map, inputs regards etc) The field officer updates the farmer's diary if he/she has not written any notes on his/her production. The field officer can allow farmers to use those inputs that are listed in internal regulation only. Farmers can also call field officer for help in case of disease or pest problem. If during an advice visit a major problem on the organic farm is found, the Quality Manager is informed.

QUALITY CONTROL CELL - FUNCTION

The cell insures 100% physical inspection of farms, processing & handling units, documents etc of all registered farmers during each crop cycle in every year. The internal inspection is being carried out by internal inspectors in over all supervision of Quality Manager. During internal inspection internal inspectors check the risk and critical control point and complete the checklists. After completion of inspection inspector make actual farmers lists (AFLs). After internal inspection Quality Manager evaluates the check lists and AFLs and prepares a summary of all inspected farmers along with observations recorded during internal inspection and invites "Organic Approval Committee" for approval of certification findings. OAP approves the findings of internal inspection and decide penalty if any for defaulters.

After decision of approval committee Quality Manager prepare the list of approved and sanctioned farmers and informed the decision to sanctioned farmers and give them sufficient time for appeal. If no appeal is received from farmers with in specified time period it is understand that farmers are agree with the decision of OPA. After this Quality Manager invites External Certification Agency. During the external inspection by the certification agency, the effectiveness of the internal control system is evaluated. The external inspector re-inspected a certain number of farmers. The percentage of external control will be determined by the certification agency on the basis of risk assessment. The external inspector compares his/her observations with the documents of the internal inspection and evaluates weather the internal inspections fulfill the external regulations and if they are o.k. than provide the certificate for whole group.

Since certification is a continuous process hence internal inspection as well as external inspection would be continue every year even after attaining full organic status by the land.

For External Certification UOCB had been working with IMO Control Private Limited, Bangalore - An international certification agency since last 3 years. Recently Uttaranchal State Organic Certification Agency, Dehradun has got the accreditation from Government of India as per NPOP. Now UOCB is hiring the services of USOCA for external certification.

Following are the major sections of the COF- I program. To view the detail about each segment click on the link below :

Technical Initiatives
Organic Basmati Export Program
Study Reports
Development of Litrature
Certification