Keeping your records up to date and checking your operation throughout the season can make your audit easier to prepare for. It can also help you identify and address issues before the auditor arrives.

Use this guide alongside the current checklist for your programme, certification scope and any add-ons. If you are registered for NZGAP-Global, follow your NZGAP-Global checklist and registration instructions. The GRASP section below applies where GRASP is included in your assessment.

Before your audit

1. Complete your self-assessment. Work through the current checklist, record any actions needed and note where the supporting evidence is kept. Follow your registration instructions for any documents you need to send us before the audit.
2. Check your site. Walk through your growing areas, buildings, facilities and produce-handling areas against the applicable checklist requirements. Address any issues you find.
3. Organise your records. Make sure the required records are current, complete and easy to find. Keep older records for the required retention period, even if you archive them separately.
4. Review previous findings. Check that corrective actions from your last audit are still being followed and that you have evidence showing what has changed.
5. Arrange for the right people to be available. Identify who may need to answer questions or provide records during the audit, including anyone responsible for staff, contractors or produce handling.

Records and facilities to check

Include these areas in your preparation, using your programme checklist to confirm the requirements that apply:

• Mass balance: Have the required records ready for all crops in your certification scope so quantities can be reconciled through your operation.
• Buyer agreements: Where required, have agreements available for the relevant buyers. Check that they contain the required commitments about products originating from certified production processes.
• Handwashing facilities: Check that facilities are ready to use, with unperfumed soap, a suitable way to dry hands and the required handwashing signs.
• First aid: Check that kits are complete and contain no expired items, and that people with the required first-aid training are available.
• Water testing: Have your water risk assessment and required analysis results ready. Check the testing requirements for each water use, such as irrigation, spraying, produce handling, drinking or handwashing. Confirm the sampling method and testing needed before collecting samples.
• Pesticide residue testing: Check that the required reports cover your crops and intended markets. Tell the laboratory about your certification programme, destination markets and any specific buyer requirements when arranging testing.
• Equipment calibration: Have current calibration or verification records for relevant equipment, including sprayers, weed sprayers, scales and measuring equipment, at the intervals required by your checklist.
• Chemical storage: Check storage arrangements, signage and required equipment. Make sure your chemical inventory reflects the stock held and is updated at the required intervals.
• Agrichemical containers: Keep records showing how empty containers have been disposed of.
• Traceability: Have the record of your most recent mock traceability exercise available and check that it meets your programme's timing and evidence requirements.

If GRASP applies to your operation

The GLOBALG.A.P. Risk Assessment on Social Practice (GRASP) add-on includes checks relating to workers' health, safety and welfare. Before your assessment:

• Complete your annual GRASP self-assessment and address any actions identified.
• Have evidence available that workers' eligibility to work has been checked, including relevant visa information where applicable.
• Make sure requested timesheets, payslips and employment agreements are available for the periods being assessed.
• Record how workers are represented and make sure the worker representative understands their role and responsibilities.
• Have the required evidence of contractor compliance available, including relevant internal or external assessments.

Keep worker information secure and use the agreed method when sharing records with us.

Make your evidence easy to find

Your auditor needs evidence to assess whether the applicable requirements have been met. Label records clearly and make sure you can access them during the audit.

Depending on the requirement, evidence may include paper records, electronic documents, photographs or videos. Check with your auditor if you are unsure what is suitable; photographs or videos may support your evidence but do not automatically replace a required record.

If a non-conformance is raised

Review the finding with your auditor so you understand the requirement, the evidence needed and the deadline for responding. Follow the instructions in your audit report when submitting corrective-action evidence. Contact us early if anything is unclear.

Related guidance

• What is GLOBALG.A.P.?
• Multi-residue pesticide testing for domestic and export markets
• Water sample collection for microbiology tests
• Delivery requirements for environmental swab and water samples

The water-sampling article covers microbiology sampling from taps, bores and wells. Ask the laboratory for instructions if you need to sample another water source or arrange different tests.

Need help?

If you are unsure which checklist, records or tests apply to your operation, submit a request or email GAP@asurequality.com.