📋 Topic: Farm Records & Compliance | ✅ Standard: GLOBALG.A.P IFA | 🌍 Applies to: All Kenyan Export Farms | ⏱ Read time: 8 minutes
In This Guide
Every year, Kenyan farms fail their GLOBALG.A.P audit not because of what they did on the farm — but because of what they failed to write down. Poor or missing records are the single most common reason Kenyan farms fail certification on the first attempt. An auditor can see a clean chemical store, a well-maintained pesticide sprayer, and trained workers — but without the paperwork to prove it, none of it counts.
This guide covers exactly which farm records GLOBALG.A.P auditors check in Kenya, the most common record keeping mistakes that cost farms their certification, and how to build a simple, reliable record system that passes every time.
Why Farm Records Are the Foundation of GLOBALG.A.P Certification
GLOBALG.A.P certification is fundamentally a documentation standard. The auditor’s job is not just to inspect your farm — it is to verify that your farm operates in a consistent, controlled, and traceable way. Records are the evidence that this is happening.
Without records, even a perfectly managed farm cannot be certified. A farm that sprays only approved pesticides at correct rates but keeps no spray records is non-compliant. A farm with excellent worker welfare but no training register is non-compliant. A farm that can produce perfect avocados but cannot trace them back to a specific field on a specific date is non-compliant.
The good news is that building a records system is not complicated or expensive. It requires the right templates, a consistent routine, and someone responsible for completing them. Most Kenyan farms can have a fully functional record system in place within one week of starting.
The 7 Record Categories Every GLOBALG.A.P Auditor Checks in Kenya
1. Input Purchase and Application Records
Every pesticide, fertiliser, and agrochemical applied to your farm must be recorded. The record must include the product name and registration number, the date of purchase, the supplier, the quantity purchased, the crop and field it was applied to, the application rate, the operator who applied it, and the pre-harvest interval observed before harvest.
This is the most scrutinised record category in Kenyan GLOBALG.A.P audits. Missing spray records or incomplete entries are a Major Must non-conformance — meaning more than five of these across your audit can result in certification failure.
2. Harvest Records
Every harvest from every field must be recorded. The record links the harvested produce to the specific field it came from, the date of harvest, the quantity harvested, the quality grade, and the buyer or storage destination. This record is the backbone of your traceability system — without it, you cannot trace produce from the consumer back to the farm within the required four hours.
3. Worker Training and Safety Records
GLOBALG.A.P requires documented evidence that every worker who handles pesticides, operates machinery, or works in the field has received appropriate training. Training records must include the worker’s name, the date of training, the topics covered, and a signature confirming attendance. First aid training, pesticide handling training, and hygiene training are the minimum requirements for Kenyan export farms.
4. Worker Attendance and PPE Records
For every day that workers are on the farm, you must record who was present, what tasks they performed, how many hours they worked, and whether they used personal protective equipment. This record supports both food safety and social accountability requirements — particularly for farms also preparing for FairTrade or Rainforest Alliance certification.
5. Equipment Calibration and Maintenance Records
Spray equipment must be calibrated at least annually and the calibration recorded. Any repairs, maintenance, or replacement of sprayer components must also be documented. An uncalibrated or poorly maintained sprayer is a food safety risk — and GLOBALG.A.P auditors check calibration records carefully on Kenyan horticultural farms where pesticide application precision is critical.
6. Water Testing Records
If you use irrigation water or water for post-harvest washing of produce, it must be tested for microbial contamination at least annually. The laboratory test results must be kept on file. Water testing is one of the areas where Kenyan farms are most frequently caught — farms that irrigate from rivers, dams, or boreholes without testing records are automatically non-compliant.
7. Farm Profile and Site Map
Every certified farm must have a current farm profile document recording the farm name, owner, location, GPS coordinates, total size, crops grown, and water sources. A farm map showing field boundaries, buildings, water sources, storage areas, and neighbouring land uses is also required. This document is the first thing an auditor asks for and must be updated annually.
📋 Get All 7 Record Templates Ready to Use
Our Farm Records Starter Pack contains ready-to-use, editable templates for all the core record categories GLOBALG.A.P auditors check — including input application records, harvest records, worker attendance and safety records, and monthly farm summaries.
Simply download, fill in your farm details, and start recording today. Used by farms across 12 Kenyan counties.
5 Common Record Keeping Mistakes That Fail Kenyan Farm Audits
Mistake 1 — Recording after the fact
The most common record keeping failure on Kenyan farms is filling in records days or weeks after the activity happened — or completing the entire year’s records the night before the audit. Auditors are trained to identify retrospective record completion. Inconsistent handwriting, uniform ink colour across months of records, and dates that don’t align with weather or harvest volumes are all red flags. Records must be completed on the day the activity happens.
Mistake 2 — Incomplete pesticide records
A pesticide application record with the product name and date but missing the application rate, pre-harvest interval, or operator name is a non-conformance even if the product used was approved. Every field on the record must be completed for every application. Leaving fields blank — even fields that seem obvious — is not acceptable under GLOBALG.A.P.
Mistake 3 — No traceability link between harvest and field
Many Kenyan farms record their harvests but fail to link specific harvest lots to specific fields. If your harvest record shows 500kg of avocados harvested on a given date but does not identify which field they came from, your traceability system is broken. Buyers can and do test residues on produce — if a residue exceedance is found, you must be able to trace it to a specific field and spray event within hours.
Mistake 4 — Missing water test results
Water testing is consistently one of the most overlooked record requirements on Kenyan farms. Many farm managers assume that because their water looks clean or comes from a borehole it does not need testing. GLOBALG.A.P requires documented laboratory evidence regardless of the water source. Arrange your water test at least 60 days before your audit to allow time for results to be returned and any issues addressed.
Mistake 5 — Training records without signatures
A training register that lists topics and dates but has no worker signatures is incomplete. GLOBALG.A.P requires evidence that workers attended and understood the training — signatures or thumbprints are the standard method of confirmation in Kenya. A training record without signatures is treated as if the training never happened.
Want to Know Every Gap on Your Farm Before the Auditor Arrives?
Our Kenya Farm Audit Checklist covers all 8 GLOBALG.A.P audit areas including a complete records section — so you know exactly what is missing before your official audit.
How to Set Up Your Farm Record System in One Day
Setting up a functional farm record system does not require specialist software or significant investment. The following steps will get a basic but fully GLOBALG.A.P-compliant record system in place within a single working day.
Morning — Prepare your templates
Download or print your record templates for each category. You need templates for: input applications, harvests, worker attendance, worker training, equipment maintenance, and water testing. Store them in a single A4 folder or binder — one section per record type. Label each section clearly.
Morning — Complete your farm profile
Fill in your farm profile document with current information. If you do not have a farm map, sketch one — it does not need to be professionally drawn, but it must show field boundaries, buildings, water sources, and neighbouring land uses. Label every field with a unique code — Field A, Field B, or by crop name and number. These codes must appear on every harvest and spray record.
Afternoon — Brief your team
The record system only works if the people doing the work are completing the records. Spend 30 minutes with your field supervisor and spray operators explaining what needs to be recorded, when, and how. Print a simple one-page summary of record keeping responsibilities and post it in the chemical store and packing shed.
Afternoon — Arrange your water test
Contact an accredited laboratory — KEBS approved laboratories operate in all major Kenyan towns — and arrange a water sample collection. This takes one phone call and costs between KES 3,000 and KES 8,000 depending on the laboratory and tests required. Do not delay this — water test results take two to four weeks to return.
Day one onwards — Record on the day
From the first day your system is in place, record every spray application, every harvest, and every worker attendance on the day it happens. Assign one person — typically the farm manager or supervisor — responsibility for checking that records are completed before the end of each working day.
Ready-to-Use Farm Record Templates for Kenyan Farmers
Building record templates from scratch is time-consuming. Agrosocial Services has developed a complete set of ready-to-use, editable farm record templates designed specifically for Kenyan smallholder farmers and cooperatives preparing for GLOBALG.A.P certification.
The Farm Records Starter Pack includes five core templates: Farm Profile and Registration Form, Input Purchase and Application Record, Harvest Record, Worker Attendance and Safety Record, and Monthly Farm Summary. All templates are in editable Word format — download once, customise for your farm, and use permanently.
For farms wanting comprehensive preparation across all eight GLOBALG.A.P audit areas — not just records — the Agrosocial Starter Kit combines the records templates with the full audit checklist, GAP training manual, and export market guide in one complete package.
NEED HELP SETTING UP YOUR RECORD SYSTEM?
Our Consultants Set Up Farm Record Systems Across Kenya
We work with farms in Nairobi, Kiambu, Nakuru, Meru, Machakos, Kisii, Kakamega, Kirinyaga and across Kenya. We can assess your current records, identify gaps, and have a compliant system in place before your audit.
Frequently Asked Questions
How long must farm records be kept for GLOBALG.A.P certification?
GLOBALG.A.P requires that records are kept for a minimum of two years. This means your auditor can request records from previous certification periods. Store completed records securely — a lockable filing cabinet is ideal — and back up important records by photographing them with your phone.
Can farm records be kept digitally?
Yes. GLOBALG.A.P accepts digital records provided they can be printed or displayed during the audit. Farm management apps, spreadsheets, and digital forms are all acceptable. The key requirement is that records are complete, accurate, and accessible during the audit.
What language must farm records be in Kenya?
There is no requirement for records to be in English — records can be kept in Swahili or any other language provided the information is accurate and complete. However, records that will be reviewed by international buyers or certification bodies are more useful in English or with English translations of key fields.
Do smallholder farmers in a cooperative need individual farm records?
Yes. Under GLOBALG.A.P Option 2 group certification, every individual member farmer must maintain their own farm records. The producer organisation manages the Quality Management System, but each farmer is responsible for their own spray records, harvest records, and worker records. This is one of the most important things to establish before a group certification audit.
Written by the Agrosocial Services team. Agrosocial Services Limited is Kenya’s specialist agricultural compliance consultancy, supporting farms and cooperatives across 12 counties with GLOBALG.A.P preparation, audit support, and market linkage. Read our complete GLOBALG.A.P certification guide →