NPOP and PGS-India inspections both rest on plot-level records: what was grown, when, with which inputs, and how much was harvested. Records kept through the season make an inspection routine. This episode sets out how to organise plot records and keep them current.
The short version
- Give every plot and every farmer an ID, and use it on every record.
- Every NPOP farmer keeps a farm diary; it stays with the farmer.
- Keep bills, test reports and harvest records linked to the plot.
- Review records monthly, not only before an inspection.
Organising Plot Records
One ID per farmer and per plot, used on the diary, inspection reports, bills and purchase receipts.
- Map every plot.Survey number, area, location and crops.
- Assign IDs.A farmer code and a plot code, used on every record.
- Record each crop cycle.Crop, sowing date, area, inputs and harvest for each plot.
- Keep one master register.At the ICS office, updated after each inspection.
What to Keep for Each Plot
The farm diary, input bills, harvest and sale records, and any test reports.
| Record | Kept by | Checked at |
|---|---|---|
| Farm diary | The farmer (NPOP requires it to stay with the farmer) | Internal and external inspection |
| Input bills and approvals | Farmer and ICS office | Inspection |
| Harvest quantities and yield estimates | ICS | Comparison with sales |
| Purchase receipts | ICS, with a signed copy to the farmer | Traceability checks |
| Soil, water or residue test reports | ICS office | Where tests were taken |
Keeping Records Current
A monthly review catches gaps while they can still be filled.
- Review a sample of farm diaries every month; check every diary at each internal inspection.
- Chase missing bills and entries within the same month.
- Whether you use paper or software, the rule is the same: one record per plot, updated as work happens.
PGS-India groups keep the same kind of plot records for peer appraisal. See the PGS guides for their forms and deadlines.
Check yourself
Tap an answer to see whether you are right, and why.
Under NPOP, where must a group member's farm diary be kept?
- At the CB's office
- With the farmer
- At APEDA
NPOP 5.5 requires diaries to be available with the farmers.
What links a bill to the right plot?
- The farmer's memory
- The plot code on the record
- The date alone
Use the same farmer and plot codes on every record.
Remember these things
- IDs for every farmer and plot.
- A farm diary with every farmer.
- Link bills and harvests to plots.
- Review monthly.
Records kept as the work happens make every inspection straightforward. KrushiFlow validates these fields and submits farmer records to the portal in bulk.