Record-keeping

Record-keeping

You need to keep records which relate to your contracting activities and systems.  These can be electronic and/or paper records. 

One of the most important records that you must keep is your Zespri CAV.  It is valid for one year and it must be valid at the time work started. Your Inspector will check this.

The different records you must keep are detailed in each module.

All records must be kept for a minimum of six years, and you need to have a process showing this.  Please note: some records (e.g. pay records) must be kept for seven years.

Continue through the other units to ensure you meet all requirements before you book an inspection.

Documents required for your inspection 

Your inspection will be completed much faster if you are well-prepared and have all the required information easily accessible. 

The following is a list of the main documents you will need for your inspection. Refer to the various units on this site for more information on the specific Resources/Records required.  

There may be other paperwork your inspector will require you to produce, as evidence of compliance and record-keeping. Refer to the ‘Am I Ready’ checklist in each unit, prior to your inspection, to ensure you have all the correct information ready when your inspector arrives. 

Please ensure you have the following documents and records which are vital to the assessment:

  • Complaints records and meeting minutes

  • Completed HS risk assessment, for each type of job harvest/summer pruning/winter pruning/grafting etc., and policy and procedure.

  • Completed Hygiene risk assessment, for each type of job harvest/summer pruning/winter pruning/grafting etc., and policy and procedure.

  • Working contracts; harvest/summer pruning/winter pruning/grafting

  • Non-nationals records; passport/visa and visa view details. Can be either on phone or hard copy. Nationals birth certificate or passport.

  • Payslips; both hourly and contract work system for calculating hourly rate and top up.

  • Timesheets showing breaks for contract work, minimum wage calculation, worker approval and signature.

  • Current CAV and Inspection Report

  • Copies of all sub-contractor CAVs

  • Training records showing H&S rules, Hygiene rules, Hazards & Emergency procedures, Accident & Incident reporting, Complaints, and Social Responsibility etc.

  • First Aid certificates.