Export Certification: EU Export Requirements

Standard Operating Procedures for Export FARM REGISTRATION INFORMATION PATH PAD

FARM REGISTRATION INFORMATION PATH FIRSTSTEPFIRSTSTEP APPLICANT: FARMER LIAISON OFFICER: FARMERS AT PROCESSING FACILITY The farmer contacts the liaison officer at the plant if he wishes to produce milk for the EU export market.

TASKS TO BE COMPLETED BY EACH OF THE DIFFERENT ROLE PLAYERS. SECONDSTEPSECONDSTEP APPLICANT: FARMER 1.CONTACT ENVIRONMENTAL HEALTH OFFICER FOR CERTIFICATE OF ACCEPTABILITY IN TERMS OF R1256 OF 1987 IF NOT ALREADY IN POSSESION OF ONE. 2.INSTALL CHLORINATION (OR OTHER SUITABLE METHOD) FOR WATER USED IN PARLOR. 3.CONTACT ENVIRONMENTAL HEALTH OFFICER FOR OFFICIAL WATER TESTING AND ANNALYSIS REPORT. 4.MILKERS IN PARLOR: NEED MEDICAL CERTIFICATES FROM MEDICAL DOCTOR (RENEWED YEARLY). 5.ENSURE TB AND CA TEST UP TO DATE. IF NOT CONTACT PRIVATE VETERINARIAN. ENSURE THAT LATEST TB AND CA CERTIFCATE IS RECEIVED FROM THE LOCAL PROVINCIAL STATE VETERINARIAN. The farmer is ultimately responsible to ensure that all aspects for export registration on his farm is in place. He/she must ensure that all the tests needed to be done is up to date and that he/she is in possession of all the relevant documentation. The water on the farms generally do not meet the requirements to be used in the parlor. Therefore the farmers need to treat (chlorinate) the water used in the parlor. The farmer must also ensure that all his milkers are taken for annual medical checkups. (EU).

TASKS TO BE COMPLETED BY EACH OF THE DIFFERENT ROLE PLAYERS. SECONDSTEPSECONDSTEP ENVIRONMENTAL HEALTH OFFICER PARLOR INSPECTION CORRESPONDENCE TO FARMER: 1.REGARDING STRUCTURAL CHANGES TO BE MADE. 2.IF SATISFIED: CERTIFICATE OF APPROVAL. ORIGINAL ISSUED TO FARMER. 3.TAKES OFFICIAL WATER SAMPLES FOR ANALYSES. RESULT OF ANALYSIS ISSUED TO FARMER. The environmental health officer checks all aspects of Regulation R1256 regarding the dairy farm and if satisfied issues Certificate of acceptability to the farmer. He /she also tests the water used in the parlor according to RSA laws and regulations. The test result must be issued to the farmer.

TASKS TO BE COMPLETED BY EACH OF THE DIFFERENT ROLE PLAYERS. SECONDSTEPSECONDSTEP The local State veterinarian is overall responsible for the Tuberculosis and Brucellosis testing of herds in his/her area. The herd is initially tested officially twice at three month interval for Tuberculosis and Brucellosis and thereafter handed over to a Private Veterinarian. Only the local State Veterinarian is responsible for issuing the TB and CA declaration. The local State Veterinarian interprets the CA results and takes control of all positive farms (CA and TB). LOCAL STATE VETERINARIAN 1. RESPONSIBLE FOR THE TB AND CA TESTING OVERALL: ISSUE TUBERCULOSIS AND BRUCELLOSIS DECLARATION TO THE FARMER AFTER PRIVATE VETERINARIAN HAS PERFORMED TEST. 2. RESPONSIBLE FOR ALL CONTROLLED DISEASES IN HIS/HER AREA INVOLVING THE HERD. 3. RESPONSIBLE FOR THE COLLECTION OF SAMPLES FOR THE NATIONAL RESIDUE PROGRAM.

TASKS TO BE COMPLETED BY EACH OF THE DIFFERENT ROLE PLAYERS. SECONDSTEPSECONDSTEP The Private Veterinarian is required to be involved in all aspects of herd health on the farm. The herd is tested every second year for Tuberculosis and Brucellosis. After each test he/she reports to local State Veterinarian who issues the TB and CA declaration. PRIVATE VETERINARIAN DAIRY HERD INSPECTION FARM VISIT: 1. TEST HERD FOR TUBERCULOSIS AND BRUCELLOSIS ACCORDING TO REGULATIONS 2. INVOLVEMENT IN THE FOLLOWING ASPECTS OF THE HERD: - GENERAL HEALTH (DISEASE CONTROL AND VACCINATION PROGRAM) - REPRODUCTION - MASTITIS CONTROL AND PROGRAM 3. ISSUES A HERD HEALTH DECLARATION ONLY IF INVOLVED AS STATED IN 2 ABOVE (EVERY SECOND YEAR)

TASKS TO BE COMPLETED BY EACH OF THE DIFFERENT ROLE PLAYERS. SECONDSTEPSECONDSTEP THE PROCESSSING FACILITY: ASSISTANCE TO THE FARMER 1. INSTITUTES AN OWN WATER CHECK SYSTEM FOR THE WATER USED IN PARLOR OF THE FARMER. 2. INSTITUTES TESTS FOR THE TOTAL BACTERIAL COUNTS (TBC) ON MILK AND THE SOMATIC CELL COUNTS (SCC). 3. INSTITUTE TESTS AT COLLECTION TO ENSURE MILK COMPLIES WITH LOCAL LAWS AND REGULATIONS. 4. INSITUTE A GAP TYPE AUDIT OF THE FARM. The farmer is responsible for a water quality check system if not instituted by the processing facility. A GAP type audit system will ensure that the farm meats all the requirements for export registration.

TASKS TO BE COMPLETED BY EACH OF THE DIFFERENT ROLE PLAYERS. THIRDSTEPTHIRDSTEP LOCAL STATE VETERINARIAN TB AND CA DECLARATION ENVIRONMENTAL HEALTH OFFICER DOCUMENTS: -MEDICAL -TB AND CA DECL. -HERD HEALTH DECL. -OFFICIAL WATER REPORT -BST DECL. LIAISON OFFICER: FARMERS AT CHEESE FACTORY RESULTS: TBC AND SCC GAP AUDIT CERTIFYING STATE VETERINARIAN: ONLY ACTS AFTER RECEIVING THE NECESSARY DOCUMENTATION PERMISSION TO RECEIVE MILK FROM FARMER FOR EU EXPORT MARKET REGISTRATION OF FARM: PERMISSION TO DELIVER MILK FOR THE EXPORT MARKET ON A YEARLY BASIS APPLICANT: FARMER FAX Only after receiving the relevant documentation, the Certifying State Veterinarian will register the farm to deliver milk for the export market. PRIVATE VETERINARIAN TB AND CA REPORT HERD HEALTH DECLARATION CERT. OF ACCEPTABLITY OFFICIAL WATER REPORT OR FAX CERTIFICATE

Standard Operating Procedures for Export PLANT REGISTRATION INFORMATION PATH PAD

PROCESSING PLANT REGISTRATION INFORMATION PATH PAD As a prerequisite the processing plant should be in possession of a Certificate of acceptability. This document is obtained from the local Environmental Health Practitioner (EHP) upon application in terms of R918 of If the EHP is satisfied that the processing facility complies with the stipulations of Government Notice no. R 918 of 1999 [the Health Act, 1977 (Act No. 63 of 1977)] in respect of the handling of food the EHP will issue the above mentioned certificate.

PROCESSING PLANT REGISTRATION INFORMATION PATH PAD The processing facility must be in the possession of a ZA NUMBER to be able to export. This number is obtainable from the National Department of Agriculture, Forestry and Fisheries (DAFF), Directorate Animal Health. For this to happen the local state veterinarian must send the necessary documentation through to the Provincial Department of Agriculture for screening and updating of data base by the National Directorate Animal Health as the competent authority.

PROCESSING PLANT REGISTRATION INFORMATION PATH PAD - EU LIST OF DOCUMENTS THAT MUST ACCOMPANY THE APPLICATION TO THE NDA FOR APPROVAL TO EXPORT DAIRY PRODUCTS. Certificate of acceptability (Regulation 918) Latest inspection report. (INSPECTION REPORT) Brief description of the manufacturing process - List of ingredients and their functions. - Schematic flow-diagram of the manufacturing process - List of farmers supplying the plant Letter of recommendation from the State Veterinarian. If the application is approved by the National DAFF they will allocate a ZA number to the processing facility. This will be good enough for the processing facility to export to some SADC countries for instance.

PROCESSING PLANT REGISTRATION INFORMATION PATH PAD Application: The owner of the processing facility contacts the Local State Veterinarian (SV). The SV supplies the owner with a form: APPLICATION FOR EXPORT APPROVAL. After completion the owner returns the form to the SV. The owner also supplies the SV with the following information: - 1. Detailed plan of facility List of ingredients and their functions Schematic flow-diagram of the manufacturing process List of farmers supplying the plant. State Veterinarian: The SV visits the processing facility and does an inspection using a check list. Good Manufacturing Practice (GMP) as a basis should at least be in place. After the visit the SV writes an INSPECTION REPORT. The report is sent to facility who needs to respond with timeframes for corrective actions high lighted in the report. The SV performs a re-inspection if necessary. Added to the above the processing facility will have to ensure that all the farmers supplying the milk that will be used for the production of the dairy products for the export market comply with the standards as described in the Farm Registration Information Path. The exception being yearly medical check-ups (EU). The SV once satisfied sends the necessary documentation via the (Prov.DAFF) to the National Director Animal Health National Director Animal Health: The Director issues a ZA certificate if satisfied. REREGISTRATION YEARLY.

PROCESSING PLANT REGISTRATION INFORMATION PATH PAD If the milk processing plant wants to export to the EU, additional requirements must be set in place. A fully functional certified HACCP (Hazard Analysis of Critical Control Points) system is a necessity. This requires a dedicated team effort. The Provincial Department of Agriculture together with the SV will be involved in the inspection and recommendation of the milk processing plant to export to the EU. A STANDARD for the export of heat treated milk and milk based products to the European Community has been drawn up. This Standard is used together with the relevant laws and regulations that govern this industry in the Republic of South Africa, as well as the relevant Directives of the EEC (in particular the COUNCIL DIRECTIVE 92/46/EEC of 16 June 1992).

PROCESSING PLANT REGISTRATION INFORMATION PATH PAD The Provincial Department of Agriculture sends a letter of recommendation through to the National Directorate: Animal Health which in return sends a letter of recommendation through to the EU who then approves the processing facility for export to the EU. The EU will most probably send their own delegation to inspect the processing facility according to their standards. Added to the above the processing facility will have to ensure that all the farmers supplying the milk that will be used for the production of the dairy products for the export market comply with the standards as described in the Farm Registration Information Path as well as the relevant Directives of the EEC (in particular the COUNCIL DIRECTIVE 92/46/EEC of 16 June 1992).