Export Certification: EU Export Requirements

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Export CertificationEU Export Requirements
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Standard Operating Procedures for Export
FARM REGISTRATION INFORMATION PATH PAD
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FARM REGISTRATION INFORMATION PATH
F I R S T S T E P
LIAISON OFFICER FARMERS AT PROCESSING FACILITY
APPLICANT FARMER
The farmer contacts the liaison officer at the
plant if he wishes to produce milk for the EU
export market.
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TASKS TO BE COMPLETED BY EACH OF THE DIFFERENT
ROLE PLAYERS.
S E C O N D S T E P
APPLICANT FARMER

• CONTACT ENVIRONMENTAL HEALTH OFFICER FOR
  CERTIFICATE OF ACCEPTABILITY IN TERMS OF R1256 OF
  1987 IF NOT ALREADY IN POSSESION OF ONE.
• INSTALL CHLORINATION (OR OTHER SUITABLE METHOD)
  FOR WATER USED IN PARLOR.
• CONTACT ENVIRONMENTAL HEALTH OFFICER FOR OFFICIAL
  WATER TESTING AND ANNALYSIS REPORT.
• MILKERS IN PARLOR NEED MEDICAL CERTIFICATES FROM
  MEDICAL DOCTOR (RENEWED YEARLY).
• 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).
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TASKS TO BE COMPLETED BY EACH OF THE DIFFERENT
ROLE PLAYERS.
S E C O N D S T E P
ENVIRONMENTAL HEALTH OFFICER
PARLOR INSPECTION

• CORRESPONDENCE TO FARMER
• REGARDING STRUCTURAL CHANGES TO BE MADE.
  
• IF SATISFIED CERTIFICATE OF APPROVAL. ORIGINAL
  ISSUED TO FARMER.
• 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.
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TASKS TO BE COMPLETED BY EACH OF THE DIFFERENT
ROLE PLAYERS.
LOCAL STATE VETERINARIAN
S E C O N D S T E P
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.
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).
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TASKS TO BE COMPLETED BY EACH OF THE DIFFERENT
ROLE PLAYERS.
PRIVATE VETERINARIAN
S E C O N D S T E P
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)
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.
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TASKS TO BE COMPLETED BY EACH OF THE DIFFERENT
ROLE PLAYERS.
S E C O N D S T E P
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.
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TASKS TO BE COMPLETED BY EACH OF THE DIFFERENT
ROLE PLAYERS.
PRIVATE VETERINARIAN
T H I R D S T E P
HERD HEALTH DECLARATION
OR
APPLICANT FARMER
DOCUMENTS -MEDICAL -TB AND CA DECL. -HERD HEALTH
DECL. -OFFICIAL WATER REPORT -BST DECL.
LOCAL STATE VETERINARIAN
TB AND CA DECLARATION
TB AND CA REPORT
CERT. OF ACCEPTABLITY OFFICIAL WATER REPORT
ENVIRONMENTAL HEALTH OFFICER
FAX
CERTIFYING STATE VETERINARIAN ONLY ACTS AFTER
RECEIVING THE NECESSARY DOCUMENTATION
LIAISON OFFICER FARMERS AT CHEESE FACTORY
RESULTS TBC AND SCC GAP AUDIT
REGISTRATION OF FARM PERMISSION TO DELIVER MILK
FOR THE EXPORT MARKET ON A YEARLY BASIS
CERTIFICATE
PERMISSION TO RECEIVE MILK FROM FARMER FOR EU
EXPORT MARKET
FAX
Only after receiving the relevant documentation,
the Certifying State Veterinarian will register
the farm to deliver milk for the export market.
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Standard Operating Procedures for Export
PLANT REGISTRATION INFORMATION PATH PAD
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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 1999.
• 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.

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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.

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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.

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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.
• - 2. List of ingredients and their
  functions.
• - 3. Schematic flow-diagram of the
  manufacturing process.
• - 4. 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.

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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).

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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).