In executing the seed certification functions the seed certification agency is required to maintain accurate records and reports. It is important that unnecessary paper work and duplication are avoided, but essential information is available when and where it is required.  Proper records and reports can improve work efficiency and job quality, speed up decision making process, facilitate policy formulation, ensure customer satisfaction and help in evaluating staff performance and in monitoring seed quality.   

The registers and reports to be maintained by the seed certification agency are broadly comprised of.  

A. Registers and reports maintained by the Seed Certification Officers.  

B. Registers and reports maintained in the Office of the Assistant Director of Seed Certification.  

C. Registers and reports maintained in the Office of the Deputy Director of Seed Certification.  

A. Records and reports to be maintained by the Seed Certification Officers.   

1. Seed Farm Register (Annexure XXVI)

2. Processing and Tagging Register (Annexure XXVII)

3. Sowing and Field Inspection Reports.

4. Seed Analytical Report.

5. Progress Report (Monthly) 

6. Certification Standards (IMSCS July 1988)

7. Morphological Characters. 

8. Seed Certification Procedures. 

9. Monthly Tour Diary. 

B. Records and reports to be maintained by the Assistant Director of Seed Certification.

1. Application for Registration (Annexure  )

 2. Master Register (Annexure)

 3. Seed Analytical Register (Annexure- )  

4. Validation Register (Annexure- )  

5. C1-C2 Permission Register. 

6. Unit Approval Register (Annexure ) 

7. Mini Lab. Testing Register (Annexure  )  

8. Inter-District Seed Movement Register (incoming outgoing)  

9. Training Register 

10. List of Seed Producer Register 

Records should be maintained in the following heads:   

1.List of notified varieties.  

2.Morphological characters 

3.Technical Stock Files.

Certification file

The Assistant Director of Seed Certification should maintain separate file for each Seed Certification Number assigned by him, to know clearly each and every operation carried out by him and his Seed Certification Officers.  

The following documents will find a place in each seed certification file. 

1.Sowing report 

2.Seed Source 

3.Field inspection Reports

4.Seed Sample Slip (The slip sent by the Seed Certification Officer). 

5. Seed Analytical Report.  

6.Tag indent 

7.Completion Report  

8.Any other correspondence pertains that Seed Certification Number etc.

In case of rejection of seed farm, the confirmation order by the Deputy Director of Seed Certification will find place in the above file. 

The file shall be closed as K.Dis. after maturity.  The rejected seed farm / seed lot files shall be preserved for four years from the date of communication of rejection unless and otherwise required for long period.  

C. Records and reports to be maintained by the Deputy Director of Seed Certification. 

1. Register of Rejection (Annexure –)  

2.Reinspection Register (Annexure-)  

3.Unit approval Register (Annexure-)

4.C1-C2 Permission Register. 

5.Notified Varieties Register

6.Monitoring Team Inspection Register

7. List of Seed Producers and Notified Breeders.  

List of records should be maintained in the following heads:  

1.List of notified varieties.  

2.Morphological characters

3.Technical Stock File.