Livestock records
Animals & traceability
Can contain information about identification, movements, treatments and other livestock activity.
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1. Learn — What are farm records?Know this
A farm business generates a lot of information. Some of it is used every day to make decisions, while other records provide evidence that work has been completed correctly.
The workbook gives examples including livestock, crop, spray, fertiliser, feed, machinery maintenance, fuel, invoices and delivery notes, medicine, assurance, health and safety, and environmental records.
Tap a record to reveal why it might matter
Crop records
Crop production
Can record what happens to crops and provide information for production and management.
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Spray records
Crop inputs
Record information about spray operations and help provide evidence that work has been recorded correctly.
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Fertiliser records
Crop inputs
Help the farm keep track of fertiliser use and support management, environmental and assurance requirements.
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Feed records
Nutrition & livestock
The lesson identifies feed records and samples as paperwork that may need to be retained for a defined period.
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Medicine records
Animal health
The lesson includes medicine purchase, administration and disposal records, alongside health plans.
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Machinery maintenance
Workplace records
Can help the farm keep track of maintenance and support effective management of machinery.
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Invoices & delivery notes
Business information
Provide evidence of purchases, deliveries and business transactions.
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Health & safety records
Workplace information
Provide information and evidence relating to health and safety activities and responsibilities.
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Environmental records
Environmental management
Can support environmental protection and demonstrate how relevant activities are managed.
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2. Why is the record kept? — Three important purposesCore idea
This is the most important distinction in this review. Ask why the farm needs the information.
LEGAL REQUIREMENT
The farm has to keep the required information to comply with legislation.
- Livestock movement records / licences
- Cattle passports
- Other statutory records where applicable
FARM ASSURANCE
Records provide evidence that the farm is meeting the requirements of its assurance scheme.
- Training records
- Health plans
- Medicine records
- Biosecurity and traceability paperwork
INTERNAL PERFORMANCE
The farm uses its own information to manage the business and improve performance.
- Input costs
- Cost of production
- KPIs and productivity
- Margins and profitability
Think carefully: a record can have more than one purpose. For example, livestock movement information can support legal compliance, assurance evidence and the farm's own management records.
Activity — Classify the main purpose
Select a record, then choose its main purpose in this activity. Some real farm records have more than one purpose, so read the explanation after each answer.
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3. What makes a good farm record?Apply
The lesson identifies several responsibilities for maintaining, handling and storing records.
Activity — Spot the weaknesses
Here is an intentionally poor example:
14/9 — sprayed field 7 — stuff applied — about 200L — John
Which problems should make you stop and question this record?
4. Confidential & commercially sensitive recordsProtect
The lesson identifies financial, personal, commercial and customer details as examples of confidential or commercially sensitive information.
How can confidentiality be maintained? The lesson gives examples including non-disclosure, password protection and a secure computer drive.
5. How can records be stored and managed?Systems
The lesson gives a range of record-keeping systems, from traditional paper methods to digital systems. The workbook also identifies computers, farm management software, mobile/tablet devices and online systems.
Ring binder / filing cabinet
Paper storage
Useful where a farm uses paper forms, records and supporting documents. Good organisation matters so information can be found.
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Diary / index cards
Simple recording systems
The lesson lists these as examples of ways records can be kept.
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Computer / hard drive
Digital storage
Allows information to be stored electronically. Security and backups are important considerations.
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Farm management software
Digital farm system
Can bring farm information into a system that supports recording and management.
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Mobile / tablet
Record at the point of work
The workbook identifies mobile phones/tablets as possible storage and recording methods.
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Online system
Connected record keeping
Allows information to be held within an online system. Access and security still need to be managed.
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Technology in practice — EID
The lesson specifically identifies EID tags as an example of technology used in record keeping.
Animal
→
EID identification
→
Recorded information
Think: technology is useful when it helps the farm capture, store and use information accurately — not simply because it is digital.
Why might electronic records be useful?
6. Transferring records — verbal or written?Think
The lesson considers verbal messages as one way of transferring information. They can be quick and allow questions to be clarified, but they also carry risks.
Advantages of verbal messages
- Quick
- Easy to clarify queries
- You know the person has received the message
- Can be acted on immediately
Disadvantages of verbal messages
- Misunderstandings
- No proof of issuing the record
- The recipient may forget
- Insufficient information may be given
Quick check
Which is a disadvantage of transferring a record verbally?
7. When record keeping goes wrongSolve it
The lesson identifies four common problems and gives corresponding ways of resolving them.
Choose a problem
Select one of the problems above to see the lesson's suggested response.
Remember the solutions: change/correct an error appropriately, keep a backup or copy, improve storage, and improve security.
8. Farm assurance — could you produce the paperwork?Challenge
The lesson explains that a key part of farm assurance is recording and keeping supporting paperwork. The examples below come from the lesson material.
| Example | Why it may matter in assurance |
|---|---|
| Staff training records | Evidence that staff training has been recorded. |
| Emergency plan | Supporting paperwork identified in the lesson. |
| Manure management plan / waste transfer documents | Supports evidence of appropriate management and documentation. |
| Animal identification & traceability | Supports traceability of livestock. |
| Movement records | Provide evidence of livestock movements. |
| Medicine purchase, administration & disposal | Provides supporting evidence for veterinary treatment records. |
| Health plan | The lesson says it should be written, up to date, used, monitored and annually reviewed. |
| Biosecurity policy | Identified as assurance paperwork in the lesson. |
| Home-mixed feed records | Identified as assurance paperwork in the lesson. |
Important: the lesson says paperwork must be reviewed and updated. For example, a Health Plan should show evidence of monitoring, implementation of improvements or changes, and an annual review.
Inspector challenge
An assurance inspector asks for evidence that staff have been trained and that the farm's Health Plan is current. Which response is strongest?
9. Your farm — investigate one real recordWorkplace task
Use a real record from your farm or workplace. Do not copy confidential information — you only need to understand what the record is used for.
Challenge yourself: now decide whether your chosen record is mainly Legal, Farm Assurance or Internal Performance — and explain whether it has more than one purpose.
10. Final knowledge checkReview
Have a go without looking back. Reveal the answer only after you have thought about it.