Farm Records – Information That Matters 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.
Think about the records used on your farm. These might include:
- livestock records
- crop records
- spray records
- fertiliser records
- feed records
- machinery maintenance records
- fuel records
- invoices and delivery notes
- medicine records
- assurance records
- health and safety records
- environmental records
Accuracy Know this
Why does the information need to be accurate? Think about what decisions, legal requirements, payments, assurance requirements or day-to-day activities could depend on the record.
What could happen if the record was inaccurate or missing? Think about the possible effect on the farm, compliance, costs, production, assurance and decision-making.
Decision Making Know this
Who uses the information? Identify the people or organisations who may need to use this record, and how the information helps them make decisions.
How is the record stored? For example: paper record, computer, farm management software, mobile phone/tablet, online system, or a combination of paper and electronic records.
Workplace Investigation Do this
Your Task – Find One Important Farm Record
Think of one important record used on your farm or workplace. You do not need to copy the record or include confidential information. You just need to understand what it is used for.
Record identified:
__________________________
1. What is the record?
Record the name/type of record.
2. What information does it contain?
Briefly describe the type of information recorded.
3. Why does the information need to be accurate?
4. How is the record stored?
5. Who uses the information?
6. What could happen if the record was inaccurate, incomplete or missing?
Give one realistic example.
Take Your Learning to Work
Ask your employer, supervisor or another experienced member of the farm team about the record you have chosen.
What did they tell you that you did not already know?
Learning Journal Prompt
Record this activity in your OneFile Learning Journal. Explain:
- What record you investigated
- Why it matters
- Who uses it
- What could happen if it is inaccurate or missing
- What you learned from discussing it at work
Evidence Collect this
This should be a real record from your workplace. You do not need to copy confidential information or include sensitive financial or personal data.
Where appropriate, record how you know this information. For example: discussion with employer/supervisor, farm record seen at work, anonymised example, screenshot with confidential information removed, or photograph of the record/system, where permitted.
Do not upload confidential business information to OneFile unless your employer has given permission.