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Deciding on a record-keeping system that works best for your operation is the first step. Whether you choose to use a basic paper-based system or more sophisticated data management software, the key is to select the system that fits your needs and allows you to easily access the information required for management decisions.
If you prefer a pen and paper, a detailed calving book and a day-planner may be a good place to start. If you are comfortable with spreadsheets you may prefer entering information using an existing template available through extension offices, or you may want to develop your own. Because every operation is different, there will never be a one-size-fits-all record-keeping system.
The following information outlines recommended methods and best practices for effective record-keeping.
Which farm records would you like to upgrade first?
Pen and paper is the simplest form of farm records. Paper records allow you to record additional information and notes along with the data that you want to keep. Paper records can also be very portable. From the barn or field any data or notes can then be transferred to a permanent record book, Excel sheet or software program. The key to paper records is to store the recorded information in one location and in an organized manner, not on a bunch of scrap papers that can be easily lost or damaged. Recording information in two locations, for example a pocket calving book and a record book in the house, makes sure you always have a back-up copy, but requires extra time. Organizing the data to compare production year to year and observing trends will take more time if the information is only available in paper format.
One way to get started with record-keeping is by keeping a daily farm journal where activities each day can be entered into a notebook. This will allow you to look back on the information as needed. For example, how many bales were baled on a particular day? How many calves were treated? How many cows were moved?
Calving Book or Herd Management Book
For many producers, information on birth dates, breeding information and calf identification may be currently kept in a calving book. Many of the breed associations and other programs in Canada such as the Verified Beef Production Plus (VBP+) program currently provide some type of management booklet or template. These are great resources that can assist you with the records you may want to keep.
Spreadsheets
Spreadsheets (such as Excel, iWork Numbers, or Quattro Pro) can be a very useful tool when record-keeping. The columns and rows where data is entered can be customized to manage your information. Spreadsheets can also be useful to perform calculations (such as weight averages) for individuals, large groups, or even across years. If you are unfamiliar with Excel or need a refresher, there are several tutorials available online to help.
The downside of a spreadsheet is that this data could be lost if not saved properly, but this can be mitigated by saving with a backup method such as a flash drive, an external hard drive, or syncing to online storage options such as Google Drive, Dropbox, or iCloud.
The following resources cover which records may be worth keeping and how some operations have implemented record keeping systems on their operations.
If digital tools are a good fit for your operation, a record-keeping application (app) can be used to track calving, weaning, breeding, treatments, pasture moves and more. Many software developers have incorporated on-farm features into recent updates. For example, many apps can be used offline, without an internet connection, to collect information in the field and then automatically upload data to a cloud-based system once an internet connection is available.
Data management systems can provide quick access to individual animal records, perform herd/group performance calculations and generate reports such as health treatment records and production summaries. One benefit with these systems is having access to technical support for troubleshooting and system updates. Some of them provide additional access to veterinary or nutritional technical advice. While software systems can include efficiency and reporting capabilities, they typically have an annual fee and may require an upgrade to your computer, smartphone or internet service.
The following example shows how one operation uses record keeping software to manage their records.
Useful materials for record data collection
For basic record-keeping there is no need to purchase expensive equipment or technology. For those new to record-keeping the following items may be helpful:
Notebook or clipboard
Binder with copies of empty record templates
Calculator
Current and next year’s calendar
If desired, computer access with a spreadsheet program such as Excel and/or accounting software
Information to Start With
Having a readily accessible list of important farm contact information can save you some time when filling out paperwork or in an emergency situation. The following are some examples of information you may want to consider keeping in one location such as a farm record binder or Excel sheet. This is a starting point and you may want to include other information in addition to the following:
Contact information for:
veterinarian
feed mill
accountant
lawyer
consultant
nutritionist
extension experts
mechanics
Premises ID number(s): A premises is any parcel of land on which animals, plants or food are grown, kept, assembled or disposed of. Premises IDs can be acquired through your province. For more information: http://support.canadaid.ca/premises-faq/
Legal land description: This varies according to province. Western provinces may have access to a grid network dividing the province into equal-sized square parcels of land, for purposes of administering legal land title. You can obtain your legal land description through your province through the Department of Agriculture or Natural Resources. Eastern provinces may use civic or lot numbers to identify pieces of land. These can be found through your local municipality office.
Login and membership information: Listing your membership numbers, usernames and passwords for online systems such as CCIA, breed associations, or others allows quick access for the record keeper on your operation.
Which Farm Records Would You Like to Upgrade First?
