Record keeping

Good records and systems are the foundation of the integrity system.

LPA accreditation is your pledge that the meat from your farm has been produced safely, ethically and meets biosecurity requirements – it means you stand by what you sell.

When you tick the box on your LPA NVD, you are guaranteeing your on-farm practices meet LPA requirements, and ultimately customer expectations. Your tick must be backed up by accurate farm records.

Australia’s traceability system underpins our reputation for producing safe, high quality livestock products for both domestic and export markets. The effectiveness of this traceability system depends on your compliance and record keeping on the NLIS database.

Recording livestock movements correctly, including referencing NVDs, ensures treatments and exposure to food safety hazards are traceable, adding to the integrity of our red meat industry. Our customers expect our product to be fully traceable.

How do I keep good records for LPA?

There is no perfect formula to record keeping. Some producers find that keeping clear notes in a diary works well, others use spreadsheets on their computers. Regardless of the method, it is important that all relevant management activities are accurately and clearly recorded and there are dedicated tools that can help with this. Your records may be subject to audit as part of the LPA audit process.

Key aspects of management that should be recorded include:

  • Livestock treatments - including date, identification of mob, number of stock, product, batch number, expiry date, WHP/ESI and date safe for slaughter.
  • Grain and fodder treatment record - including date, silo/storage identification, amount, product, batch number, expiry date, WHP/ESI and date safe for use.
  • Crop, pasture and paddock treatment record - including date, paddock identification, area, product, batch number, application rate and method, expiry date/ date of manufacture, WHP/ESI, and the date paddocks are safe to graze.
  • Record of purchased or introduced livestock - keeping the sender copy of the LPA NVD, which records the date, LPA NVD number, number of stock, identification, breed, sex, age, agent/sale, vendor (name and address) and Property Identification Code (PIC).
  • Livestock feeding record - including date, commodity vendor declaration (CVD) number, origin of feedstuff, description of feedstuff, amount, storage location, identification of livestock fed and time of feeding (start and finish dates).
  • Records of livestock sold - keeping a copy of the LPA NVD as this records the date, LPA NVD number, number of stock, identification, breed, sex, age, purchaser/agent/sale, date and time of yarding, transport company and vehicle registration number.
  • Property risk assessment - conducting a property assessment and recording any possible contaminated sites, the reason or risk identified, results received (if soil samples were conducted), and description of how the site is managed to eliminate the risk of livestock contamination.
  • Farm Biosecurity Plan – developing a plan which manages and records the introduction and movement of livestock in a way that minimises the risk of introducing or spreading infectious diseases.
  • Visitor records - where reasonable and practicable, keep a record of people, equipment and vehicles entering the property.
  • Record of animal welfare training – all people managing livestock must have completed the LPA Learning animal welfare module or equivalent.

LPA Farm Record Templates

LPA Farm Records Book (includes recording templates for all 7 requirements)
Commodity Vendor Declaration
LPA Audit Checklist

FAQs

I’m a small hobby farmer. What records do I have to keep?

Participation in the LPA program is voluntary, but to access LPA NVDs you need to be LPA accredited. LPA NVDs are required by the majority of processors and saleyards, so if you intend to sell your livestock via these channels you will need to be part of LPA and keep the necessary records.   

If you choose not to be part of LPA you will need to comply with the movement documentation requirements for your state or territory that are accepted in place of an LPA NVD.  

NLIS is legislated in all States and Territories meaning all livestock movements must be recorded on the NLIS database, regardless of the size of your property or the number of animals on the property.  These movement records are stored on the NLIS database.  It is recommended but not compulsory, to have an NLIS account.  NLIS accounts are free.  Having an NLIS account allows you to check that transfers have been completed correctly and complete PIC reconciliations.

I didn’t keep/receive a copy of a movement’s documentation (such as an NVD). Can I still record this movement?

For all cattle, and for electronically ear-tagged sheep and goats, you can record a livestock movement on the database without an NVD/Waybill serial number. This is an optional field in the Livestock moved onto/off my property function.

Please note that, for EU-accredited cattle, failure to enter a European Union Vendor Declaration (EUVD) number will result in the animals losing their EU accreditation.

For sheep and goats with a visual tag, you will not be able to complete your mob-based movement on the database without an NVD/Waybill serial number.

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