Accurate and updated records are the key factor in a successful rancher quality certification program. More importantly, they are the rancher’s only defense if faced with an FDA inspection. The only way to accurately determine if the operation is in compliance with withdrawal periods is to know exactly what was given, how it was given and when it was given to each animal. Updated records allow the rancher to make well-informed decisions about marketing cattle without worrying whether enough time has elapsed since the last treatment. Not only are accurate records and animal identification essential if a chemical residue is to be avoided, but they also save valuable time.
Treatment records are important for three reasons if a residue is detected:
- Though it is unlikely to have a residue when label directions and withdrawal times are followed, animals previously treated for an illness may have delayed drug clearance beyond that on the label. Good records would indicate if this was the case.
- Extra-label drug usage is only permitted under FDA guidelines involving a veterinarian-client-patient relationship. Individual animal identification and record keeping is required.
- Should an operator be cited for a residue violation and that operator believes a mistake in identity has been made, good records are the only proof of evidence.
Accurate records also allow the operation to know exactly what is going into each animal. This information prevents the re-administration of treatments that have previously failed to work. Furthermore, the information tells the vet what treatments the cattle ranch is applying so he/she can: 1) make sure that treatment recommendations are being followed and 2) judge whether treatment regimens need to be adjusted for different conditions.
When developing a record keeping system, select one that best fits the operation needs. Records are meant to make jobs easier, not create new headaches. Employees should feel comfortable using the system. This will help assure that all treatments and information are correctly entered.
Any form of record keeping is better than none at all. The most common methods are computer spreadsheets or manual, handwritten records. Examples are included.
At left are BQA example records.