Record Keeping & Inventory Control

Background Information

Record keeping, either computer or hand generated, is a critical management tool. Inventory and usage of records can point out inefficiencies, theft and negligence. With today’s narrow profit margins, correct inventory management is essential.

To ensure consumer confidence and maintain market share, we must be able to document the use and safety of our product. We must be able to prove that we have tight control over risk factors that have a residue potential through effective documentation. As a result, consumer confidence will be strengthened and regulatory pressures will be reduced.

Animal health products are expensive items. Accurate records can highlight inefficiencies on an animal by animal basis and prevent ineffective administration of treatments. Furthermore, this information is valuable to you and the veterinarian in the adjusted treatment regimes as animals and environmental conditions change.

Records are very important to business success. Regulatory inspections by FDA, USDA, EPA or OSHA will prove the necessity of good records. Effective documentation that shows appropriate compliance with training, inventory control, use orders animal identification, withdrawal and disposal will help avoid liability from a residue contamination.

Computer record systems make extensive evaluation easy and efficient; however, hand-kept record systems are still very effective. Each system has its own merits and you should select the system that is the most feasible for your beef operation. All records must be kept for a minimum of two years.

Animal Health Product Records

Health product records show origin and expiration dates of products utilized. Most systems fall into one of two categories — receiving records or inventory records. The most common type of system is a receiving record of all animal health products. A calculated or theoretical usage calculation cannot be determined by a receiving record. However, it will allow for tracing product origin and expiration dates.

Some facilities employ an inventory record system which allows processing medications and implants to be recorded under a running or beginning and ending inventory. This also allows for product usage calculation. Such a record can prove to be a great benefit when charging and billing customers.