A guide to record keeping | Integrity Systems

Good records are the foundation of Australia’s red meat integrity system. Whether it be for traceability, biosecurity or animal welfare, keeping a record of all aspects of your livestock production keeps the industry accountable and safe – and as a producer, your record keeping is critical.

Recording livestock movements in the NLIS

The National Livestock Identification System (NLIS) is Australia’s system for the identification and traceability of livestock. Established to enhance our ability to track livestock during disease and food safety incidents, NLIS provides information that maximises market access for Australian red meat globally.

To ensure livestock are traceable for their entire lifetime, all movements must be recorded in the NLIS database. While the information needed to record a movement may vary, records must be kept for all NLIS transfers, Property Identification Codes (PICs) and NLIS accredited tags/devices for livestock to be identifiable at every point in their life.

To register for an NLIS account to complete livestock transfers, visit: NLIS | Create Account.

Some key points to remember about NLIS:

Movements of livestock with electronic RFID tags are recorded using the Livestock moved onto/off my property function.
Movements of livestock with visual tags are recorded using the Mob-based movement onto/off my property function.
Always check movements completed by third parties such as agents, saleyards and processors checking that the total number of livestock matches the number transferred.
Completing a PIC reconciliation every few years is a good risk management tool. PIC reconciliations are similar to property stocktakes. They identify discrepancies between the actual number of electronic devices on a property, and the number of electronic devices registered to that property (PIC) on the NLIS Database.

It is legislated that the buyer/receiver of the livestock must record livestock movements onto their PIC. The vendor/sender of the livestock is not obligated to record the movement, although they are able and encouraged to do so.

For more information, visit: Record keeping for NLIS | Integrity Systems

Record keeping within LPA

Livestock Production Assurance (LPA) accreditation is your pledge that the meat from your livestock has been produced safely, ethically and meets biosecurity requirements.

An LPA National Vendor Declaration (NVD) is a legal document that guarantees on-farm practices meet LPA requirements for food safety, animal welfare and biosecurity. NVDs are required for all livestock movements and are critical for completing your NLIS transfers. You must ensure you receive and keep copies of LPA NVDs for all livestock transferred onto your PIC, as these records are checked as part of LPA auditing.

This assurance must be backed up by accurate farm records. While there is no perfect formula for record keeping, LPA record keeping templates are used by many producers and include all information that must be recorded.

Accredited producers can upload and store their LPA records via the record-keeping tab of the LPA website. This enables producers to store all required records in one location and retrieve them at any time, saving time and ensuring easy access to records in the event of an LPA audit. Property risk assessments and farm biosecurity plans can be completed entirely digitally via your LPA Account rather than on a printed template.

Alternately, some producers find that keeping clear notes in a diary or record book works well. Others keep their records within their farm management software programs, or computer spreadsheets.

Regardless of the method, it is important that all relevant management activities are accurately and clearly recorded.

Should you be required to participate in an LPA audit, your LPA records will be reviewed by an auditor, so it’s important to make sure they are accurate and up to date.

For more information on LPA Records:

For information on each LPA requirement:

Record retention and state guidelines

The timeframe for retaining records varies between LPA and state and territory requirements. To find your requirements, visit: Handy contacts

ISC recommends you keep all records of all livestock registered on your PIC for as long as they are on your PIC. If the animals are sold, retain the records for the livestock for either a minimum of seven years, or in accordance with your state or territory requirements.

As a livestock producer, you are responsible for keeping your integrity records in order and ensuring your on-farm practices align with integrity system requirements. A single failure to meet integrity system requirements can put livestock producers’ livelihoods, communities and Australia’s red meat industry at risk – and Integrity Systems Company is here to help you.