Spreadsheets are great but not required for organic livestock recordkeeping
“I like spreadsheets a lot,” said Zach Mangione of Cross Farm. The farm is a certified organic, pasture-based livestock enterprise raising broilers, turkeys and pigs in Vermont’s Northeast Kingdom. Cross Farm is certified by Vermont Organic Farmers (VOF), a third-party organic certifier.
VOF Certification Specialist Kyla Parmelee also appreciates an organized spreadsheet, but during a recent presentation on recordkeeping for organic livestock producers produced with support from the Northeast/Mid-Atlantic Transition to Organic Partnership Program (TOPP), she stressed that spreadsheets are not required.
In fact, organic regulations do not mandate a specific format for records and farmers. Parmelee encouraged producers to create adaptable systems. “We really want you to use a system that works best for you,” she said.
While the National Organic Program (NOP) doesn’t dictate the format of records, it does require that organic farms provide specific records to their inspector during the annual inspection including: Livestock feed records:
• Total feed rations for each type and class of animal
• All feed produced on farm (verified through harvest records)
• All purchased feed with organic certificates
• Feed supplements and additives with purchase receipts
• Amount of each feed type fed to each animal group (as-fed ration records)
• Seasonal ration changes during grazing and supplemental feeding
• Pasture records including a method for calculating dry matter demand and dry matter intake Origin of livestock records:
• Records sufficient to preserve identity of all organically managed animals
• Animal identification lists with identification numbers, birth dates, dam information and source farms
• Organic slaughter eligibility tracking
• Healthcare records
• Purchase and sales records
• Removal dates (death, sale, slaughter) Healthcare records:
• All healthcare treatments using only approved organic products
• Date, animal identification, issue treated, treatment used, veterinarian involvement
• Veterinary records when applicable
• Milk withholding periods for dairy
• Plans for euthanasia, parasite management and lameness monitoring Living conditions records:
• Ammonia level monitoring and temporary confinement documentation for poultry
• Temporary confinement periods with dates, animals affected and reasons for all livestock
These records are then used to conduct two audits: a mass balance audit (also known as an in/out audit) and a trace-back audit. The mass balance audit ensures the quantity of organic feed purchased or grown matches the amount consumed by the organic livestock, preventing excess sales or fraudulent substitution. The trace-back audit verifies the integrity of the organic claim “from birth to butcher,” ensuring all organic inputs (such as feed) and outputs (such as animals) are tracked.
To meet these requirements, Mangione explained that he maintains a three-ring binder specific for each of his three organic livestock enterprises. He then walked participants through his recordkeeping system for the 2,000 Cornish Cross broilers – raised in four batches of 500 – he raises each year.
Mangione creates a complete packet of records that includes all of the required certification information for each broiler group. The packets include purchase documentation in the form of purchase receipts of the day-old chicks. He also includes feed records, using a VOF purchase template, to keep track of the organic bulk and bagged grain he purchases. He updates the template monthly rather than with each purchase, summarizing purchased feed as the season progresses.
Each packet also contains daily production records for the eight-week production cycle where he records feed amounts and types, important notes like when grain bins are emptied or new deliveries start and weekly totals for feed consumption. He keeps his daily record sheets next to the dog food since he feeds his livestock guardian dogs kibble twice a day.
“I’m going to go there every day and get their food and put it in a bucket and bring it out and bring it back. So the record sheet is like right there for me to fill out,” Mangione said. He also keeps track of mortality.
Finally, the packet contains processing documentation in the form of USDA processing receipts from a local farm that custom processes his broilers.
Ideally, these records not only ensure the integrity of organic products, but they act as a practical tool for business analysis, efficiency and decision-making.
“When you have a well set up recordkeeping system, it can help you understand your business more clearly,” said Parmelee.
Mangione agreed. He uses his records to meet the organic livestock standards, but he also creates enterprise analysis spreadsheets that help him analyze feed conversion ratios, compare different feed types, adjust retail pricing and monitor overall group performance.
Recordkeeping for organic livestock producers can be intimidating, but Parmelee stressed that perfection is not expected in organic livestock recordkeeping systems.
“We’re all human. Errors will happen. Again, that’s why we like to think of continual improvement,” she said.
by Sonja Heyck-Merlin
