Every year, a beef operation collects a wealth of information, from tracking health treatments to documenting calvings and animal movements. Keeping those records organized makes it easier to monitor performance, answer questions as they arise and use past experience to inform future decisions. An annual record review can also help producers spot trends, track inventory and identify areas that may warrant further attention.
For producers participating in Verified Beef Production Plus (VBP+), maintaining accurate records is an important part of meeting certification requirements. While records can be kept in many ways— from paper and pen to software programs for certification purposes— having a reliable system to record and organize information is essential.
VBP+ offers printable record templates as well as a spreadsheet-based digital option for beef producers wanting a starting point for record keeping or to enhance an existing record-keeping system.
Available at no cost, the VBP+ Digital Record-Keeping Tool brings required certification records and other useful templates together in one place. It includes a Yearly Dashboard tab for an at-a-glance overview of treatments, animal movements, calvings and other key activities.
All Your Records in One Place
The Digital Record-Keeping Tool is one spreadsheet including multiple tabs, each designed for a specific type of record. It includes records required for VBP+ Certification, plus additional records and templates that can support day-to-day management, emergency planning and long-term improvements.
Records Required for VBP+ Certification
Records required for VBP+ Certification are included in the workbook and itemized in the table of contents. They support management practices related to animal health, welfare and food safety:
- Treatment Record- Individual
- Treatment Record- Group
- Medication Reference Table
- Broken Needle Record
- Death & Euthanization Record
- Clearance Check Record
For operations where applicable:
Other Helpful Records and Templates
The Digital Record-Keeping Tool also includes templates that are not required for VBP+ Certification but are useful for tracking operation practices:
- Calving Record
- Transfer of Care Template
- Animal Movement Record
- Visitor Log
- Emergency Contact List
- Shipping Standard Operating Procedure (SOP) – only available as part of the Digital Record-Keeping Tool
Getting Started with Digital Records
- Download the Digital Record-Keeping Tool Excel file or create a copy of the Google Sheet and save a copy to your computer or tablet so records can be maintained and accessed whenever needed.
- Enter data. Coloured cells indicate where operation-specific information should be entered.
- Once information is entered, the cell colour is removed, making it easier to identify incomplete fields.
Records Made Simple
The VBP+ Digital Record-Keeping Tool includes features designed to make record keeping straightforward, ensuring information is captured consistently.
Recording Treatments and Medication Use
The Treatment Record tabs products can be selected from a drop-down menu, with options pulled from the Medication Reference Table tab. Commonly used medications are included in this tab, and additional medications may be added as necessary.
Treatment information and withdrawal dates are automatically populated from the Medication Reference Table based on the selected product.
Accurate treatment records are a valuable information source when confirming which animals have been treated, what products were used and when withdrawal periods have been met, which supports responsible medication use and informs decisions about animal care and marketing.
For operations using medicated feed or water, the digital tool also includes a template for tracking products on hand and documenting medicated ingredients added to feed or water. In addition, the Herbicide+Pesticide Use Record clearly documents products used on the operation, which is also required for VBP+ Certification.
Documenting Incidents and Movement Events
Documenting incidents such as broken needles and death/euthanasia is simplified with dedicated records for these events. These records support management decisions, tracking individual animal history and food safety at the farm level.
The Clearance Check Record is a checklist-based tool that can be used prior to shipping cattle for slaughter or transferring to another owner, operation or management group. It is included as a separate record in the digital workbook.
Additional Records to Support Decision-Making
Beyond VBP+ Certification requirements, additional records are included in the Digital Record-Keeping Tool to help producers monitor important activities. For example:
- The Calving Record tab provides useful information for future breeding and reproductive decisions or managing individual calf care.
- A Shipping SOP checklist and Transfer of Care Template can help document in more detail animal movements and responsibilities for animal care.
- The Emergency Contact List tracks important operational information in one place.
- The Visitor Log supports keeping your herd healthy when welcoming visitors.
Keep an Eye on the Big Picture with the Yearly Dashboard
The VBP+ Digital Record-Keeping Tool provides a snapshot of operational decisions in the Yearly Dashboard that updates with a simple refresh when new data is added to the workbook.
This tool provides an annual summary of individual and group treatments, broken-needle incidents, deaths/euthanasia, clearance-check shipping records, animal movements and the number of calves, simplifying inventory tracking and helping you identify trends or areas for improvement in your operation.
More Than a Certification Requirement
Keeping records is an important part of VBP+ Certification, but the value of good records extends well beyond this goal. Consistently recording information throughout the year can provide a benchmark for the operation, support informed management decisions and help identify successes and opportunities for continuous improvement.
Download the VBP+ Digital Record-Keeping Tool and explore other record-keeping resources available on VerifiedBeef.ca.