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Importance and Uses of Farm Records

These are written statements or collection of facts and figures on a subject for a definite purpose. These records arise from the day-to-day transactions made by the farmer and should be accurate. They are used in identifying the strong as well as the weak areas of the farm business, in recognizing problems, and in determining solutions to those problems. They are used as the bases for the farmer’s key decisions concerning farm operations.

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Classification of Farm Records Physical – it contains information on farm

productivity, like the records on crop production, livestock production, farm machinery and equipment. They provide data which will later on become part of the financial records under the account heading Inventory. 1. Crop production record – this is maintained mainly to monitor crop production activities. It gives the name of the crop being cultivated, the date of planting, the allotted area, the time to harvest and the actual volume of production at harvest time and its worth in Rupees.

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Livestock and poultry production records

production record for livestock largely differs from that of crops. In swine for example, both weanlings and fattening hogs are the main products, breeding animals will have individual records. This will allow the farmer to keep track of the performance of each breeder, and of the farm as a whole in terms of production.

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Record keeping – why keep records?

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Why keep records?– All food production quality assurance schemes require

detailed records to be kept– Records can help you remember what happened in

previous crops (what worked well/badly).– Enable you to calculate the costs and profits from crops.– Spray records

• Calibration records• What was used when and on what• Chemical store records

– Accidents and incidents (health and safety).– Training records.– Keeping farm records is an important step in good farm

management.

Record keeping – quality assurance schemes

Quality assurance schemesEach scheme will usually have their own record forms to

complete (paper or electronic).Training is often available, supported by the assurance

scheme agronomists.Often these records need to be available at harvest to go with

the harvested crop as proof that there was no deviation from the grower protocol.

Farms are likely to have periodic checks to ensure compliance to the grower protocol; spot checks to ensure compliance and validate records.

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Record keeping – farmer records

Farmer recordsUse a note book – or similar, to record a range of different

farming activities.Planting and harvest dates and crop yields, crop varieties.Crop rotationInputs such as fertilizer and crop protection productsCalculate input costs versus harvest valueLand managementSprayer calibration recordsCrop protection store recordsLabour costsAccidents and incidents

Many different electronic farm record packages available.

Record keeping – crop-based variable costs

Activity Quantity Date Cost

Field name and size

Cultivation/land preparation

Manure (what was used and how much)

Crop and variety planted

Fertiliser inputs (line per activity)

Crop Protection inputs (line per activity)

Irrigation used

Other inputs (post harvest treatment)

Casual labour costs (planting, inter-row weeding, harvest)

Total Variable costs

Recording Crop Based Variable Costs

Record keeping – harvest records

Harvest recordsDate the crop was harvestedAmount of produce harvestedWhere the product was soldValue of the product soldQuality classification achieved for the product

Record keeping – profit and loss

Profit and loss records

Cost Sales

Total fixed costs (land rental, bank loans and own labour costs)

Total variable costs

Total crop sales

Sales minus Costs

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Record keeping – crop protection store records

Crop Protection Store RecordsProduct name:Quantity:Batch no:Expiry date:Product use:

Crop Field name Amount used Operator Date Amount remaining

Record keeping – crop protection application record

Crop Protection Application RecordDate:Crop:Crop Growth Stage:Target pest:Operator:Name/number of Sprayer:Application Volume (l/ha):Product used (per ha):

Observed result (report the product effectiveness)

Record keeping – training records

Training records

Name of the course Training Body Who attended Date

Note: Keeping training records enables you to keep track on the profficiency of farm staff and their ability to do specialist tasks.

Retain certificates awarded at training

Calibration records – easy calibration

The following items should be recorded during a calibration -

Date Name or number of Sprayer

Nozzle type and number

Name of sprayer operator

Sprayer pressure

Time taken to cover 100m2 (secs)

Nozzle height (cm) Swath width (m)

Sprayer output per 100m2 (mls) Calculated volume (Litres) per hectare 100m2 output * 100

Record keeping - accident or incident reporting

Location Date

Reported by Reviewed by

1) What happened (give relevant details including why the accident or incident occured)

2) Injured people (describe who was injured and what were the injuries)

3) Actions taken (actions taken to control the accident including any medical care given to the injured persons)

4) Suggestions to ensure the accident or incident does not happen again

Questions

1) Why should records be kept?

2) What value do records have to farmers?

3) Give some examples of records to be kept?

4) How do you think records could help you?