Paperwork is an ever-increasing strain on farmers' time and applying for cattle passports can be just as time-consuming. Assured British Meat's development manager and farmer's daughter Sarah Long looks at ways of managing cattle movement records.

We all moan about paperwork, but done properly it makes it easier to manage increasing paperwork introduced as a result of BSE and foot-and-mouth disease. The farm management systems also help with animal health management and any vet treatments on an individual basis. Tags assist in the identification of animals which have been treated and subsequently the management of medicine withdrawal periods, which are key to food safety.

So paperwork is an important issue, not only in consumers' minds, but with traceability, disease prevention, control and spread at the heart of its need. Therefore, producers must get it right, even from the early stages of applying for a cattle passport, to prevent further complications down the supply chain.

Getting it right can be assisted by keeping records electronically. And using electronic communication with BCMS means record-keeping can be dealt with more efficiently.

As someone who compiles a vast pile of cattle application documents back home on the calf rearing unit, I find many potential problems can be easily prevented with forward planning and clear management.

Tagging

Before the paperwork can start animals need to be tagged. Dairy calves must have one tag applied within 36 hours of birth, with the second by 20 days of age. Beef calves must have both tags applied within 20 days of birth. These timescales are not difficult to work with, it's how tags are applied which causes most problems.

Incorrectly applied tags can present both welfare and traceability issues. For example, a tag which is too deep into the ear can become infected and tags too near the tip can easily be pulled out.

Remember to use the right applicator for the type of ear-tag you are using, and it is essential to follow the manufacturer's instructions to minimise the risk of problems. It is much easier to handle small calves and tag them properly than deal with the consequences of having to re-tag larger animals.

Passports

Once an animal has got its tag it needs a passport. These must be applied for within seven days of tagging, with the application being received by BCMS within 27 days after birth. Applications can be made using the online systems, such as CTS Online, CTS Web Services (works with Farm management software) or an email system known as SIS is also available. When you use paper-based applications it is essential to ensure data is filled in correctly and any data returned for correction from an online system is amended before submitting.

BCMS systems sometimes have difficulty reading handwritten details and it is not uncommon to get incorrect breeds or sex on the full passport. It is always a good idea to check the passport details as soon as you receive them.

When such problems do occur they must be rectified by contacting BCMS as soon as possible and always before the animal is sold. When information is found to be incorrect on the passports of purchased calves, BCMS cannot alter the details without contacting the farm of birth, which can result in lengthy delays for the new owner.

Since 6 April 2007 the CPP12 cannot be used to move a calf. A full cattle passport is the only valid movement document. It allows the animal to be traced throughout its life. Many buyers limit the number of moves an animal can have in its life for welfare reasons and the passport enables them to ensure this is adhered to.

If an animal does not have a passport for any reason, it cannot be sold and cannot enter the food chain. It can be kept in the herd and bred from, but eventually must be destroyed or die naturally.

Movements

All movements during an animal's life must be recorded in the passport and notified to BCMS within three days. These movements can be notified electronically or by using the postcards in the passport booklets, although it is much quicker and easier to notify movements using online systems.

Failure to notify BCMS of movements may put your Single Farm Payment at risk, as cattle identification is an integral part of cross-compliance. By using an online system you can check your records against those on the cattle tracing database as often as you like.

Deaths

A movement to a slaughterhouse is treated like any other movement off farm.  When an animal under the age of 24 months dies on farm the back page of the full passport must be completed and returned to BCMS within seven days.

Keeping up-to-date with changesBCMS issued a second edition of their Cattle keeper's handbook at the end of February. This was sent to all registered cattle keepers in Great Britain. The handbook is an easy to read reference booklet containing comprehensive record-keeping information. A copy is available online at www.rpa.gov.uk/bcms or hard copies are available by contacting BCMS on 0845 050 1234 (or for Welsh-speakers on
0845 050 3456).