Computerised vs paper records
Information on computer software used for herd registers and how it can be deemed contemporaneous.
Electronic herd registers
National and European legislation provide for herd registers that are also maintained on computer.
The software available may be divided broadly into two groups:
Programs that are designed specifically to manage herd records and are accepted by the Department of Agriculture and Rural Development (DARD). These incorporate security features that prevent the user from making amendments to the register details without an audit record being made. See herd register software requirements.
- The majority of keepers who maintain computerised herd registers use software that has not been specifically designed for the purpose (typically word processor or spreadsheet programmes). No system to ensure the integrity of data is incorporated into these programs
Before a computerised register, which is not included in the list of software programs accepted by DARD, is deemed to be contemporaneous, the reliability of the information must be beyond reasonable doubt. In particular, compliance with the birth registration time limits specified above must be assessed. Therefore, a printed extract of the register showing all entries made since the last printout must have been produced at least monthly (on the basis that all births in any herd must be recorded within 30 days) and weekly in the case of dairy herds. It must be possible to authenticate the date of printing (for example, by submission to DARD staff for date stamping).
In addition, the checks specified at 5 and 6 of the Herd Register Inspection must also have been passed before the register may be deemed to be contemporaneous.
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