Guidelines for Record Keeping by Investigators
- Section 2.2.27 of the Australian Code of Practice for the Care and Use of Animals for Scientific Purposes (the Code) indicates that the records maintained by investigators and animal facility managers “will enable the AEC to verify that the welfare of animals has been monitored as agreed. Such records also enable a critical investigation of the cause(s) of unexpected adverse events as a basis for future prevention strategies”.
- Section 3.1.9 of the Code stipulates that “Investigators and teachers must ensure that records of the use and monitoring of animals used for scientific purposes are maintained. Under a particular AEC approval, records should include the origin and fate of issued animals, how animal welfare was assessed, any unexpected negative impact on animal well being and notation of procedures. The AEC should advise investigators and teachers of any additional information to be recorded. These records should be available for audit by the institution and authorized external reviewers”.
In general, the recording of information in a workbook should allow use of an animal to be traced from acquisition to the conclusion of the approved protocol. The following represents guidelines and is not an exhaustive list. The principles outlined in the Code (above) represent the minimum standards. See the Code for more detail. The Prevention of Cruelty to Animals Act 1986 requires that records be kept for 4 years as a minimum.
1. Records should be maintained by individual researchers on administrative procedures necessary for the project:
- Animal Ethics Committee approval number, date and duration of approval.
- Records relating to adherence to specific conditions which AEC may include in project approval.
- Running tally of animal use against numbers approved.
- Reports of any adverse outcomes
2. Monitoring of individual animals’ passage through the protocol must be demonstrated, so each animal must be identified and have the following records attributable to it:
- Full ID (species, strain, sex, age, ID)
- Date of acquisition and source
- Place of housing
- Monitoring of health and welfare of the animal over the duration of the experiment & personnel involved (eg, records of daily monitoring, completed checklists).
- Place & date of procedure
- Identification of part of approved project conducted on each date (eg weighing, administration of agents, surgery, killing)
- Details of procedure being conducted (eg, dose rates, volumes of agents administered, surgical technique) & personnel involved.
- Details of anaesthesia if used: dose, administration, analgesia and monitoring –personnel involved.
- Records of recovery post-procedure +/- post-anaesthesia, including record of response to adverse events, predicted or not. Name(s) of personnel monitoring.
- Culling/ euthanasia records including reason, method and nomination of personnel involved.
3. Evidence of preparation for adverse events and adherence to SOPs
- Reference to any specific S.O.P.
- Specification of adverse events and procedures put in place to manage these events.
To the extent permitted by law, while all due care has been taken in compiling the information provided in this Advisory Note , the State
of Victoria, represented by the Department of Primary Industries and its agents give no warranty as to its accuracy or completeness. The State of Victoria and its agents accept no liability for any loss or damage arising out of or in connection with the use of or reliance upon any information provided in this Advisory Note. Persons who propose to engage in activities described in this Advisory Note are advised to obtain independent legal and financial advice before entering into any legally binding agreements.
