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Record Keeping Requirements
Agricultural Chemical Records
It is a legal requirement to make specific records for all agricultural chemicals used in Victoria within 48 hours of the use, and keep these records for a period of two years.
The records must be made and kept for agricultural chemicals used are:
| a. | the product trade name; |
| b. | the date the product was used; |
| c. | the application rate of the product; |
| d. | the crop/commodity that was treated or the situation in which the product was applied; |
| e. | the extent of use (the area of land treated, or the volume of water treated, or the volume of stored commodity treated, or the weight of the commodity treated); |
| f. | the location where the product was used; |
| g. | the name and address of the applicator/supervisor; and |
| h. | the name and address of the person for whom the application was carried out. |
Where a product is being sprayed outdoors (excludes hand-held devices, such as small portable sprayers that can be carried by a person and which are operated manually), the following record must also be made:
| i. | the wind speed and direction at the time of application. |
If using poison baits intended for pest animal control (e.g. 1080 or Pindone baits), the two additional records required are:
| j. | the date the baiting period began; and |
| k. | the date the baiting period ended. |
Agricultural Chemical Record Exemptions
The following agricultural chemical users are exempt from these requirements:
- users of household or home garden products;
- individuals who are licensed to use an agricultural chemical product under section 108C of the Health Act 1958 and who use these products in grounds associated with a dwelling or commercial building (other than buildings used for primary production or handling agricultural commodities); and
- individuals who use an agricultural chemical product in accordance with a quality assurance or similar program (for which they are accredited) that has been approved by the chief administrator, and notice of that approval has been published in the Government Gazette.
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Veterinary Chemical Product Records
When stock* animals are treated using a veterinary chemical product that is classified as a Schedule 4 Poison or which has an applicable withholding period (WHP), the person applying the treatment must make the following records:
| a. | the product trade name; |
| b. | the species of the animal; |
| c. | the location of the animal; |
| d. | the identification number (if known) or description of the animal; |
| e. | the date/s the animal was treated with the product; and |
| f. | the quantity of the product used for each treatment. |
[stock* - any animal of which any part is used as, or which produces any product that is ordinarily used as, or manufactured into, food for humans, and includes bees, fish, and birds.]
These records must be made within 48 hours of using a chemical product and kept for a period of two years.
Veterinary Chemical Product Record Exemptions
The following veterinary chemical product users are exempt from these requirements:
- individuals who use a veterinary chemical product in accordance with a quality assurance or similar program (for which they are accredited) that has been approved by the chief administrator, and notice of that approval has been published in the Government Gazette; and
- veterinary practitioners.
Hormonal Growth Promotants (HGP)
When stock* animals are treated with a HGP, the person undertaking the treatment must make the following records within 24 hours of using the HGP:
| a. | the date of treatment; |
| b. | the breed, age and sex of the animal treated; |
| c. | the product name of the HGP used; |
| d. | the name and address of the supplier of the HGP that was used; |
| e. | the number of HGP implants lost or damaged during treatment; |
| f. | the address of the property on which the animal was treated; and |
| g. | the property identification code of the property on which the animal was treated. |
These records must be kept for a period of two years after using the chemical product.
Record keeping books are available through the DPI Animal Standards Branch and are issued when HGPs are purchased from an approved supplier.
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Veterinary Practitioner Records
The following requirements apply to the sale or use of a veterinary chemical product that:
- contains a Schedule 4 Poison substance;
- is not registered as a veterinary chemical product by the Australian Pesticides and Veterinary Medicines Authority (APVMA);
- is sold without an APVMA approved label;
- is sold for a use not specified on the product label; or
- has an applicable WHP.
Veterinary practitioners are required to make the following records within 24 hours of selling or using a veterinary chemical product for the treatment of a stock* animal:
| a. | the product name; |
| b. | the date the product was sold/ used; |
| c. | the directions for use; |
| d. | the name and address of the person purchasing the product; |
| e. | the quantity of the product sold/used; |
| f. | the species of animal to be treated; |
| g. | the location of the animal to be treated; and |
| h. | any applicable WHPs. |
If the veterinary chemical product is unregistered, three additional records must be made:
| i. | the name of the active constituent; |
| j. | the concentration of the product at time of sale/use; and |
| k. | the form of product at time of sale/use. |
Record Keeping Templates
The following record keeping templates can be used to record the use of agricultural chemicals, poison baits and veterinary chemicals. These templates are a guide only.
To view the attached PDF documents you will need Adobe Acrobat Reader. A free copy can be downloaded from Adobe Acrobat (external link).
| Record Keeping Template: Agricultural Chemical Use | 
(PDF 25kb) | 
(RTF 213kb) |
| Record Keeping Template: Poison Baits used for Pest Animal Control | 
(PDF 25kb) | 
(RTF 203kb) |
| Record Keeping Template: Veterinary Chemical Use | 
(PDF 31kb) | 
(RTF 252kb) |
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