Record keeping an important part of cow herd management 

In the past cow herd records could have been as simple as a pen and pocket notebook. Now with the advent of computers, smartphones and other various forms of technology it can be easier than ever. 

First, producers need to decide what is most important to them as far as the data goes. Reviewing old records can be helpful to determine types of information they want to collect and what various applications or software have to offer.  

According to an Oklahoma State University Extension, producers need to ask themselves questions like: Are inventory records important? Are summary reports of primary interest? OSU says the hardest steps to valuable record keeping are: 

• Making time for record keeping,  

• Determining the herd information that is economically feasible to collect and  

• Summarizing the herd data for use in the decision-making process. 

Courtney Bir, OSU assistant professor in the Department of Agricultural Economics said record keeping can be spilt into two categories—financial and production. Financial records include things like your assets, what you are spending, and what you may owe. Production records could include pregnancy percentage, death loss and other factors such as weaning weights. 

“In an ideal world you would keep track of everything, but we understand people may not have time or the ability to do that,” Bir said. “Understanding what goals or needs you may have will help you decide which records you want to.”  

Many of the programs can accommodate both commercial and seedstock cattle needs. Seedstock producers should check with their breed association for software package availability and recommendations prior to purchasing software for registered cattle records. 

Determine your needs

Before purchasing any software, determine the level and cost of software support that will be provided by the company. In addition, some programs have specific cattle information that is required before the program works. Sorting applications and the type of reports generated may vary, but in many cases, producers have the opportunity to customize reports to meet specific needs.  

Another important feature may include the ability to query or search the data for specific animal information. Every cow-calf operator must determine his time availability to devote to practical record keeping and weigh this commitment against software costs, data entry features and desired summary reports. 

For example, Bir said, when applying for a new loan, banks often request specific information they need for an application. Items like a beginning and ending balance sheet. Or if you want to improve your weaning weight, you will need to capture data related to that process. 

When it comes to record keeping, Bir said, execution takes a little foresight. 

“The simplest way to get started is to identify which financial and production records you will focus on and set up a routine of collecting that data,” she said. “This may include communication with others on the farm/ranch to make sure everyone is on the same page.” 

Of course, Bir said, producers will need to at least keep up with the financial records necessary to file taxes. 

“The most important thing to keep track of will depend on your farms goals,” she said. 

Developing a mindset

Beginner record keepers might be facing a daunting task taking on the process of recording the data related to their livestock. 

“Make sure to schedule time for record keeping. Once a week is best, and once a quarter is the bare minimum,” Bir said. “Many people become overwhelmed with record keeping, and although everyone is busy, scheduling time can help you stay on track.” 

For some pen and paper is the best solution to record data, but for those more versed in technology, Bir suggests doing your research. 

“We typically do not recommend any one program because each farm or ranch will have different needs,” she said. “It’s important to choose the program that fits your needs, which includes the level of tech support available if you aren’t a tech savvy person.” 

OSU has a factsheet with software options on it, Bir said, and it can be found at https://extension.okstate.edu/fact-sheets/cow-calf-production-record-software.html. 

“Make sure you read the requirements of the software, if you need to enter a calf weight to continue, but you don’t have a scale, that may not be a good option for you,” she said. 

Bir said don’t get too caught up on types and kinds of software or apps. 

“Any kind of record keeping is better than nothing,” she said. “If you like to have a paper version you create out of a notebook, that’s great. Having an easy record keeping system that you will actually use to make good data driven decisions is the most important thing.” 

System approach

According to OSU, handwritten or computerized records become meaningful when part of a system. Monthly calendars, journals or the Integrated Resource Management Redbooks are good examples of handwritten records. The choice of programs, features and cost of software are the “fine-tuning” portion of record keeping. 

Most computerized systems have spaces for cow information, sire information, calf information, herd information, and additional considerations. However, with computer software or apps it comes at a cost. Some require a one-time purchase price, while others require annual or monthly subscriptions. OSU found program costs range from $149 to $600 for a one-time purchase. Subscriptions range from $4.85 per month to $85 per month and $40 a year to $950 a year.  

Many software companies offer program demonstration copies for free. Programs have various computer requirements such as minimum processor type and speed, minimum RAM, operating system, hard disk space and monitor needs. Most programs provide comprehensive cow, calf and sire data entry fields as well as herd production summaries. 

Software support is an important part of determining what fits the operation. Can a producer get by with a cheaper or even free version of a program and accomplish the same things, or does he want someone to walk them all the way through the record keeping process and help when issues arise?  

Some programs have specific cattle information that is required before the program will work. Sorting applications and the type of reports generated may vary, but in many cases, producers have the opportunity to customize reports to meet specific needs. Finding a certain animal within the program could be important too. 

“Record keeping may be daunting, but having a plan, scheduling time, and then using the records to make decisions can help improve your business,” Bir said. 

Kylene Scott can be reached at 620-227-804 or kscott@hpj.com.