The following records must be kept in order to keep the requirements of proAction. Please refer to the resources section of the DFC proAction website for module reference manuals and workbooks.

Standard Operating Procedures

SOP 1. Pre-milking

SOP 2. Milking

SOP 3. Milking cattle with abnormal or treated milk

SOP 4. Post-milking cleaning

SOP 5. Treating cattle

SOP 6. Shipping cattle

SOP 7. Feeding medicated feed

SOP 8. Colostrum management and calf feeding.

SOP 9. Animal health practices

SOP 10. Euthanasia

SOP Downed Animals.  Downed animals include any animal that cannot get up on its own due to health issues or injury.

SOP 11. Vaccinating cattle for specific diseases

SOP 12. Preventing the introduction of infectious diseases when introducing NEW animals to your herd

SOP 13. Preventing the introduction of infectious diseases from cattle RETURNING to your facilities from other herds, shows, etc.

SOP 14. Biosecurity measures for personnel, visitors, vehicles and equipment

Free-Stall SOP Development Template

Tie-Stall SOP Development Template


Record 1: Animal Birth Record | Tag activation (LT3)

Record 2: Animal Move-In Record (Move-In | Import)

Record 3: On-Farm Animal Disposal Record | Tag Retirement (LT7)

Record 4: Animal Export Record | Tag Retirement (LT7)

Record 5: Tag Replacement/Tag Lost | Cross Reference Log (LT2)

Record 6: Cattle Health Declaration(FS14)

Record 7: Cattle Assessment Summary Sheet Free-stall (AC14) and Cattle Assessment Summary Sheet Tie-stall (AC14)

Record 8: Veterinary Directions for Extra-Label Drug Use (FS17). The program requires that any medication that is being used off-label on the farm be accompanied by a written veterinary prescription that includes such information as dosage instructions and milk and meat withdrawal times.

Record 9: List of Medicines & Chemicals Used on Livestock (FS15). This record is designed to help you keep a complete inventory of the medications and chemicals used on their farms. Used as a reference, it enables staff to easily check the necessary storage conditions, if a package insert was kept or if it is approved for use in dairy cattle. As well, it enables the validators to easily check and cross-check medications on the farm.

Record 10: Livestock Treatment Record (FS20), the Declaration for Shipped Animal Record; and the Declaration for Shipped Animal – Multiple Records. Livestock treatments are part of another CCP. Recording all treatments, including mode of treatment, dosage and withdrawal time, aids in limiting the risk of residue containing milk entering the bulk tank and contaminating an entire load. It is essential to identify treated animals by several means, including permanent written record, message board posting, and treated animal identification on the animal (ie: red leg band), to ensure that a treated animal can be easily identified at any time.

Record 11: Broken Needles (FS18). Though it is likely a rare occurrence in the dairy industry, broken needles can happen. They are a food safety concern regarding meat. The program requires that all broken needles in animals be recorded and a note passed on at the time of sale or slaughter of the animal.

Record 11b: Sample Letter of Guarantee / Shipping Record (FS27)

Record 12 – Bulk Tank Temperature Log (FS28) .This is a critical control point (CCP)! Milk cooling is a crucial area in the production of safe, high quality milk. It is required that a producer check, record and initial the temperature of the bulk tank milk after every milking. This step provides an assurance that the cooler has been turned on and milk is being stored at the appropriate temperatures.

Record 13: Milking Equipment Sanitation Record (FS30). Regular weekly wash system checks will ensure that the CIP system is functioning properly. Quite often, the systems are set to run automatically after every milking, resulting in problems often going undetected for extended periods of time. Checking to ensure the sanitation system is functioning at the optimum level will lead to problem prevention.

Record 14: Cleaning and Sanitizing Chart (FS29). It is required that this chart be completely filled out and posted on the milk house wall by the CIP system. Contact your chemical supplier and have them visit your farm and work with you to develop the chart so that it works well for your farm. The supplier will be able to guide you through the cleaning process and the advise you on the appropriate chemical concentrations that will result in optimal cleaning and minimize milking system contamination.

Record 14b: Annual Wash System Evaluation (FS32). The guidelines for equipment wash analysis for suppliers.

Record 15: Water Record (FS39). Water tests for total coliform and E.coli need to be performed annually. This will indicate whether water used, especially for sanitation, is contaminated or meets potability standards. All water used for sanitation of milking equipment must meet potability standards. If sanitation water is contaminated it will result in contamination of milking equipment, leading to increased standard plate counts in milk. Be sure to keep water test results in a designated, easy to find file.

Record 16: Corrective Action Plans (FS42) (Emergency Plans). The purpose of CAPs are to identify potential problems that could occur in your operation and provide standard solutions to be used and followed in the event of a mishap. This provides consistency in problem solving for all staff and, potentially, any emergency or relief staff that are needed on the farm.

Record 17: Deviation and Corrective Action Record (FS43). The HACCP-based program is designed to prevent on-farm food safety problems; however, sometimes problems can occur. It is required that any problems that do take place be documented with actions taken to repair the problems. This will demonstrate that the producer is managing the production system well and monitoring for deviations.

Record 18: Tail Docking Log (AC15)