The annual challenge of herd record keeping is a familiar struggle for many cow-calf producers.
Kansas State University Veterinarian Brad White calls it: “The annual trepidation about what records should I keep.” This attitude resonates with many producers who grapple with balancing detailed documentation and practical, cost-efficient management.
K-State Veterinarians White and Bob Larson reviewed three surveys that analyzed which records are more important to producers. Based on the surveys, they discussed tips on finding the right record system. The research primarily focused on two key aspects: information sharing between producers and buyers, and the internal management of herd records.
“If you’re not keeping any records, I think you’re missing an opportunity,” Larson says. “But it doesn’t have to go down to the level of detail that we see in swine and dairy operations.”
The veterinarians shared five key takeaways from the three articles:
1. Record keeping should be tailored to the specific needs of your cow-calf operation, focusing on information that directly helps make management decisions.
The goal of record keeping is not just collecting data but using that data to make informed management decisions that can improve herd performance and marketing opportunities.
“We get conflated between record keeping and decision making,” White explains, “unless you use the numbers to make decisions.”
2. Not all producers need complex, detailed electronic record-keeping systems. Simple methods like ear tag tracking and basic spreadsheets can be effective.
The research reveals significant insights into current record-keeping practices. Surprisingly, 63% of surveyed producers still use handwritten records, with only 37% using electronic methods.
“I am a little surprised that there’s not more electronic with the prevalence of phones in the field, and almost everyone’s carrying a phone with them, that it’d be easy to record stuff on,” White says.
Larson adds he is not surprised with the low electronic adoption rate. He agrees many producers do have smartphones and computers, but they often lack consistent cell or internet access where they work cattle.
While electronic record keeping seems promising, practical challenges remain. Nearly 60% of producers cited difficulties understanding commercial software. Additionally, technological access varies, particularly in rural areas.
“Oftentimes, the computerized systems actually collect more data than people are actually going to use to make decisions, and they feel that mismatch,” Larson says.
3. Important data to track includes:
- Individual cow and calf ID numbers
- Weaning weights
- Breeding and calving season dates
- Cow age groups
- Vaccination history
4. There’s value in sharing information with potential buyers, but the level of detail should match the operation’s goals.
Larson says cow-calf producers are willing to share information. Feedlot producers were particularly interested in group-level data, seeking information about vaccination history, implant use and herd health. The key is not just sharing information but creating a bilateral relationship.
As Larson explains, producers want “some things back from the feedlot producers as far as how their cattle performed, both health-wise and growth-wise.”
5. Purebred operations typically need more detailed individual animal records compared to commercial cow-calf operations.
“I think there are opportunities to hone in and identify exactly what data would be most valuable,” Larson suggests, “depending on whether I’m a purebred producer or commercial producer, whether I’m retaining ownership or selling at weaning.”
Larson and White suggest producers consider their specific needs, technology access and management style when developing a record-keeping approach. It’s not about collecting massive amounts of data, but about strategic, purposeful record keeping. Ultimately the goal is to use records to make informed decisions that improve herd performance and marketing opportunities.
To learn more about the surveys, listen to the “Bovine Science” podcast or check out the three surveys:
- Information management in beef cow-calf operations: Data priorities, recording, and sharing
- Survey of U.S. cow-calf producer methods and opinions of cattle health and production record-keeping
- Survey of U.S. cow-calf producer access to and use of technology for cattle health and production record-keeping purposes
