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Get your records ‘FDA Ready’ and prepared for Outcomes Driven Health Management

Below you will find out why each piece of information is needed for complete treatment records and recommendations for recording that information accurately and consistently.  **Note:always review these recommendations with your veterinarian before implementing them on your dairy.  ***Also, consult with your State veterinarian before implementing these recommendations.  Although the PMO indicates complete records can be comprised of a combination of written and electronic computer records the ‘preferences’ of your local FDA inspector will prevail.

Animal ID

Identification of individual animals is needed to track those that were treated to ensure they do not contribute to the food supply until after proper drug withdrawal times have been observed.


Disease Treated


How can you effectively use drugs if you don’t know what you are treating?  Make a disease diagnosis and record it.

If keeping computer records record a disease as a single, specific: ‘user defined event’ in Dairy Comp 305®, record ‘health diagnosis’ in DHI-Plus®, ‘health condition’ in DHI-Plus® with Rx-Plus or ‘health event’ in PCDART®.

Click the links below for more detailed information on accurate and consistent health records.

3 Simple Rules of Good Recording

Recommended Disease Definitions


Drug Given

Drugs given that have a milk or meat withdrawal time should be recorded on paper and in the computer (if used).  Recording the treatment for all disease episodes will allow future evaluation of the effectiveness of those treatments.

Record treatments in the disease remark or comment in the computer:

  • Always record a treatment, even if ‘no treatment’
  • Always use the same abbreviations, for example; NT for no treatment and PN for penicillin.

Click the links below for more detailed information about recording disease episode comments:

3 Simple Rules of Good Recording


Treatment Date

The date the animal was treated is needed to calculate the date animal’s milk and meat will be free of violative drug residues.



Route of Administration

Withdrawal Time

Dosage and route is recorded to document appropriate drug usage (according to label; original or vet’s prescription).

These can be recorded in an up-to-date protocol notebook along with the withdrawal time as shown below:

Metritis (METR): Abnormal uterine discharge with:

  • Mild: no fever or other ‘sick cow’ signs: No treatment (NT)
  • Moderate to Severe: with fever or other ‘sick cow’ signs:
    • Excenel: 2mL/100 lbs once a day for 5 days; Withdrawal milk: 0 days, meat: 3 days
      • Lactation 1: (~1200 lbs) 24mL a day for 5 days
      • Lactation 2+ (~1400 lbs) 28mL a day for 5 days


Individual Giving the Drug

Provides accountability for proper disease diagnosis and appropriate drug use.  This information is most commonly recorded on daily treatment record sheets.


Date Animal can be Slaughtered and Milk can be Used

Common dairy management softwares provide a tool for tracking the dates milk and meat should be free of violative drug residues.  However, those dates may not be readily available from those computer record systems for 2 years following a treatment (most important for meat withdrawal dates).

Document meat and milk withdrawal dates as well as the drug used to treat which disease in a report that lists all cows sold on a specific date.  Save these reports for each date cows are sold off the farm, regardless of the reason, for 2 years.

Click the link below for details on generating “Sold Cow Reports”:

Sold Cow Reports