Keeping accurate livestock and financial records improves herd management, tracks health schedules, and tracks farm profitability. The ARC’s Asanda Gumenke, Dr Walter Shiba and Dr Yandi Sanarana share four simple record templates to jumpstart your farming success.
For many smallholder livestock farmers, farming is more than a business – it is a way of life. While farmers tend to know their animals by sight and can recall key events from memory, relying solely on memory can limit the growth and profitability of a livestock enterprise. Accurate record-keeping remains one of the most powerful and cheapest but underutilised tools for smallholder farmers.
Research has consistently shown that farmers who maintain accurate livestock production and financial records are more likely to achieve higher productivity, improve herd performance, and make informed management decisions. Record-keeping is therefore a vital component of contemporary livestock management and a necessary starting point for smallholder sector commercialisation.
Record-keeping involves documenting important information about animals and farm activities, including births, mortalities, purchases, sales, vaccinations, breeding activities, feed costs, and production performance. Whether these records are kept in a notebook, diary, spreadsheet, or mobile application, they provide valuable information that supports better decision-making.
Why does livestock record-keeping matter?
1. Better herd management
One of the biggest advantages of keeping records is improved herd management. Farmers who record animal identification, breeding dates, calving intervals, growth rates, and mortality rates can easily rank high- and low-performing animals.
This information helps farmers make informed decisions about breeding, culling and replacement of stock. For example, if records show that certain cows consistently produce healthy calves or a particular ram has faster-growing lambs, high fertility and is disease-resistant, such animals can be prioritised in a breeding programme. Without parentage and performance records, such valuable information may be forgotten or overlooked.
2. Improved animal health
Disease outbreaks can have devastating consequences for livestock farmers. Keeping health records allows farmers to track vaccinations, deworming schedules, treatments, and veterinary visits. This helps ensure timely interventions and reduces the risk of disease spreading within the herd. Health records also assist farmers in identifying recurring problems. If a disease appears repeatedly during a particular season, records can help reveal patterns and support preventative measures in future years.
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3. Financial management and profitability
Many livestock producers struggle to determine whether their enterprises are profitable because they do not keep financial records. Recording expenses such as feed, medicines, transport, and labour, alongside income from livestock sales, allows farmers to measure profitability accurately.
Good financial records help farmers identify areas where costs can be reduced, and investments can be improved. They also provide evidence of farm performance when applying for loans, grants, or government support programmes.
4. Supporting market access
As formal markets increasingly demand traceability and compliance with food safety standards, record keeping has become a prerequisite for participation in many value chains. Detailed production and health records allow farmers to demonstrate the origin, health status, and management history of their animals, thereby improving buyer confidence and market competitiveness.
5. Planning for the future
In livestock husbandry, the adage “you can’t manage what you don’t measure” is particularly relevant. Records provide historical information that helps farmers plan future production, estimate feed requirements, prepare for seasonal challenges, and set realistic business goals. Over time, farmers can compare performance records across seasons and years, enabling them to adapt management practices which may improve productivity.
Start simple
Many farmers avoid record-keeping because they believe it is complicated or time-consuming. However, effective record keeping does not require sophisticated technology. A simple notebook divided into sections for animal inventory, health, breeding, and finances is often enough to get started. As the enterprise grows, farmers can transition to spreadsheets or digital record-keeping tools using portable devices such as cell phones.
For example, they can start with four basic records:
1. Animal inventory
| Date | Animal ID | Breed | Sex | Age |
| 01/06/2026 | C001 | Nguni | Female | 4 years |
2. Birth records
| Date | Cow ID | Calf ID | Sex |
| 15/06/2026 | C001 | CL001 | Male |
3. Health records
| Date | Animal ID | Treatment/Vaccine | Cost |
| 20/06/2026 | C001 | Lumpy skin vaccine | R25 |
4. Sales records
| Date | Animal ID | Selling Price |
| 22/06/2026 | B005 | R12 500 |
The bottom line
Record-keeping is one of the simplest and most cost-effective management tools available to livestock farmers. While many smallholder farmers focus on increasing herd size, long-term success depends on understanding the performance of each animal and the overall enterprise.
Accurate records provide the information needed to improve breeding decisions, monitor animal health, control costs, and identify profitable market opportunities. They also enable farmers to respond more effectively to challenges such as disease outbreaks, drought, rising input costs, and changing market requirements.
Importantly, record keeping transforms farming from a reactive activity into a proactive business.
Farmers who keep reliable records are better positioned to access finance, comply with traceability requirements, and make informed decisions that support productivity and profitability. In an increasingly competitive agricultural environment, good records are no longer a luxury but a necessity for sustainable livestock production.
Key message for farmers
You do not need expensive software or advanced technology to start keeping records. A simple notebook and a commitment to recording important events consistently can make a significant difference.
Start small, record regularly, and use the information to guide your decisions. The most successful livestock farmers are not necessarily those with large herds, but those who understand their herds best and keep records for good genetics. Accurate records provide a clear understanding and help turn livestock farming into a more productive, profitable, and resilient business.
- The views and opinions expressed in this article are those of the author and do not necessarily reflect the views or positions of Food For Mzansi.
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