Big or small, cow-calf or stocker, every operation can benefi t from good, thorough ranch recordkeeping.
Prioritize your needs To know what data and records you should be keep-
ing, it helps to fi rst understand what your information needs are and why you should be keeping track of them. “Not every ranch will want to track the same in-
formation,” Miller says. “But everyone’s reasons for tracking information are pretty similar — they want to increase their bottom line or at least be better orga- nized. And the simplest way to assure that is with a good recordkeeping system.” By keeping cattle records, ranch operators can learn
which cattle are productive, which cattle are not, and to what degree they fall on either side. This can make culling time a simpler process. Good records can also make ranch goals such as
operating as a business clearer. Seeing losses and profi ts in black and white can aid in decision-making and cut down on the stress of the unknown. It can also track sales and purchases for taxes and accounting purposes. “You’ve already got the data, you just need to get it
into a system that can help you turn that information into knowledge. Organization and good records help that process tremendously,” Miller says.
Record tracking and management The whole reason for recordkeeping is the organi-
zation of your information in one place in a way that will help your operation. Make your data work for you. Key records to track can include: • Production and Performance — calving histo- ries, pregnancy checks, weights, gains, body condition scores, carcass grades
• Health Records — vaccinations, treatments, pasture locations
• Financial and Tax Records — purchases, sales, death loss, expenses, income
• Seedstock (registered breeders) — expected progeny differences (EPDs), pedigrees, semen and embryo inventory
Once you’ve put in the time and effort to track this 74 The Cattleman January 2015
information, you can make reports, worksheets, cal- culate performance numbers and ratios. “It makes a real difference in getting the benefi ts
of your hard work,” Miller says. “Make herd inventory lists, gauge individual animal performance and keep a customer’s buying history. It can really help sales forecasts and planning for the next breeding or calv- ing season.”
One size does not fi t all Depending on your operation, Miller says there are
several tools to help get the job done. “The size of your operation, the amount of infor-
mation you plan to collect, and how you will use that information are the biggest factors in deciding what system to adopt,” Miller says. “If you want to manage more than just a few pieces of information, want to allow others to work with the cattle records or to gen- erate management reports, you may fi nd that paper and pencil are not the best option.” Spreadsheets and software are 2 digital formats to
choose from if you’re considering an electronic system of recordkeeping. Spreadsheets are made in a computer program such as Microsoft Excel. They can store all manner and range of information, but can be time consuming and complicated to operate as the amount of information recorded grows. Miller says they also have limited options when it comes to making reports and exporting information, making them similar to an “electronic fi le cabinet.” If you want a full range of features, capabilities and fl exibility, Miller says it may be time to consider a software program designed with these goals in mind. “We have come a long way with technology in the
last few years, and that includes the infrastructure required for software systems, especially web-based platforms,” he says. “It has increased collaboration across the ranch and allows data entry straight from the fi eld using wireless-enabled tablets and phone apps.” Software companies such as Miller’s Cattlesoft are
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