Bumblebee Sector Guide To The National Bee Farm-level Biosecurity Standard
Appendix D: Sample Record-Keeping Forms

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Appendix D provides sample record-keeping forms for use by a grower to ensure appropriate records are in place for traceability if a suspected or confirmed biosecurity threat were to occur. These record keeping forms, in many situations, will be a greater resource to suppliers

Both field and greenhouse crop growers are encouraged to customize their record-keeping system to their own operation, using the forms in this document as guidance.

Principles of Good Record-Keeping Practices:

  1. Complete records in real time whenever possible. Recording after the fact (from memory) can often lead to errors.
  2. Ensure that records are as accurate as possible. Identify unconfirmed diagnosis or suspicion of a pest as such.
  3. Strike-through, date, and initial errors when entering information, rather than erase or otherwise conceal.
  4. Know that dated and properly identified digital camera images are a useful supplement to good record-keeping practices.
  5. File all documents such as receipts, invoices, diagnostic reports, and permits in a secure location.

Primary Record of Bumblebee Hives – Source to Disposal

Table - Primary Record of Bumblebee Hives. Description follows.
Description of table 1

1) This table records hive sourcing information. It has five columns and six rows for entering listed information.

The first column is labelled Hive Sourcing. The next four columns are labelled Hive ID. The rows below Hive ID columns are blank for entering information.

Under Hive Sourcing the rows are labelled:

  • Date received
  • Supplier: (Name, address, telephone)
  • Number of bees
  • Documentation received (permit #, inspection date, inspection certificate, supplier declaration)
  • Health assessment at placement treatments (if known)
  • Destination of any other bees transported with this hive

This table appears three times (repeated).

Table - Hive Placement. Description follows.
Description of table 2

2) This table records hive placement information. It has five columns and five rows for entering listed information.

The first column is labelled Hive Placement. The next four columns are labelled Hive ID. The rows below Hive ID columns are blank for entering information.

Under Hive Placement the rows are labelled:

  • Date placed
  • Location (be specific, draw map for field placement)
  • Crop
  • Stocking rate
  • Observations (weather, pests, nearest hives, alternate foraging sources)

This table appears four times (repeated).

Table - Hive Disposal. Description follows.
Description of table 3

3) This table records hive disposal information. It has five columns and three rows for entering listed information.

The first column is labelled Hive Disposal. The next four columns are labelled Hive ID. The rows below Hive ID columns are blank for entering information.

Under Hive Disposal the rows are labelled:

  • Date disposed
  • Method of killing colony and time exposed (freezing, carbon dioxide, drowning, burial, burning, service provider)
  • Disposal location (be specific, draw map if appropriate)

This table appears three times (repeated).

Bumblebee Monitoring Records
Table - Bumblebee Monitoring Records. Description follows.
Description of table 4

4) This table is labelled Bumblebee Monitoring Records. There are two columns and five rows. The first column has a header labelled Unique Hive ID. Under this header are five rows labelled:

  • Date and time monitored
  • Individual monitoring
  • Location
  • Pollination/foraging activity indicators
  • Observations (bee health, behaviour, signs of pests, disruptions, box damage, parasite counts)

The second column is blank for entering information regarding the labels above.

This table appears three times (repeated)

Bumblebee Management Records
Table - Bumblebee Management Records. Description follows.
Description of table 5

5) This table is labelled Bumblebee Management Records. There are two columns and six rows.

The first column has a header labelled Unique Hive ID. Under this header are five rows labelled:

  • Date and time action taken
  • Individuals participating
  • Location
  • Type of management action - the second column of this row has checkboxes for:
    • Hive box moved
    • Box opened for inspection or action
    • Inputs provided (supplementary feed or treatment)
    • Early disposal of hive
    • Maintenance of buildings
    • Pesticide application
    • Nuisance pest and weed control
    • Standard Response Plan triggered (Refer to section 1.5 for details.)
    • Elevated Response Plan triggered (Refer to section 1.6 for details.)
  • Details of action taken
  • Observations (bee health, behaviour, signs of pests, disruptions, box damage, parasite counts)

This table appears twice (repeated)

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