Honey Bee Producer Guide to the National Bee Farm-level Biosecurity Standard
Appendix G: Sample Record Keeping

This page is part of the Guidance Document Repository (GDR).

Looking for related documents?
Search for related documents in the Guidance Document Repository

This appendix provides sample record keeping forms that could be used by honey beekeepers to assist with biosecurity management within their operations and to ensure appropriate records are in place for traceability if a biosecurity risk is suspected or confirmed.

Beekeepers are encouraged to customize their record-keeping system to their own operations, using the forms in this document as guidance.

Principles of Record-Keeping Practices:

  1. Complete records in real time whenever possible. Recording after-the-fact (from memory) can often lead to errors.
  2. Have records that are as accurate as possible. Unconfirmed diagnosis or suspicion of a pest should be identified as such.
  3. Be aware that errors in entering information should be struck-through, dated, and initialed, rather than erased or otherwise obscured.
  4. Know that dated and properly identified digital camera images are a useful supplement to written records.
  5. File all documents such as receipts, invoices, diagnostic reports, and permits in a secure location.

AFB = American foulbrood; SHB = small hive beetle

Description for Table - Bee Origin

This section of sample record keeping tables is titled Bee Origin. It contains four tables labelled: Queen Stock, Colony Source, Treatments given when acquired and Colony Disposition.

These record keeping forms could be used by honey beekeepers to assist with biosecurity management within their operations and to ensure appropriate records are in place for traceability if a biosecurity risk is suspected or confirmed.

The first table is labelled Queen Stock. It is a table with 10 columns and 12 blank rows for entering information.

The first column is Hive #

The next columns are under a header called Queen Stock

Under Queen Stock there are 9 columns as follows:

Queen Identifier (# or colour mark)

Supplier Name

Queen Installation year/month

Source/Strain (e.g. parent colony or name of supplier)

Queen accepted? Replacing rejected queen(s)?

Mother ID (if applicable)

Sire ID (if applicable)

Pros (e.g. hygienic behaviour)

Cons (e.g. swarming, aggressive behaviour)

The next table is labelled Colony Source. It is a table with six columns and 13 blank rows for entering information.

The first column is labelled Hive #

The next columns are under a header labelled Colony Source:

Under Colony Source there are five columns labelled:

Type – under the title Type there are five classifications labelled:

  • P = package bees
  • N = nucleus colony
  • SW = swarm capture
  • SP = split
  • U = united

Acquisition year/month

Source/Strain (e.g. parent colony or name of supplier)

Behaviour/health observations on receipt

Isolated? y/n

The next table has seven columns and fifteen blank rows for entering information.

The first column is labelled Hive #.

The next columns are under a header labelled Treatments given when acquired.

Under the header Treatments given when acquired are six columns labelled:

Type

Start date

End date

Who administered

Reason

Efficacy

The next table has five columns and fourteen blank rows for entering information.

The first column is labelled Hive #

The next columns are under a header labelled Colony Disposition

Under the header Colony Disposition are four columns labelled:

Type – under the title type are five classifications labelled:

  • SP = split
  • U = united
  • N = new hive
  • O = sold or given away to another beekeeper
  • D = destroyed

Hive # to

Disposition year/month

Comments

Table - Bee Origin. Description follows. Table - Bee Origin Description follows Table - Bee Origin Description follows Table - Bee Origin Description follows
The next four tables are under the section labelled 2.0 Assessment.

The first table is labelled Hive# (keep one record for each hive)

There are seven columns and twelve blank rows for entering information.

The first column is labelled Date of inspection

The next column has a header labelled Location with a title labelled (e.g. Apiary # or winter storage location)

The next three columns are under a header labelled Frames

Under the header Frames are three columns labelled:

  • Number of frames of bees
  • Number of brood frames
  • Describe frame removal exchange

The next column has a header labelled Weather (e.g. windy, overcast)

The next column has a header labelled External Observations (e.g. signs of predators, hive damage, vandalism, dead bees on ground or at entrance)

The next table has six columns with 13 blank rows for entering information. All six columns are under a header labelled Visual signs of diseases, parasites, or insect pests (internal observations)

The six columns are labelled:

  • Brood diseases (e.g. scale, chalkbrood, sacbrood, perforated and sunken cell cappings etc.)
  • Varroa mites (e.g. in brood and on adult bees, bees with deformed wings)
  • Dysentery of fecal matter on frames or entrances. Other signs of Nosema disease.
  • Small Hive Beetle
  • Wax Moth
  • Other visual signs, ill health, and suspected cause (e.g. chilled brood, pesticide poisoning, stress)

The next table has 11 columns and 10 blank rows for entering information.

The first column is labelled Dead bees on bottom boards. Under the label are the classifications:

N = none

F = few

S = several

E = excessive

The next column is labelled Bee Behaviour. Under the label are the classifications:

Normal

Abnormal (Bees not flying, lethargic, disoriented, crawling, twitching)

The next column is labelled Brood pattern. Under the label are the classifications:

P = poor

A = acceptable

VG = very good

The next column is labelled Queen/Swarm Cells. Under the label is the classification:

Number

The next column is labelled Queen Presence. Under the label are the classifications:

Yes

No

The next column is labelled Queen Condition (egg laying). Under the label are the classifications:

P = poor

A = acceptable

VG = very good

The next column is labelled Colony Strength (Bee population). Under the label are the classifications:

P = poor

F = fair

S = strong

C = crowded

The next column is labelled Comb building. Under the label are the classifications:

P = poor

A = acceptable

VG = very good

The next column is labelled Drone cells. Under the label are the classifications:

N = none

F = few

S = several

E = excessive

The next column is labelled Aggressiveness (jumping, stinging). Under the label are the classifications:

L = low

A = average

H = high

The next column is labelled Cleanliness. Under the label is the example:

(e.g. number of cells cleaned out of 100 cells killed with liquid nitrogen after 24 hours)

The next table has 6 columns and 11 blank rows for entering information. All the columns are under a header labelled Honey and Pollen Stores and Production.

The first column is labelled Honey and Pollen Reserves. Under the label are the classifications:

L = low

A = average

H = high

The next column is labelled Are reserves sufficient until next inspection? Yes/No

The next column is labelled Honey Production: # frames of honey stores, hive weight, kg of honey

The next column is labelled Honey Production Trends: Up / Down / Steady

The next column is labelled Pollen Production: # frames of pollen stores, kg of pollen

The next column is labelled Describe frame additions, removal, exchange

Table - Assessment. Description follows. Table - Assessment Description follows Table - Assessment Description follows Table - Assessment Description follows
The next six tables are under the section 3.0 Monitoring and Treatment. Above the first table are spaces to enter the information: Year and Apiary # (keep one record for each apiary each year)

The first table has ten columns and thirteen blank rows for entering information. All the columns are under a header labelled Varroa Mites

The columns are labelled:

Hive#

Inspection Date

Mite count (Level)

Describe Cultural, Physical, or Mechanical Treatments

Chemical Treatment Type

Comments (e.g. dose if different than label rate, environmental conditions)

Treatment date applied

Treatment date removed

Administered by

Efficacy

The next table has ten columns and thirteen blank rows for entering information. All the columns are under a header labelled Tracheal Mites.

The columns are labelled:

Hive#

Inspection Date

Mite count (Level)

Describe Cultural, Physical, or Mechanical Treatments

Chemical Treatment Type

Comments (e.g. dose if different than label rate, environmental conditions)

Treatment date applied

Treatment date removed

Administered by

Efficacy

The next table has nine columns and fifteen blank rows for entering information. All the columns are under a header labelled Nosema Disease.

The columns are labelled:

Hive#

Inspection Date

Infection level

Describe Cultural. Physical or Mechanical Treatments

Chemical Treatment Type

Comments (e.g. dose that differs from label rate, environmental conditions)

Treatment date applied

Administered by

Efficacy

The next table has ten columns and thirteen blank rows for entering information. All the columns are under a header labelled Other Diseases.

The columns are labelled:

Hive #

Inspection Date

Disease Type

Describe Cultural. Physical, or Mechanical Treatments

Chemical Treatment Type

Comments (e.g. dose that differs from label rate, environmental conditions)

Treatment dates applied

Administered by

Efficacy

Comments (notifiable diseases, bee inspector, quarantine etc. if applicable)

The next table has ten columns and fifteen blank rows for entering information. All the columns are under a header labelled Small Hive Beetle.

The columns are labelled:

Hive #

Inspection Date

SHB observed (yes/no)

Describe Cultural. Physical, or Mechanical Treatments

Chemical Treatment Type

Comments (e.g. dose that differs from label rate, environmental conditions)

Treatment dates applied

Administered by

Efficacy

Comments (notifiable diseases, bee inspector, quarantine etc. if applicable)

The next table has nine columns and eleven blank rows for entering information. All the columns are under a header labelled Wax Moths.

Hive #

Inspection Date

Presence or damage N = none, L = low, M = moderate, H = high

Describe Cultural, Physical or Mechanical Treatments

Chemical Treatment Type

Comments (e.g. dose if different than label rate, environmental conditions)

Treatment date applied

Administered by

Efficacy

Table - Monitoring and Treatment. Description follows. Table - Monitoring and Treatment. Description follows. Table - Monitoring and Treatment. Description follows. Table - Monitoring and Treatment. Description follows. Table - Monitoring and Treatment. Description follows. Table - Monitoring and Treatment. Description follows.
The next three tables are under the section 4.0 Bee Susceptibility to Pests. Above the first table are spaces to enter the information: Year (keep one record for each apiary each year)

The first table has ten columns and thirteen blank rows for entering information.

The first column is labelled Apiary # or location

Under a header labelled Apiary Placement are five columns labelled:

Landowner contact

Date Placed

Date Removed

Crop

Stocking rate/ha

Under a header labelled Transportation is a single column labelled:

Beekeeper contact (if shared loads)

Under a header labelled Nearby apiaries are three columns labelled:

Beekeeper contact

Bee type

Distance

The next table has fourteen columns and thirteen blank rows for entering information.

The first column is labelled Apiary # or location.

Under a header labelled Nectar flow there are two columns labelled:

Dates

Observations (e.g. crop stand, alternate foraging/water source)

Under a header labelled Supplemental Carbohydrate feeding there are six columns labelled:

Type/Source

Added treatments

Quantity Placed

Quantity consumed

Date placed

Date removed

Under a header labelled Supplemental Protein feeding there are five columns labelled:

Type/Source

Quantity placed

Quantity consumed

Date placed

Date removed

The next table has eleven columns and thirteen blank rows for entering information.

The first column is labelled Apiary # or location.

Under a header labelled Weather there is a single column labelled Extremes and dates.

Under a header labelled Crop Pesticide Applications there are eight columns labelled:

Date and time

Name of applicator

Weather conditions at time of spraying and +/- 2 days

Pest target

Pesticide, formulation, rate

Distance between apiary and field sprayed

Observed impact on bee health

Result of bee sample test

Under a header labelled Disturbance there is a single column labelled Observations

Table - Bee Susceptibility to Pests. Description follows. Table - Bee Susceptibility to Pests. Description follows. Table - Bee Susceptibility to Pests. Description follows.
The next table is under Section 5.0 Sales and Shipments.

This table has twelve columns and thirteen blank rows for entering information. The columns are labelled:

Date shipped

Item (description) queens, bees, bee products, bee equipment, beekeeping inputs etc.

New/used

Quantity

Shipped to whom

Shipped to what location

Shipping method/carrier

Treatments applied before shipping

Health history and status

Originating reference (e.g. parent colony, hive #, apiary)

Documentation provided

Comments from customer

Table - Sales and Shipments. Description follows.
There are two tables under Section 6.0 Equipment.

In the first table there are thirteen columns and twelve blank rows for entering information.

Under a header labelled Equipment Type there is a single column labelled:

(e.g. hives, brood chambers, brood frames, honey supers etc.)

Under a header labelled ID number there is a single column labelled:

Hive #, Lot number etc.

Under a header labelled Quantity there is a single column labelled:

Number of units in lot if more than one

Under a header labelled Location there is a single column labelled:

Apiary or storage facility

Under a header labelled Acquisition there are five columns labelled:

Date Acquired

New or used

Treatments before/after receipt

Supplier

Documentation

Under a header labelled Inspection there are four columns labelled:

Date

Who inspected

Condition N = new, G = good, R = repair needed, D = disposed

Observations and Notes

The next table has fifteen columns and eleven blank rows for entering information.

Under a header labelled Equipment Type there is a single column labelled:

(e.g. hives, brood chambers, brood frames, honey supers)

Under a header labelled ID number there is a single column labelled:

Hive #, Lot number etc.

Under a header labelled Disposal there are three columns labelled:

Who disposed of

Method

Reason (damage, scheduled cull, AFB)

Under a header labelled Repair there are four columns labelled:

Date repaired

Who repaired

Describe repair

Reason (routine, rodent damage etc.)

Under a header labelled Disinfection there are four columns labelled:

Treatment date

Who disinfected

Disinfection method

Reason (routine, AFB etc.)

Under a header labelled Anticipated replacement date there is a single column labelled:

Year

Under a header labelled Comments on equipment performance there is a single column labelled:

(e.g. tight fit, tendency to rot or rust)

Table - Equipment. Description follows. Table - Equipment. Description follows.
There are two tables under Section 7.0.

In the first table there are eleven columns and twelve blank rows for entering information.

Under a header labelled Facility there is a single column labelled:

Indoor wintering facility, honey house, supplies storage, garage etc.

Under a header labelled System there is a single column labelled:

Heat, ventilation, humidity control, CO2 monitor, etc.

Under a header labelled Equipment there is a single column labelled:

Vehicles, fork lifts, moving equipment, processing equipment etc.

Under a header labelled Inspection there are four columns labelled:

Date inspected

Who inspected

Condition N = new, G = good, R = repair needed, D = disposed

Observations and Notes (e.g. bee tight, debris, cleanliness, damage, accuracy of monitors

Under a header labelled Repairs and Upgrades there are four columns labelled:

Date repaired

Who repaired

Describe repair

Reason (routine, damage, etc.)

The next table has eleven columns and thirteen blank rows for entering information.

Under a header labelled Facility there is a single column labelled:

Indoor wintering facility, honey house, supply storage, garage etc.

Under a header labelled Cleaning there are four columns labelled:

Date cleaned

Who cleaned

Method (e.g. sweeping, power washing)

What cleaned (floors, walls, vehicles)

Under a header labelled Disinfection there are five columns labelled:

Treatment date

Who disinfected

Disinfection method

What disinfected (walls, floors)

Reason (routine, AFB , etc.)

Under a header labelled Anticipated replacement there is a single column labelled:

Year

Table - Facilities. Description follows. Table - Facilities. Description follows.
There is one table under Section 8.0 Supplies Inventory (Keep one record for each type of production input that is used in the operation, updating at least annually.)

There are twelve columns and eleven blank rows for entering information.

Under a header labelled Product there are twelve columns labelled:

Date Received

Quantity

Cost

Supplier

Lot Number

Expiry Date

Date Used

Apiary or hive placement identifier (i.e. where product used)

Inventory at year end

Estimated quantity to order for next production year

Notes: product rotation plan

Comments: Application, efficacy, storage conditions, supplier reliability, order lead time required

Table - Supplies Inventory. Description follows.
There is one table under Section 9.0 Contacts there are nine columns and thirteen rows.

Under the column labelled Type there are thirteen rows labelled:

Provincial apiarists/veterinarians

Extension specialist

Bee inspector

Other regulating authority

Beekeeping association

Diagnostic services

Suppliers

Customers for bees/supplies

Neighbouring beekeepers

Landowners where bees are placed

Customers for custom pollination

Hired transport

Staff

There are eight columns and thirteen blank rows for entering information.

The columns are labelled:

Name

Title

Organization

Address

Telephone number

Email

Website

Date contact last updated

Table - Contacts. Description follows.
There is one table under Section 10.0 Visitor Log (if under quarantine order or if high-risk alert in area)

There are seven columns and eleven blank rows for entering information

The columns are labelled:

Name

Location visited

Reason for visit

Date

Arrival time

Departure time

Sanitation procedures to carry out when returning from/going to other operations

Table - Visitor Log. Description follows.
There is one table under Section 11.0 Training

There are nine columns and twelve blank rows for entering information

The columns are labelled:

Name of Employee

Position

Supervisor or trainer

Date started

Experience

Courses attended, qualifications, and certificates (program and date)

Date of initial orientation on biosecurity for operation

Date of last update

Date and confirmation that Standard Operating Procedures have been read and are understood

Table - Training. Description follows.
Date modified: