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Keeping veterinary medicine records

A record of all veterinary medicines that have been used to treat food-producing animals must be retained

This guidance is for England

If you are the keeper of food-producing animals or treat farm animals intended for human consumption, you must keep a record of the proof of purchase of all veterinary medicines bought for those animals. You must also keep a record of all veterinary medicines administered to such animals.

If you did not buy the veterinary medicines, documentary evidence of how you acquired them, and a record of any veterinary medicinal product you give to or treat any food-producing animals with is still needed.

Animals may be sent for slaughter only after the end of the withdrawal period. These records must be kept for five years.

In the guide

Reasons for record keeping

There are three reasons for keeping and retaining veterinary medicine records:

What records must be kept and how

If you are the keeper of food-producing animals, or treat farm animals that will end up as food intended for human consumption, you must keep a record of the proof of purchase of all veterinary medicinal products bought for those animals, and a record of any veterinary medicinal products you give them or treat them with. If you did not buy the products yourself you must keep documentary evidence of how you acquired them.

A format for the keeping of these records is set out on the attached document:
Record keeping (Word 72KB)
Record keeping (PDF 218KB)

Any person required to keep a record must retain that record for a period of five years following the administration or other disposal of the product.

Animals can only be sent to slaughter after the end of the withdrawal period of the veterinary medicinal product that has been administered.

A record shall be maintained of any medicinal treatment given to animals that are bred or kept for the production of food, wool, or skin, or for other farming purposes, and the number of mortalities found on each inspection.

If a veterinary surgeon administers a veterinary medicinal product to a food-producing animal, he must either enter the information in the keeper's records or give it to the keeper in writing (in which case the keeper must enter the details required in his records).

Proof of purchase must be retained for at least five years.

How do I dispose of any unwanted veterinary medicinal products?

A keeper who disposes of any or all of the veterinary medicinal products other than by treating an animal must record:

Most veterinary practices will safely dispose of any unused or expired veterinary medicinal products upon request.

Record keeping for horses

European Union legislation defines the horse as a food-producing species. Therefore, keepers are required to maintain records for any transactions involving the retail sale of veterinary medicinal products for administration to horses. The record may be kept within the horse passport or in a separate record. Further information on veterinary medicines for horses can be found in the Horses section of the Veterinary Medicines Directorate website.

Records of products administered to a food-producing animal under the cascade.

The cascade provides a legal mechanism allowing veterinary surgeons to use their clinical judgement to prescribe a suitable medicine where no authorised medicine exists.

A veterinary surgeon administering a veterinary medicinal product to food-producing animals under the cascade or permitting another person to administer it under the vet's responsibility must, as soon as is reasonably practicable, record the:

The veterinary surgeon must keep the record for at least five years.

Specific powers for local authority officers

An officer of any local authority who has entered premises exercising any statutory power of entry for the purposes of enforcing any legislation relating to food hygiene, feed hygiene or animal health, may inspect any records made under these Regulations (in whatever form they are held) relating to food-producing animals, and may remove them to enable them to be copied.

Penalties

It is an offence to:

If you are found guilty of an offence then you may face a fine and/or imprisonment for a term not exceeding two years.

Withdrawal periods for animal medicines are changing all the time - consult a veterinary surgeon for up-to-date withdrawal periods.

Key legislation

Please note

This information is intended for guidance; only the courts can give an authoritative interpretation of the law. Any legislation referred to, while still current, may have been amended from the form in which it was originally enacted. Please contact us for further information.

Last reviewed/updated: October 2014

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Medway Council, Trading Standards Team,
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Telephone: 01634 333555    Fax: 01634 332006  
Electronic Mail: consumer.protection@medway.gov.uk
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