NLIS Requirements for Agricultural Shows and Special Events

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NLIS Requirements for Agricultural Shows and Special Events How to meet your obligations to the National Livestock Identification System (NLIS) a d o tri ute to Tas a ia

1 NLIS Requirements for Agricultural Shows and Special Events How to meet your obligations to the National Livestock Identification System (NLIS) a d o tri ute to Tas a ia s biosecurity. May 2015 Primary Produce Traceability Program Product Integrity Branch Biosecurity Tasmania Department of Primary Industries, Parks, Water and Environment

2 NLIS Requirements for Agricultural Shows and Special Events Contents 1. Preface. Page 3 2. Property Identification Code... Page 4 3. NLIS Account and other administrative matters.. Page 4 4. How DPIPWE will assist you meet your obligations Page 4 5. Responsible person and legal obligations. Page 5 6. Livestock identification and tag requirements.. Page 5 7. Vendor declarations and movement documentation... Page 5 8. Reporting to the NLIS database..... Page 6 9. Sighted livestock NLIS function. Page Livestock going direct to slaughter Page Record keeping.... Page Compliance.. Page Tag scanners.... Page Further information... Page Getting assistance Page Appendix 1 Quick Guide. Page Appendix 2 NLIS Help Usage notes.. Page Appendix 3 NLIS scanner user notes Page Appendix 4 Check list for show movements Page 15 NLIS Guidelines for Agricultural Shows and Special Events Page 2 of 16

3 1. Preface This document provides information for responsible persons and committees managing agricultural shows, sporting events and other special public events that show livestock and are aggregating points for livestock. These types of events are considered to be high risk focal points that can facilitate the spread of diseases unless there is a strong commitment to biosecurity. This document will help you meet your obligations to NLIS and Tasmania s Animal (Brands and Movement) Regulations The Department recognises that shows and special events involving livestock are an important part of Tasmania s farming fabric and often support is needed for the organising bodies meet the requirements of the law. It is a requirement that all shows and events provide information to the NLIS database for tracing of stock. You may wish to do this yourself or have the Department help you. Consequently, on request and by arrangement, the Department will assist any organisation meet their responsibilities in regard to recording information on the NLIS database and advise you on management of other aspects of livestock movements in and out of the show or event including paper records and vendor declarations (if the movement involves a sale). The Department would encourage all organisers to consider adopting a policy which considers that only animals which are fully compliant with identification and movement documentation requirements are eligible for showing, prizes or other forms of recognition. Who needs to use these guidelines? This document needs to be used by the person(s), organisation or the designated person responsible for the show or event. The organising body needs to be aware of their responsibilities and discharge their obligations so the event satisfies regulations. What you need to do. These guidelines provide information to the responsible persons and committees managing agricultural shows, rodeos, sporting events and other special public events that show livestock and aggregating points for livestock. These types of events are considered to be high risk focal points that can facilitate the spread of diseases unless there is a strong commitment to biosecurity. Following these guidelines will help you meet you obligations to NLIS and Tasmania s livestock movement legislation. NLIS Guidelines for Agricultural Shows and Special Events Page 3 of 16

4 2. Property Identification Code (PIC) All Tasmania properties that run livestock must be registered with a Property Identification Code (PIC) to buy, sell or to move stock. A PIC is a unique eight character alphanumeric code allocated by Department of Primary Industries, Parks, Water and Environment (DPIPWE) to a property or number of properties operating as a single livestock enterprise. A showground is a property and must have a PIC. The PIC type is listed as a showground on the national register. If you need to apply for a PIC number go to (search for PIC s) and open the page PIC Registration and Amendment system. This page can also be found at This will allow you to apply for PIC online. You can apply in writing by downloading the PIC application form and mailing or faxing the form to the Registrar of Animal Brands. This form can be found on the DPIPWE website at This process could take up to 7 days so make sure you apply early well before the event. A PIC is allocated at no cost. Contact Registrar of Animal Brands on (03) if you have any queries about the process. 3. NLIS Account and other administrative matters You will need to obtain an NLIS database account to transfer or sight stock on the PIC of the showground or sporting event arena. If you do not have an account then contact NLIS before the show and they will issue you with a user name and account. You must have a PIC to register for a NLIS account. The NLIS account may take a week to issue or transfer to new secretary of society. To register for a new NLIS account go to or call to enquire about an existing account (NLIS Helpdesk ). Keep a record of your NLIS account identification and password for future reference. The sighted livestock function is used on the NLIS database to record cattle at any show, rodeo or sporting event. Specific information must be uploaded to the NLIS database (see Section 8). The date of the event, the cattle RFID number (a scanner to obtain RFID numbers is available from some Service Tas shops) and the show PIC to sight cattle. This must complete within seven days. 4. How DPIPWE will assist you meet your obligations Due to the high turnover of staff on show committee s DPIPWE can assist with the sighted transfer and registration update. If you are unsure of your events PIC start at the beginning and contact DPIPWE we can help. The Registrar of Animal Brands holds all PIC record and can update and help you identify your event site NLIS Guidelines for Agricultural Shows and Special Events Page 4 of 16

5 5. Responsible person and legal obligations The show and/or event organiser and/or the person responsible have a legal obligation to upload stock movements data to the NLIS database to show movement of stock, as prescribed in the Animal (Brands and Movement) Regulations Having this information in the NLIS database enhances our capacity to quickly trace animals. DPIPWE requires that the NLIS sighted function on the NIS database is used to report livestock movements to the show or event PIC. This means the responsible person must report details of animals at that PIC (see Appendix 2). It is very important to upload information to the NLIS database within the 7 day time frame and have movement documentation organised and accessible in case there is an emergency disease response. During a response you may be requested to provide details of all animals that entered the showground s on a certain day, which may have occurred a few months previously. 6. Livestock identification and tag requirements The identification and tagging requirements of stock are the responsibility of the owner and or registered person on the PIC the animal came from and not the show or rodeo society (see Appendix 4). All cattle, sheep and goats sent to a show must be NLIS identified including exhibition stock (ie sheep for shearing exhibits), baby animals (for nursery exhibits) and this must occur before they leave their property. Pigs require a tattoo, horses and alpacas will require a PIC number. If an animal arrives at the show unidentified it will be emergency tagged by DPIPWE staff and an infringement notice will be issued to the offender. It is in the best interest of the event or show society to have this information noted on any entry form requirement. 7. Vendor declarations and movement documentation All cattle movements involving a sale must be accompanied by a National Vendor Declaration (NVD) form or a generic declaration form completed for sighted show function. Sheep and goats are required upon application to the event to have an NVD for selling or a generic declaration to be given to the society. If stock is to be sold at the show an NVD must be given to the purchaser or responsible agent of the stock and a copy to the show society. (See Appendix 4). Dairy goats have an exemption in place for non-tagging of registered dairy goats. A record of movement from dairy to dairy is required and a record of showing movements must be kept, a DPIPWE officer may request to sight this document at a show. Pigs require an NVD and/or movement record if moved to the show. Horses and alpaca s will just need to supply with their entry form (their PIC number). NLIS Guidelines for Agricultural Shows and Special Events Page 5 of 16

6 8. Reporting to the NLIS database Cattle require scanning on to the event PIC from the PIC of consignment and off the show PIC to destination PIC even if the cattle are returning to the original property. The Registrar will allow the sighted feature to be used for show cattle instead. This means all show cattle can be scanned and sighted (only requiring RFID number and event PIC) by sending the information by to (Phone (03) ) for help, you will be shown how to do this and how to record information for future events. Tag scanners are available from some Service Tasmania shops (see section 13).To complete your upload to the database you will need to obtain the show PIC number, date of show and RFID or NLIS tag number of stock. Any private sales will require the new owner to transfer cattle to their PIC from the previous owners PIC on the correct dates. The vendor must provide an NVD as per normal sale requirements. The sighted show function on the database should still be completed even if the cattle have been sold. The only exemption is for auction selling at show for over hook production. 9. Sighted livestock NLIS function NLIS database go to enter your NLIS user ID and password if you already have one. A new user to the sight or unsure if the show has a previous login call and see if your show or event has a preexisting account. To do this you will need show PIC number. You will require show dates and RFID numbers of all the cattle to use the sighted function on the NLIS database through your account on your NLIS account. You can upload the numbers and cut and paste to the screen. (see Appendix 2) help notes are also available on the NLIS database. 10. Livestock going direct to slaughter If livestock are sold at the show through a rural agent to a meat processor, then return to the show over the hooks it is the responsibility of the agent to transfer stock to the abattoir and the abattoir to decease the animal on the database. The agent is required to scan the cattle take possession of the animal and the NVD from the vendor. The agent must then upload the information to the NLIS database as a saleyard transaction The show society must be able to provide DPIPWE with responsible person(s) so they can be contacted if necessary. 11. Record keeping The show or event must keep records of vendor declarations or movement records for future reference. The periods of time these records must be kept are: NLIS Guidelines for Agricultural Shows and Special Events Page 6 of 16

7 2 years for cattle; 7 years for sheep and goats; 2 years for pigs. Records are not required to be kept for alpacas and horses. These records should be filed with your NLIS account details and PIC number for future use. Filing a copy of your upload to the NLIS database for cattle is a helpful way of remembering the process and recording the file was uploaded successfully within the required time frame. 12. Compliance Shows and sporting events need to meet regulatory requirements of the Animal (Brands and Movement) Act 1984 and Animal (Brands and Movement) Regulations DPIPWE will be monitoring the compliance of each show and sporting event meeting their NLIS obligations. Periodically a field officer from DPIPWE will check for compliance in regards to movement documentation and record keeping. 13. Tag scanners Electronic livestock tags scanners are available from various Service Tasmania shops. You will need to book the scanners ahead of the event. Identification in the form of a driver s license or passport etc. will be required to hire the tag scanner. The tag scanners are hired at $10 per day. Pre book your scanner to avoid any missing out, go to your Service Tasmania shop as listed below. Scanners are available at: Beaconsfield Burnie Campbell Town Deloraine Flinders Island George Town King Island Longford New Norfolk Oatlands Scottsdale Sheffield Smithton Sorell St Helens Refer to Appendix 3 for instructions on using the tag scanners. 14. Further information There are number of ways of getting assistance depending on the issue. NLIS Guidelines for Agricultural Shows and Special Events Page 7 of 16

8 Internet: Getting assistance There are number of ways of getting assistance depending on the issue. Three regional Stock Officers are available for general assistance on the day(s) of the event or in the planning leading up to the event. The contact details for DPIPWE regional field officers are given below: o North Lyndon Iles o South Karen Bailey o North West David Luke For further assistance contact: o Registrar of Animal Brands (03) / Assistance with your PIC, emergency or special arrangements with livestock, or other general issues. o NLIS Systems (Monitoring and Audit) Officer (03) / Assistance with sighted cattle and NLIS scanning contact. o NLIS helpdesk These contacts can also assist with any Animal Welfare issues or you can contact the Animal Welfare Branch NLIS Guidelines for Agricultural Shows and Special Events Page 8 of 16

9 Appendix 1. Quick Guide for Shows and Special Events involving livestock. NLIS Guidelines for Agricultural Shows and Special Events Page 9 of 16

10 Appendix 2. Help notes: Sighted cattle function on NLIS database. NLIS Guidelines for Agricultural Shows and Special Events Page 10 of 16

11 NLIS Guidelines for Agricultural Shows and Special Events Page 11 of 16

12 NLIS Guidelines for Agricultural Shows and Special Events Page 12 of 16

13 NLIS Guidelines for Agricultural Shows and Special Events Page 13 of 16

NLIS SCANNING PROCEDURES FOR ALEIS SCANNER HIRE Hire or Borrow a NLIS

Charge the reader for at least 5 hours before use. (Overnight is best).

Connect the reader to the computer and install the Aleis software.

Save the RFIDs (ie Numbers from the ear tags) to a file.

au The scanner from Service Tasmania Shops contains more detailed

14 Appendix 3. Help notes: Aleis RFID tag scanner available from Service Tasmania shops NLIS SCANNING PROCEDURES FOR ALEIS SCANNER HIRE Hire or Borrow a NLIS reader. (Readers can be hired from most Service Tasmania stores). Charge the reader for at least 5 hours before use. (Overnight is best). Clear the reader or start a new session. Scan the cattle ear tag. Connect the reader to the computer and install the Aleis software. Download the reader to the computer using the Aleis software. Save the RFIDs (ie Numbers from the ear tags) to a file. the file to Billy.Rootes@dpipwe.tas.gov.au The scanner from Service Tasmania Shops contains more detailed instructions on connecting a scanner to the computer. Appendix 4. Show movements checklist for identification and movement documentation. NLIS Guidelines for Agricultural Shows and Special Events Page 14 of 16

15 Animal Identification Type PIC (Property Identification Code) Cattle Dairy Cattle Beef NLIS electronic tag/bolus with tag identifier NLIS electronic tag/bolus with tag identifier Sheep NLIS visual tag Yes Yes Goats NLIS visual tag Yes Yes Goats registered dairy Exemption if registered dairy Pigs Tattoo Yes Yes Alpacas No requirement Yes No Horses No requirement Yes No Yes Yes Yes Vendor Declaration Form/ Generic Movement Vendor Declaration form Yes Yes Yes or movement record NLIS Guidelines for Agricultural Shows and Special Events Page 15 of 16

Postal Address: DPIPWE, GPO Box 44a, Hobart, TAS, 7001 Phone: 61 653240

16 Postal Address: DPIPWE, GPO Box 44a, Hobart, TAS, 7001 Phone: Fax: Visit:

Management for Technology Pty Ltd. Analysis of information flows and implementation of an e-business solution for Killarney Abattoir

final report Project code: P.PIP.0079 Prepared by: Des Bowler Management for Technology Pty Ltd Date submitted: August 2006 PUBLISHED BY Meat & Livestock Australia Limited Locked Bag 991 NORTH SYDNEY NSW