Top 4 Commonly Required Farm Records
The number of records farms need to keep is steadily increasing. Get a quick overview of the types of records commonly required across US farms.
With FSMA 204 joining the list of reporting requirements for US farms, it’s time to do a quick recap of the most common types of reports required. This isn’t a comprehensive list (no one would read that in single sitting) but rather a guideline of what should be on your radar.
For conventional farms, we can summarize reporting requirements into 4 categories.
1. Food Safety (FSMA & GAP Certification)
The USDA partners with the FDA to enforce the FSMA Produce Safety Rule.
If your farm undergoes a GAP certification audit, you will need to keep records of:
Farm Practices
- Water testing results for irrigation and washing.
- Cleaning and sanitation logs for tools, equipment, and storage areas.
- Records of pest control measures.
Worker Training and Health
- Employee training logs on hygiene and food safety.
- Documentation of illness reporting procedures.
Traceability
- Records that allow traceback of crops from farm to customer, including harvest and lot codes.
- Read more about how this is changing nationwide with FSMA 204 in January 2026.
Harvesting and Post-Harvest Handling
- Logs for crop storage conditions (e.g., temperature, humidity).
- Documentation of any chemicals used in post-harvest treatments.
2. Pesticide Applications
The 9 required elements that must be recorded within 14 days of each Restricted Use Pesticide (RUP) application are as follows (as per the USDA website):
- The brand or product name (trademark name)
- The EPA registration number
- The total amount applied (not a percentage but the specific weight or volume applied)
- The month, day, and year
- The location of the application
- The crop, commodity, stored product, or site being treated
- The size of area treated
- The name of the certified applicator performing or supervising the work
- The certification number of the private applicator
3. Crop Insurance or Subsidy Programs
If your farm participates in a USDA crop insurance or subsidy programs, farms must keep records on:
- Production History: Records of yield per acre over multiple years.
- Sales and Revenue: Documentation of crop sales, contracts, and market prices.
- Loss Events: Evidence of losses due to weather, pests, or other covered risks.
Finally, depending on your farming business you may also have obligations for Environmental Compliance .
4. Environmental Compliance (If Required)
Some farms must also maintain records for environmental programs such as:
- Soil and Water Conservation Records: logs of conservation practices, erosion control measures, and water usage.
- Pollinator Protection: evidence of measures taken to protect pollinators, such as buffer zones or habitat preservation.
Did you know?
Let’s wrap up with a few quick facts about agricultural recording keeping.
- Most USDA and FDA programs require records to be kept for at least 2–5 years, depending on the specific program.
- State, Federal, or tribal agency representatives may require access to inspect your records. Certified or licensed health care professionals may also have the right to access your pesticide recordbook.
- The fine for non-compliance for federal pesticide record keeping can be up to 750 USD on the first offence and typically starts at 1100 USD for a subsequent offence
- Digital records are increasing in popularity among US farms.
Credit to the USDA for their comprehensive information on recordkeeping available online.
Would you like to learn more about how to efficiently manage your farm’s recordkeeping? Join our email newsletter below or explore farmable.tech.
