Honey Bee Producer Guide to the National Bee Farm-level Biosecurity Standard
Appendix G: Sample record keeping
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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:
- Complete records in real time whenever possible. Recording after-the-fact (from memory) can often lead to errors
- Have records that are as accurate as possible. Unconfirmed diagnosis or suspicion of a pest should be identified as such
- Be aware that errors in entering information should be struck-through, dated, and initialed, rather than erased or otherwise obscured
- Know that dated and properly identified digital camera images are a useful supplement to written records
- 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
The next 4 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
The next 6 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
The next 3 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
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
There are 2 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)
There are 2 tables under section 7.0 Facilities.
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
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
There is 1 table under section 9.0 Contacts there are 9 columns and 13 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
Website
Date contact last updated
There is 1 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
There is 1 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
- Date modified: