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Record Keeping Forms For CAFO Facilities


The Mississippi Farm Bureau Federation (MFBF) has been working with the Mississippi Department of Environmental Quality (MDEQ) for over a year to smoothly implement new regulatory changes regarding management of animal byproducts at concentrated animal feeding operations (CAFOs). The Environmental Protection Agency (EPA) mandated regulations requires new levels of record keeping for animal operations that fall within the CAFO threshold. Dry litter poultry operations, previously exempt from the CAFO regulations, are now subject to federal permit coverage. The MDEQ is the agency designate to implement federal environmental mandates.

CAFO designated facilities must submit a Notice of Intent (NOI) for Permit Coverage to MDEQ prior to beginning construction of a new facility, to meet the permit coverage timeframe set for existing CAFO facilities, or facilities that are expanding and will then meet the CAFO criteria. The NOI for dry poultry litter CAFOs can be downloaded from the MDEQ website. The link to the NOI is provided here.

In an effort to help make record keeping requirements consistent and understandable for producers, the MFBF has developed a set of record keeping forms that can be downloaded and printed out in order to establish a comprehensive set of documents that comply with all required record keeping components as outlined in the new CAFO regulations. It is the responsibility of the producer to compile and keep current all record keeping requirements.

MFBF intended to develop a simple, yet effective, set of record keeping documents that would allow for quick recovery of records, utilize information from the facility’s nutrient management plan, and meet all annual reporting requirements. The MDEQ and the Natural Resource Conservation Service have reviewed the forms and agree that the forms address the items required for documentation under the new CAFO regulations.

The documents needed to achieve compliance with CAFO record keeping requirements are listed below with an explanation for each. All of the documents are in pdf format. You will need Adobe Acrobat Reader to view these documents. If you don't have this program, click here to download it.

Annual Reporting Form: The EPA’s National Pollutant Discharge Elimination System (NPDES) Permit Regulations (40 CFR Part 122.42) effective April 14, 2003, requires that all CAFOs must submit an annual report to the Permitting Authority. This report requires basic information needed to document the performance of the CAFO relative to permit requirements.

Production Area Record Keeping Form - Water Lines: The EPA’s NPDES Permit Regulations and Effluent Limitation Guidelines and Standards (ELGS) for CAFOs (40 CFR Parts 122 and 412) effective April 14, 2003, requires that all CAFOs must maintain operational and maintenance records that document the daily inspection of water lines, including drinking water or cooling water lines, inspection findings, and preventative maintenance needed and undertaken as a result of the findings. Records must be maintained on-site for a period of five years from the date they are created.


Production Area Record Keeping Form - Litter Storage: The EPA’s NPDES Permit Regulations and ELGS for CAFOs (40 CFR Parts 122 and 412) effective April 14, 2003, requires that all CAFOs must maintain operational and maintenance records that document the weekly inspection of manure, litter, and/or process wastewater storage or containment structures, inspection findings, and preventative maintenance needed and undertaken as a result of the findings. Records must be maintained on-site for a period of five years from the date they are created.

Production Area Record Keeping Form - Storm Water: The EPA’s NPDES Permit Regulations and ELGS for CAFOs (40 CFR Parts 122 and 412) effective April 14, 2003, requires that all CAFOs must maintain operational and maintenance records that document the weekly inspection of storm water diversion devices, runoff diversion structures, and devices channeling contaminated storm water to the wastewater and manure storage and containment structure, inspection findings, and preventative maintenance needed and undertaken as a result of the findings. Records must be maintained on-site for a period of five years from the date they are created.

Land Application Area Record Keeping Form: The EPA’s NPDES Permit Regulations and ELGS for CAFOs (40 CFR Parts 122 and 412) effective April 14, 2003, requires that all CAFOs must maintain operational and maintenance records that document protocols for manure, litter, and/or wastewater applied to the land under CAFO control. Records must be maintained on-site for a period of five years from the date they are created.

Litter Analysis Record Keeping Form: The EPA’s NPDES Permit Regulations and ELGS for CAFOs (40 CFR Parts 122 and 412) effective April 14, 2003, requires that all CAFOs must maintain operational and maintenance records that document the results of annual manure, litter, and/or wastewater sampling and analysis to determine the nutrient content. Records must be maintained on-site for a period of five years from the date they are created.

Soil Analysis Record Keeping Form: The EPA’s NPDES Permit Regulations and ELGS for CAFOs (40 CFR Parts 122 and 412) effective April 14, 2003, requires that all CAFOs must maintain operational and maintenance records that document the results of sampling and analysis at least every five years of representative soils under CAFO control and used for land application to determine the nutrient content. Records must be maintained on-site for a period of five years from the date they are created.

Manure Transfer Record Keeping Form: The EPA’s NPDES Permit Regulations and ELGS for CAFOs (40 CFR Parts 122 and 412) effective April 14, 2003, requires that all CAFOs must maintain records that document the amount of manure and/or wastewater transferred to other persons. Records must indicate date of transfer and name and address of recipient. Records must be maintained on-site for a period of five years from the date they are created.

Animal By-Product Responsibility/Liability Transfer Form: This type documentation is not required by federal or state regulations. MFBF recommends completion of this form prior to off-site transfer and receipt of manure, litter, or other animal by-products by other persons. This form is intended to provide a level of confidence that recipients will utilize manure, litter, or other animal by-products in accordance with all pertinent state and federal regulations and in accordance with accepted agronomic practices.

MFBF recommends that facility owners and operators keep all records in a central location that allows easy and quick access for data entry and retrieval. We recommend the use of a three-ring binder with dividers for those who chose to utilize this paper-based record keeping system.

MFBF is confident these forms will meet your needs in developing a comprehensive record keeping system. Should you have any questions regarding a form or you see where improvements can be made to make forms more understandable or accessible, please contact Andy Whittington at 1-800-227-8244 ext. 4238.


© 2007 Mississippi Farm Bureau Federation