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SHEEP AND GOATS: IDENTIFICATION AND NOTIFICATION OF MOVEMENTS

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Dear Keeper

SHEEP AND GOATS: IDENTIFICATION AND NOTIFICATION OF MOVEMENTS

This letter seeks to clarify areas of the current sheep and goat ID and traceability system which we understand may be causing some confusion. It also explains the latest position on the recent European Commission proposal to enhance sheep and goat traceability. This letter supersedes the one issued to all keepers, dated 8 February 2002, announcing the introduction of the current system . Full details of our current system are also attached in an easy-reference Guidance Note.

The Scottish Animal Movement Unit (SAMU) which operates the sheep, goat and pig movements database is now based in Edinburgh. Contact details and a helpline number are in the Guidance Note.

Points to remember

The Guidance Note sets out the full requirements of the system that you must comply with. Highlighted below are some areas that are often forgotten or misunderstood:

Tagging requirements

• Baseline tags must always contain a flock number followed by a unique 6 digit sequential number which must run consecutively from the previous number used. Do not revert to 000001 at the start of each year . See point 1 of Guidance Note.

• Additional information for Breed Society/Management purposes must be separate from the string of characters that constitute the Official Identification number. See point 1 of the Guidance Note.

• Movement tags must be used for specified moves. See points 2 & 6 of the Guidance Note.

Movement Documents

Some of the sheep/goat movement documents have important information missing. Please ensure you complete and use the movement document correctly as explained at point 4 of the Guidance Note.

Within Business moves

To maintain traceability, it is vital that you notify SAMU of moves between locations. This includes most moves between locations within your business. There are very few exceptions. Please see point 6 of the Guidance Note.

Correct use of '7000' CPH Codes

It is essential that the SAMU database holds information on the actual locations of sheep/goats. Please ensure that you provide the CPH of the actual location the sheep/goat moves from or to. Around 90% of '7000' codes do not relate to a location where sheep/goats can be kept.

Cross-Border Movements

Where the movement is direct to a destination south of the border, please remind the receiving location to forward a copy of the movement document to their Local Authority. If you receive sheep/goats direct from a location/market outwith Scotland you must notify SAMU within 3 days of the stock arriving on your location. See point 5 of the Guidance Note.

Enforcement

Local Authority, Agricultural and Veterinary Staff will continue to carry out enforcement. They will target resources to ensure animals are correctly tagged, movement documents are properly used and animals leaving markets arrive at the location notified to the market. On-farm inspections will check that record keeping requirements are being met and that relevant movements are being notified to SAMU within 3 days of completion of the movement.

Electronic Submission of Movements to SAMU

Around 90% of movements are reported electronically to SAMU - mostly by markets and abattoirs. This method reduces the paper trail for everyone. Receiving keepers are now able to notify SAMU of within-business and private moves electronically. (A completed Movement Document must still travel with the animals.) Keepers who wish to notify SAMU electronically can do so via the Scottish Executive Website - http://www.scotland.gov.uk/agri/. The section titled 'Animal Identification & Traceability' explains how to notify your sheep/goat movements to SAMU by e-mail.

EU proposal on sheep and goat ID and traceability

You may be aware that the EU has put forward a proposal that goes beyond the requirements of our current system. In particular, the proposal includes the requirement to read and record individual IDs, double tag and tag within one month of birth. The proposal has to be agreed by the European Council before it becomes law. Representatives of SEERAD will be attending to put forward the Scottish case to have the proposal changed. We are working with key industry representatives to achieve a final regulation that is workable and enforceable in the Scottish context.

Thank you for helping make this system work. Its success is due to the very positive way the industry has adopted the system. It is essential that you continue to comply with these requirements as set out in the attached Guidance Note.

Yours sincerely

Linda Rosborough
Animal ID & Traceability
CAPM

GUIDANCE NOTE 7/03

SCOTTISH SHEEP AND GOAT ID AND TRACEABILITY SYSTEM

The system is operated by the Scottish Animal Movement Unit (SAMU). Contact details are given at point 5 of the Guidance Note. The system is comprised of Baseline tags/tattoos, Movement documents, Movement tags and a central database which records movements at batch level. These elements are explained below:

1. BASELINE TAGS/TATTOOS

Movement off holding of birth

Keepers must insert either a:

Tag - with UK + Flock/herd number + 6 digit unique sequential number: e.g. UK516432 000432

or

Tattoo - with Flock/herd number + up to a 6 digit unique sequential number: e.g. 516432 432

First movement off a holding other than holding of birth after 18 ^th February 2002 and not already baseline tagged or tattooed.

Keepers must insert either a:

Tag - with S + current location flock/herd number + 6 digit unique sequential number:

e.g. S 516432 000432

or

Tattoo - with S + current location flock/herd number + up to a 6 digit unique sequential number: e.g. S 516432 432

Breed Society/Management information must not interfere with the Official Identifier e.g. UK 516432 AB300234 or UK 516432 000234AB3. It is permissible to have the Breed Society identifier either on the other side of the tag or above/below the baseline ID.

** In no circumstance can an animal be moved with a baseline tag showing only the flock/herd mark

The baseline tags or tattoos mentioned above should if possible be placed in the left ear to distinguish them from movement tags (explained below).

Tag colour: Any colour except for red.

2. MOVEMENT TAGS

Movement tags should only be used when animals leave a location other than where the baseline tag/tattoo was inserted. Where possible they should be inserted in the opposite ear from the baseline tag/tattoo. No more than 3 official tags (combination of baseline and movement) can be fitted to the animal.

The movement tag should read: S, followed by the flock number of the consigning location:

e.g. S 524123. A sequential 6 digit number must not be included. Any colour except for red.

3. REPLACEMENT TAGS

If a baseline tag is lost and the keeper is sure of the detail of the lost tag, it can be replaced with a tag bearing the same detail as the original. Where the detail of the lost tag is not known, a replacement tag must be fitted in the same ear. It should contain the following: UK, flock number of the current location, a 6 digit unique sequential number followed by an 'R'.

E.g. UK 545411 000289R This tag must be RED.

If a movement tag is lost and the detail of the tag is known, you may replace it with another tag showing the same detail. Otherwise no replacement tag is required.

4 MOVEMENT DOCUMENTS

A movement document must accompany most movements of sheep/goats - see table at point 6. It should be completed as follows:

SECTION A: Part 1 - Departure Location Details (completed by consigning keeper or representative at loading)

Part 2 - Destination Location Details (completed by consigning keeper/representative at loading)

Destination CPH number should be entered by the consignor if known but the destination address must be entered before the movement begins. '7000' codes are only acceptable if they identify the actual CPH location of the animals.

SECTION B

Keepers undertaking their own haulage may find Section B helpful. Anyone engaged in the transport of animals should familiarise themselves with the regulatory provisions to ensure that they comply with the law, most relevant is The Welfare of Animals (Transport) Order 1997. For further information contact SEERAD Animal Welfare Division on 0131 244 6181 or visit the Defra Website at http://www.defra.gov.uk/animalh/welfare/farmed/transport.htm

Next steps

On completion of the above, the movement may commence: the white copy must accompany the animals on their journey to the receiving location. The pink copy should be retained at the departure location to update farm records and may be required for Inspection purposes. See points 5 & 6 for guidance on reporting movements.

SECTION A: Part 2 (for action/completion by receiving keeper or his representative)

• Ensure that the full details of the receiving location including CPH and address are entered.

• Check that the number received agrees with the number sent. Any difference should be explained next to the 'number received' box.

• Date of Arrival should always be completed, even if same-day movement.

• The person signing must be present at unloading and be the keeper or his representative. The phone number of the signatory should be listed.

5. REPORTING MOVEMENTS

Moves within Scotland

If the animals arrive direct from a Scottish market, the market will notify the full movement to SAMU. No further action is needed by the receiver unless the details on the document are incorrect. If so, the receiving keeper must notify SAMU of the correct information, contact details below.

For most other types of moves within Scotland, the receiving keeper is required to notify SAMU within 3 days of the completed movement, see table below. Keepers can do so by e-mail, or by faxing the white copy to SAMU, or by posting a copy of the movement document to SAMU. A copy should be kept to update farm records as it may be required at inspection.

Cross-border movements, exports and imports

Where the movement is direct to a destination south of the border, the receiving location should be reminded to forward a copy of the movement document to their Local Authority. If animals are being taken direct from Scotland to a country other than England or Wales the consigning keeper must notify SAMU of the move within 3 days of the animals leaving the holding. Keepers can do so by e-mail, or by faxing a copy to SAMU, or by posting a copy of the movement document to SAMU

For animals arriving in Scotland direct from a location/market outwith Scotland, the receiving keeper/market is responsible for notifying the movement to SAMU within 3 days of the animals arriving. Keepers can do so by e-mail, or by faxing the travel document to SAMU, or by posting a copy of the travel document to SAMU

6 EASY REFERENCE TABLE

A table setting out the actions you must take is given below. The majority of movement scenarios are covered, however if further advice is required please contact SAMU.

Sheep and Goat Movement Requirements & Notifications For Scottish Keepers

Stray animals: Details should be recorded in the record books of both the location where the animal was found and the location it strayed from. If however, the farms are contiguous then no action is required.