Agriculture & Farming

Keep holding registers for livestock

Legal requirements for recording livestock identification, movements, births, deaths, and annual inventories. Covers cattle, sheep, goats, pigs, and deer with species-specific deadlines and retention periods.

UK-wide
Guide summary

If you keep cattle, sheep, goats, pigs, or deer, you must keep written records of every animal’s identification, movements, births, and deaths. You must register your land and animals before they arrive. Failing to keep accurate records can lead to penalties and legal action.

  • Register for a CPH number before any animals arrive
  • Apply for a herd or flock mark for your animals
  • Record all livestock movements within 36 hours
  • Record births and deaths within specific deadlines
  • Keep cattle records for 10 years
  • Keep sheep and goat records for 3 years
  • Keep pig records for 6 years
  • Keep deer records for 10 years
  • Complete an annual inventory for all species
  • APHA or local authority may inspect your records
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UK-wide

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Overview

If you keep livestock in England, you must maintain accurate holding registers recording every animal's identification, movements on and off your holding, births, deaths, and tag changes. These are legal requirements under livestock traceability regulations, designed to control disease outbreaks and maintain food safety standards.

The requirements vary by species—cattle have longer retention periods than other livestock. All movements must be recorded within strict deadlines. See the species-specific requirements below for exact retention periods and recording deadlines.

Failing to maintain compliant records can result in penalties, loss of subsidy payments, and prosecution. Your holding register may be inspected by Animal and Plant Health Agency (APHA) officials or your local authority at any time.

Before you start keeping livestock

Before any livestock arrive on your land, you must obtain two key registrations:

Without a CPH number and herd/flock mark, you cannot legally receive livestock or order identification tags. Apply for your CPH number up to 6 weeks before animals arrive (processing takes up to 10 working days), then contact APHA to register your herd or flock mark.

Cattle holding registers

Cattle holding registers are the most detailed and have the longest retention period. You must record every movement, birth, death, and tag replacement within strict deadlines. The 36-hour recording deadline for movements is particularly important—this starts from when the animal physically arrives or leaves your holding, not when paperwork is completed.

What this means in practice: If a cow arrives at your farm on Monday at 2pm, you must record its official ear tag number, date of arrival, and origin CPH number by Wednesday at 2am (36 hours later). Similarly, if you tag a calf born on your farm, you must record the new tag number within 36 hours of applying it.

Many cattle keepers find it easier to record movements immediately using the online Cattle Tracing System (CTS Online), which simultaneously fulfils your holding register obligation and reports the movement to the British Cattle Movement Service.

Sheep and goat holding registers

Sheep and goats share the same recording requirements. The deadlines are similar to cattle (36 hours for most events), but the retention period is shorter—3 years instead of 10 years.

What this means in practice: When you buy 20 sheep at market on Friday, you must record their arrival by Saturday evening (within 36 hours). Record the date of arrival, number of animals (20), their tag numbers (you can batch-record if from the same origin), and the market's CPH number. Each year, count the sheep and goats on your holding on 1 December and record the totals in your register by 31 December.

The Livestock Information Service (LIS) provides a free online holding register for sheep and goats, which many keepers find more convenient than paper records.

Pig holding registers

Pig records focus primarily on movements and annual inventories. Unlike cattle, you don't need to record individual births or deaths for pigs (unless they're individually identified for shows or breeding), but you must track movements by herd mark.

What this means in practice: When 50 weaners arrive from another farm, record within 36 hours: the arrival date, number of pigs (50), their herd mark (the 6-character code from their ear slap marks or tags), and the origin CPH number and keeper details. Once per year (you choose the date), conduct an inventory counting your total pig population and recording your holding's typical capacity.

Pig keepers must also keep separate veterinary medicine records and retain dead pig disposal receipts for 2 years—these are additional to the holding register.

Deer holding registers

Deer record-keeping is simpler than other species. You only need to record movements—not births, deaths, or annual counts. Deer are also exempt from standstill rules, making movement management less restrictive.

What this means in practice: When you move three deer to another holding, record within 36 hours: the date, each deer's unique identification number, the destination CPH number, and the receiving keeper's name and address. If moving deer within 10 miles on land registered to the same CPH (and they won't mix with other livestock), you don't need to report this to APHA—though you may still want to record it internally for farm management.

Annual livestock inventories

Sheep, goats, and pigs require an annual count to be recorded in your holding register. Cattle and deer have no annual inventory requirement—movement records alone keep their populations traceable:

What this means in practice: Mark these dates in your calendar each year. Count the sheep and goats on your holding on 1 December and record the totals in your register by 31 December. For pigs, choose your own annual inventory date (many align it with financial year-end) and record your current population plus your holding's typical capacity. There is no annual inventory requirement for cattle.

These annual counts help verify that your ongoing movement records are accurate and provide government with livestock population statistics for disease control planning.

How long to keep your records

Retention periods vary significantly by species. Cattle records must be kept far longer than other livestock due to BSE traceability requirements:

What this means in practice: If your last cattle entry was on 20 March 2025, you must keep the entire register until at least 31 December 2035 (10 years from the end of that calendar year). For sheep, goats, and pigs, once your last animal leaves or dies, keep records for 3 more years from that point. Don't destroy old registers prematurely—APHA can request to see historical records during inspections.

Many keepers find it simplest to retain all livestock records permanently rather than calculating exact destruction dates, especially if using digital systems with unlimited storage.

Movement recording deadlines

The 36-hour deadline applies across all major species, but there are some variations and additional deadlines to be aware of:

What this means in practice: The 36-hour recording deadline in your holding register is separate from (and in addition to) the 3-day deadline for reporting movements to central traceability systems like BCMS (cattle), LIS (sheep/goats), or eAML2 (pigs). You must do both. Many keepers use the online systems to simultaneously record and report, which reduces duplication.

If you attend a market with sheep or goats, the market (as a central point recording centre) may record movements on your behalf, but you remain legally responsible and should verify the records are correct.

Format and record-keeping options

You can maintain your holding register in any format—paper, spreadsheet, farm management software, or government online systems—provided it contains all mandatory information and can be produced for inspection.

Paper registers

  • Free templates available from Defra for all species
  • Simple notebook acceptable if it contains all required fields
  • Must be kept securely and legibly
  • Suitable for small-scale or hobby keepers

Spreadsheets

  • Excel or similar spreadsheet software permitted
  • Allows easier searching and annual count calculations
  • Back up regularly to prevent data loss
  • Print copies for physical inspection if requested

Farm management software

  • Commercial farm software often includes holding register functionality
  • May integrate with weighing, feeding, and medicine records
  • Ensure software meets all legal requirements for your species
  • Maintain backup systems in case of software failure

Government online systems (recommended)

  • Cattle: Cattle Tracing System (CTS) Online—simultaneously records in your holding register and reports to BCMS
  • Sheep and goats: Livestock Information Service (LIS)—free online holding register recommended by Defra
  • Pigs: Electronic Animal Movement Licensing (eAML2)—records movements and reports to APHA
  • Deer: No dedicated online system; use spreadsheet or farm software

Using government online systems is generally the most efficient approach as it eliminates duplication between holding register recording and movement reporting. However, you should still maintain backup records in case of system downtime or internet access issues.

Penalties for non-compliance

Failing to maintain accurate holding registers or missing recording deadlines can result in:

  • Financial penalties: On-the-spot fines or prosecution with unlimited fines
  • Farm payment scheme consequences: Breaches of livestock record-keeping law can lead to payment recovery or termination under the terms of delinked payment and environmental land management scheme agreements
  • Movement restrictions: Your holding may be placed under movement restrictions until records are corrected
  • Criminal prosecution: Serious or repeated breaches can result in criminal charges
  • Reputational damage: Non-compliance may affect farm assurance scheme membership and customer confidence

APHA conducts regular inspections and cross-checks holding registers against central movement databases. Inspectors can visit your holding without prior notice and request to see registers immediately. If records are incomplete, inaccurate, or missing, penalties can be issued on the spot.

Tips for maintaining compliant records

  • Record movements immediately: Don't wait—record as soon as animals arrive or leave while details are fresh
  • Set up a recording station: Keep your register, pen, and any devices near where livestock are loaded/unloaded
  • Check ear tags carefully: Misread tag numbers are the most common error—double-check all digits
  • Keep movement documents: Attach or file movement documents (AML2 forms, FCI forms) with your register for cross-reference
  • Mark calendar reminders: Set annual reminders for inventory dates (count sheep and goats on 1 December and record the totals by 31 December; pick your own annual date for pigs)
  • Back up digital records: If using software or spreadsheets, maintain regular backups to prevent data loss
  • Review quarterly: Regularly check your register for completeness and accuracy—don't wait for an inspection
  • Train all staff: Ensure everyone involved in livestock handling knows the recording requirements and deadlines
  • Keep registers accessible: Store registers where they can be produced quickly for inspection—not in locked filing cabinets with missing keys