Paperwork and Records

    Required Documents

    Many items in the standard are statutory Legal Requirements laid down by legislation, so what is being asked for is no more or no less than the legal requirements of the law.

    It is important to stress that the APPLICABLE PRODUCER STANDARD should be your guiding document in all cases and that this document is only a broad overview of what is required.

    The relevant Producer Standard is:

    SDAS Rev 1 for Dairy producers

    Please take the time to read the SDAS Standard so that you are fully aware of all of the requirements. The following documents need to be available to the inspector during the inspection. (Only if applicable to your type of enterprise).

    Bovine Herd register and / or Flock register (DAFM Document or other Approved Electronic method) Legal Requirement

  • Animal Remedies Purchase records and Receipts (Bord Bia Farm Book or other means) Legal Requirement
  • Vets Prescriptions Legal Requirement
  • Animal Remedies Usage Records, written up to date. (Bord Bia Farm Book or other means) Legal Requirement
  • Feed Labels retained
  • Feed Delivery Dockets or Receipts
  • Farm Safety Risk Assessment document, written up to date and signed. (HSA Document) Legal Requirement
  • Animal Health Plan written up to date. (Bord Bia Farmbook)
  • Bait Plan, dated and signed (If applicable)
  • Animal Passports / Dispatch Dockets available
  • Milk Collection Dockets
  • Milking Machine Service Records
  • Recent Valid Water Test (if using own well water source)
  • Post Inspection

    Once your closing meeting has been completed with the Inspector, the inspection details go through some further steps before final decision. These are as follows:

  • The Inspection report goes to the Inspection Body for Initial review
  • Your will then receive a letter detailing any Major Non Compliances found at Inspection
  • Your Milk Advisor will work with you to close out the Non Compliances and submit the necessary documents
  • On completion of this step, the Inspection Report is forwarded to an Independent Reviewer for analysis
  • Finally, the Inspection report, including all Review Stage data is sent forward to the Certification Committee for Certification or other decision
  • The producer (You) will receive a letter outlining the determination of the Certification Committee regarding your Certification Status. This letter details any Areas for Improvement or Non Compliances and whether or not you have been successful
  • Helpful Documents

    Below, please find links to documents and pages that may help you prepare for your inspection: Click on any one of them to download a PDF that you can print off for reference:

  • Quick Start Guide to Preparing for your Inspection
  • Pre-Inspection Quick Checklist
  • SDAS Sustainable Dairy Assurance Standard Rev 1
  • Bord Bia Farm Book for Keeping records
  • Bord Bia Tubes Register for keeping Tube Records
  • HSA Farm Safety Risk Assessment Book
  • Other Useful Documents, Signs and Forms

SDAS - The How and Why

    Sustainable Dairy Assurance Scheme

    This scheme has been running since 2014 and accounts for 50% of all milk produced in Ireland. The scheme is open to all Bovine Milk producers with a Republic of Ireland Herd number. It is free to join, but there is a bit of preparatory work to be done, prior to your Inspection by a Bord Bia approved Inspector.

    Please look at the REQUIRED DOCUMENTS on the right hand panel for a list of all documents and records you need for your inspection.

    Why Bother?

    Since more than 12% of the ENTIRE WORLDS Baby Food Formulation is produced in Ireland, our customers DEMAND it.

    If we do not put our very best foot forward, we will be driven back to selling our milk as a cheap commodity product, ill thought of and poorly priced. Is this really what anyone wants?

    If you want a future for your Dairy farm, a decent price for your produce and some hope for the future, this is the only choice available.

    Not doing so will virtually GUARANTEE poor prices for you in the future with little or no market avaliable to anyone.

    Am I More Likely to be inspected by other agencies if I Join?

    Quite the opposite in fact. The information gathered during the course of your Bord Bia Inspection is confidential and is not shared between other agencies, external entities or third parties.

    However, some third parties may look to see whether you are quality assured or not as a way of pre-screening your farm for an inspection. By not being Quality Assured, you INCREASE the risk of having an inspection from another agency.

    So, you are much LESS LIKELY to have an inspection by another agency if you are in the scheme, though not precluded from having one.

    Farm Infrastructure

    There are as many different types of farms as there are farmers, so no one size fits all. Some farms will have superbly built, modern and very comprehensive infrastructure, while other farms will comprise only the most basic elements and may not even include housing or other facilities.

    In all cases, the infrastructure needs to be sufficient for the type of farming practiced, but basic farm infrastructure can be adequate to pass the Inspection.

    In principal, if a farm is neat and tidy, with sufficient facilities to ensure the safety and welfare of both animals and humans and to pose no threat to the environment, there is no reason for any farm to be in-eligible on infrastructure alone.

    Ensure your Dairy and Parlour are clean and free from dust and contaminents, clusters and milk collection bottles are clean and washed.

    Farm Safety

    Take the time to walk your farm and identify and eliminate any obvious safety risks. This is not only good practice from the Inspection point of view, but simply makes sense. Once this has been done, you should formalize this into the Farm Safety Risk Assessment document.

  • Ensure your FSRA (Farm Safety Risk Assessment) has been completed either on line (HSA.ie) or on paper (FSRA.pdf). (Legal Requirement)
  • Ensure the FSRA is available to visitors (Legal Requirement)
  • The auditor will examine your farm for obvious farm safety hazards, serious hazards will result in a non-compliance
  • Pollution / Environmental Protection

    As part of the marketing strategy for Ireland's agricultural production, Bord Bia is trying to promote a green, clean and sustainable image of Ireland as a food producer and it is one which we can largely stand over. It follows that producers must comply with this key element of the producer standard.

    During your Farm walk you should also try to identify and eliminate any obvious pollution risks. Here are some obvious pollution hazards that must be avoided.

  • Effluent run off that can enter water courses
  • Dairy Washings or Run-Off that pose a threat to the environment
  • Slurry or other effluents that pose a threat to the environment
  • Waste oils that pose a pollution risk
  • Leaking Diesel or other Fuel tanks
  • Burning plastic outdoors is the biggest cause of Dioxin pollution in the atmosphere, so don't do it! Dispose of all plastics, oils, and other waste materials properly

    Protecting our environment is in everyone's interest, so do everything you can to encourage good environmental practices on your farm. This can often save you money as well as being good practice while bad environmental practice can have a negative impact on your Inspection