N.C. Division of Pollution Prevention and Environmental Assistance
EMS and Pork Production Tools

Environmental Management Systems for Pork Producers

4.5.3 Records

Good management of records can provide your farm with a history of environmental performance and improvements.

Step 1

  • Identify and maintain a list of relevant environmental records. This listing can be kept separately (see example below) or can be recorded in Table 2 of the Legal and Other Requirements Procedure.

Records identified should include training records, regulatory inspection reports, integrator service person reports, internal management system audits, calibrations records, etc. 

Step 2

  • Determine a retention period and storage location for these records. 

It is recommended that relevant records be retained for five years or in accordance with regulatory requirements. 

  • Reasonable precautions should be taken to protect records from damage or loss such as from fire or flood.

See the example below:

Record  Location  Retention Period
Soil Samples Owner's office X years
Waste Sampling

Owner's office

X years
Lagoon Level Owner's office X years
Objective & Target list #xxx Owner's office X years
Training Matrix #xxx Owner's office X years
Training Sign-In Forms #xxx Owner's office X years
External Communication Form #xxx Owner's office X years

Step 3

  • Write a procedure that describes how records will be identified, maintained and disposed. Include personnel responsible for identifying and maintaining environmental records. The responsible party within this procedure is often the management representative, administrative assistant or EMS coordinator.

See the link below for an example of a records procedure.

(This procedure can be downloaded and customized by replacing the red highlighted areas with the specifics for your farm. You can incorporate your procedure for this element within your EMS manual or maintain it as a separate document. A small farm may decide to incorporate language within the manual that addresses this element as opposed to having separate documents.)