Record-Keeping in Agriculture: Why It Matters and How to Begin

In a previous article, we explored organic certification and highlighted the essential role record-keeping plays in achieving it. However, record-keeping extends far beyond certification—it's a cornerstone of success for any farm. Whether managing a small-scale operation or a larger enterprise, maintaining well-organized records can significantly enhance decision-making, optimize resource management, and improve financial outcomes.

This article delves into the many benefits of keeping accurate records, offering practical examples to show how this simple yet powerful practice can make a significant difference. The examples here come from testimonials by farmers and field technicians, many of whom share how LiteFarm, a farm management app hosted at The University of British Columbia (UBC), has helped them improve their record-keeping.

Why Record-Keeping is Crucial for Farming Success

Farmers face a multitude of challenges every day, from weather events and pest damage to unexpected crop growth outcomes and volatile markets. Keeping detailed records allows you to look back and better understand what happened, why it happened, and how to prevent or address similar issues in the future. With a comprehensive record of your practices and outcomes, you can begin to identify long term cycles and patterns, pinpointing problems like nutrient deficiencies or inefficient practices, and adjusting your approach accordingly.

Records also serve as a vital planning tool, helping you manage resources like inputs, labor, and time more efficiently. But their value goes beyond that—they're essential for enhancing transparency and traceability, which are qualities purchasers increasingly seek in sustainable practices. Many certification programs including those focused on organic, regenerative, and carbon footprint-related farming—such as the Regenerative Organic Alliance—require comprehensive records of agricultural practices. So, as demand for organic and sustainable farming grows, maintaining well-organized records is the first step toward making your farm more appealing to conscious buyers.

The type of data you record will depend on your goals—whether you're running a commercial farm, managing a family garden, or working toward organic certification. However, the more consistently you record information, the more effective your planning and decision-making will be. Keep in mind that record-keeping takes time, so it’s essential to be strategic in deciding which records are most important to maintain. Over time, as your farm evolves, the types of records you prioritize may change, guided by insights gained from your initial record-keeping efforts. Let’s take a closer look at some key areas where record keeping can truly make an impact.

Farm Map

One of the most essential tools in farm management is the farm map—it allows you to visualize, plan and report on land use, from cultivation areas to natural reserves, guiding decisions like resource allocation and crop selection. Ricardo Eslava, a member of the management team of Corporación Buen Ambiente (Corambiente) in Colombia, shared his experience using the LiteFarm map with family farmers (translated from Spanish):

"From the aerial view, which is very different from the perspective we have on the ground, families can identify, recognize, and quantify the space dedicated to each activity."

Farmers supported by Movimentos Mecenas da Vida in Brazil, one of the organisations participating in the “Agroecology in Latin America: building pathways” project.

Source: Agroecology in Latin America: Building Pathways project.

Agrobiodiversity

Recording agrobiodiversity is also a key foundation for other important farm records, such as harvests and finances. Walter Santillana, a field technician from FUNDESYRAM in El Salvador, which participates in the “Agroecology in Latin America: building pathways” research project, shared this insight (translated from Spanish): 

“Through these reports from the project's early years, we discovered that many families were unaware of the rich diversity within their production units, whether farms or plots. By identifying and documenting the various crops they cultivate, we were able to bring this to light. This realization became evident through the data we gathered. We also found that some crops, such as turmeric and ginger, were being underutilized. Many producers had them in their plots but only fully recognized their presence during the crop registration process.”

Red pineapple (Ananas bracteatus).

Photo credit: Larisse Cavalcante.

Tasks

Accurate task records are crucial for organizing farm activities and ensuring effective collaboration. By tracking responsibilities, deadlines, and the time spent on each task, farmers can increase operational efficiency and reduce resource use. This also helps in dividing labor fairly and monitoring farm progress.

Farmer and field technician from the Movimiento de Economía Social y Solidaria del Ecuador (meSSe), one of the organisations participating in the “Agroecology in Latin America: building pathways” project. 

Source: Agroecology in Latin America: Building Pathways project.  

Harvest quantity and use

While recording harvests for sales is a common practice, many recordkeeping systems do not account for the value of crops harvested for household use or barter. Tracking all harvests can provide a more complete picture of a farm’s economic productivity and contribution to livelihoods. Angélica Gehlen, a farmer from Sítio Canaã, an agroecological farm in southern Brazil, shared how keeping track of her harvests revealed the true potential of her farm (translated from Portuguese):

“Through record-keeping in spreadsheets, we realized how much we were already producing with fruit trees, which has become our focus.” 

Angélica Gehlen with a field technician from CEPAGRO at her farm.

Source: CEPAGRO

Finances

Detailed financial records are vital for the long-term viability of a farm. By tracking expenses, revenue, and profits, farmers can identify inefficiencies and make better financial decisions. Regular financial record-keeping also supports access to rural credit and government benefits, making it easier to apply for loans or secure assistance.

Emerson Garcia, a farmer from El Salvador, shared how LiteFarm helped him maintain a detailed financial record (translated from Spanish):

“We are very happy because we will have a complete record of everything related to the farm: the work, income, and expenses, which will allow us to apply for financing.”

Emerson Garcia on the field in El Salvador. 

Photo credit: David Trapp.

Beyond individual farm management, accurate records can contribute to the broader development of public policies that support agroecology and other sustainable farming practices. By sharing detailed farm records to show a complete picture of economic, ecological, and social performance of their agricultural operations, farmers can help shape policies for rural extension, technical assistance, and other initiatives to support agriculture. 

In a previous article, we highlighted how LiteFarm supports agroecological farmers by providing valuable data for research, such as the "Agroecology in Latin America: building pathways" participatory action research project. 

Simple Strategies to Start Effective Record-Keeping

If you’re new to record-keeping or want to improve your process, here are a few simple strategies to get started:

1. Choose the right tool: It's crucial to select one or more tools that best fit your needs, whether it’s a spreadsheet, a notebook, or an app. Consider factors like data security, ease of sharing data or moving it to another platform, and storage options. To learn more about data governance and data sovereignty, check out these resources.

2. Build a Habit: Make record-keeping a natural part of your daily routine by setting a consistent schedule. Regular updates will help keep your information accurate and up to date.

3. Involve Different People: Engage multiple workers or family members in record-keeping, assigning clear responsibilities. 

4. Organization: Consolidate scattered records into a single, standardized, and secure system for better decision-making.

5. Start small: Avoid overwhelming yourself by trying to track everything at once. Begin with one aspect, like harvest amounts, and gradually expand as you become more comfortable.

Starting with these simple steps can set you on the path to more efficient, profitable, and sustainable farming. We understand that record-keeping can seem like a daunting task amidst the hustle of daily farm life, and it’s easy to push it aside. However, it’s important to remember the lasting value these records bring to your farm. With time, experimenting with new methods and adapting your approach will make the process easier, turning it into a seamless part of your routine. The initial effort will soon pay off, bringing long-term benefits to your farm.

Follow us on LinkedIn—we’ll soon be releasing unique resources to help you keep farming records! If you need any help using the LiteFarm app or have any questions, our support team is just an email away at support@litefarm.org or lite.farm@team.ubc.ca.  We’re here to help you every step of the way.

Happy farming, and keep thriving!

The LiteFarm Team