Breeding Record Management Guide for Breeders | Recording and Using Pedigree and Health Information

Record Management is a Breeder's Foundation

Proper management of breeding records is the foundation of being a responsible breeder. By accurately recording and managing pedigree information, health records, and breeding performance, you can improve the quality of your breeding plans, reduce the risk of genetic diseases, and provide buyers with trustworthy information.

You may feel that keeping records is a hassle, but once you have set up a system, the daily burden is not that great. And accumulated records become your most valuable asset for future breeding plans. The longer-established breeders are unanimous in saying "I should have realized the importance of record-keeping sooner." Starting today is your greatest investment in yourself three or five years from now.

Records You Should Keep

Individual Information

Record the following basic information for all breeding animals.

• Identification information: Individual name (breeding name), microchip number, ring number, etc.
• Birth information: Date of birth, birthplace, number of littermates
• Pedigree information: Sire and dam individual names and pedigree (minimum 3 generations, preferably 5)
• Physical characteristics: Weight and body length progression, body color and pattern, notable traits
• Temperament and personality: Docility, activity level, shyness, and other behavioral traits that affect breeding selection

Health Records

• Vaccination history: Date, vaccine type, and veterinary clinic name
• Parasite treatment and preventive care: Dates of heartworm prevention and flea/tick treatment, and medications used
• Medical history: Past illnesses and injuries, treatment details, and outcomes
• Test results: Genetic testing, hip screening (OFA/PennHIP), cardiac screening, eye exams, and others (in the case of dogs)
• Weight progression: Regular measurements during growth, maintenance, and pregnancy periods

Breeding Records

• Mating information: Date of mating, partner's individual information (name and registration number), mating method (natural mating, artificial insemination, frozen semen)
• Pregnancy progress: Pregnancy confirmation date (ultrasound exam date), notes on appetite and weight changes
• Birth information: Date of birth, number of offspring (live and stillborn), individual birth weight, presence or absence of dystocia and treatment details
• Rearing records: Weaning date, weekly growth records for each offspring, first vaccination date, transfer date and recipient contact information

Methods and Tips for Managing Records

Using Spreadsheets

Managing with Excel or Google Sheets is the simplest and easiest way to start. Google Sheets is particularly excellent because it can be updated from a smartphone and has automatic cloud saving, reducing the risk of data loss.

Example sheet structure:

• Sheet 1: Individual list (master list)
• Sheet 2: Pedigree information (5-generation chart)
• Sheet 3: Health and vaccination records
• Sheet 4: Breeding performance log
• Sheet 5: Recipient contact list

If you divide sheets too much, updates become tedious. Initially, just two sheets—"individual master" and "breeding log"—are sufficient.

Dedicated Apps and Software

As your scale grows, consider moving to dedicated tools. Apps like Breeder Assistant for dog breeders and Fauna BOX for reptile breeders are used domestically and internationally. Some have automated pedigree chart generation and inbreeding coefficient calculation functions that automate tasks that would be time-consuming in spreadsheet management.

Backup and Paper Storage

Always back up digital data. Cloud plus local dual storage is ideal. Additionally, important documents such as pedigree certificates, health examination reports, and genetic test results should be scanned for digital storage, while originals should be organized in individual clear files to prevent loss.

Pedigree Management and Reducing Genetic Risk

Inbreeding is effective for trait fixation but increases the risk of reduced immune function and genetic disease expression. With well-maintained records, you can calculate and compare inbreeding coefficients (COI) between potential breeding pairs.

Generally, many breeders aim to maintain a COI of 6.25% (equivalent to three-generation backcross) or below, and maintaining genetic diversity is recommended for most animals except racehorses and competition dogs.

Additionally, in some dog breeds, carrier testing for specific genetic diseases (progressive retinal atrophy, MDR1 mutation, von Willebrand disease, etc.) is common. Recording and disclosing genetic test results for parent dogs and avoiding pairings of carriers are essential practices for maintaining breed health.

Utilizing Accumulated Data and Improving Breeding Plans

As you accumulate data over several years, trends in your breeding program become apparent.

• Litter size and weight trends: Which dams show stable litter sizes and high birth weights
• Weaning rates: If pre-weaning mortality was high in past breedings, this can be a clue to review nutrition management and environmental factors
• Post-growth trait expression: With growth tracking records of offspring, you can quantitatively evaluate which mating combinations consistently produce target traits

Such analysis evolves your breeding from "experience and intuition" to "data-driven decision-making."

Providing Information to Buyers and Building Trust

A trusted breeder can provide organized information to buyers. The information that should be readily available from well-maintained records includes the following:

• Pedigree information (minimum 3 generations)
• Health examination results and the veterinary clinic name
• Vaccination history (date, type, and next vaccination date)
• Genetic test results (if applicable)
• Notes on the sire and dam's temperament and environmental adaptability
• Advice sheet on diet and rearing environment

By creating a template "handover document set" that includes these items in advance, you can significantly reduce the effort at handover time and increase buyer satisfaction. A breeder's reputation is greatly influenced not only by the quality of the animals but also by the care taken in providing such information.

Record management is not completed overnight, but starting today makes it a valuable asset for the future. Without exception, excellent breeders are also excellent record keepers.