↑↓ Navigate ↵ Select Esc Close
CHAPTER
[04]

Regulatory compliance workflows transform operational data into official documentation supporting trade, movement certification, and legal compliance. These workflows bridge daily animal management and regulatory requirements, pulling health history, treatment records, traceability events, and veterinary assessments into verified documentation.

Unlike emergency biosecurity workflows, compliance workflows are planned, systematic processes requiring advance preparation, veterinary verification, and complete audit trails. Success depends on data quality accumulated over time through consistent daily operations.

Three regulatory compliance workflows:

  1. Pre-Export Workflow - Preparation and verification before international movement
  2. Health Certificate Generation - Official veterinary certification for movement/trade
  3. Movement Documentation - Complete traceability for regulatory oversight

Workflow 1: Pre-Export Preparation

Overview

Pre-export preparation ensures animals meet destination country requirements before international movement. Health status verification, testing completion, treatment history review, and documentation compilation. Typically spans weeks to months, coordinating veterinary assessments, laboratory testing, quarantine requirements, and regulatory approvals.

When to use:

  • International animal export (live animals)
  • Interstate movement requiring health certification
  • Breeding animal transfers (genetic material or live animals)
  • Conservation transfers (endangered species between institutions)

Timeline: 30-90 days advance preparation (varies by destination)

Key stakeholders: Export manager/farmer, veterinarian, regulatory authorities, buyers

Prerequisites

  • Complete animal health history in Kora
  • Current on required vaccinations and testing
  • Veterinarian relationship established
  • Understanding of destination requirements

Critical documents:

  • Destination country import requirements
  • Approved veterinarian for health certification
  • Export permit from your agriculture authority
  • Import permit from destination country

Step-by-Step Process

Step 1: Review Destination Requirements (Desktop - 60-90 days before export)

Research and document requirements:

  1. Access Official Requirements: Destination agriculture department, OIE standards, CITES requirements (if endangered species)
  2. Document in Kora: Testing requirements, vaccination requirements, quarantine requirements, treatment restrictions, health certificate requirements, identification requirements
  3. Create Timeline: Work backward from export date, schedule testing (30-60 day window), schedule vaccinations (21+ days before), schedule pre-export examination, buffer time

Example Timeline:

Day -90: Research requirements, obtain import permit
Day -60: Submit export permit application
Day -45: Pre-export quarantine initiated (if required)
Day -30: Required testing completed
Day -21: Final vaccinations administered
Day -14: Test results received
Day -7: Final veterinary examination
Day -3: Health certificate issued
Day -1: Final documentation review
Day 0: Export departure

Step 2: Verify Animal Health History (Desktop - 60 days before)

Compile complete health history:

  1. Health Status Verification: Review observation history, treatment history, vaccination history, diagnostic test history
  2. Identify Gaps: Missing vaccinations (schedule immediately), recent illness (may disqualify temporarily), active treatments (complete and clear withdrawal periods), missing tests (schedule), pregnancy status (verify if restricted)
  3. Create Pre-Export Health Checklist: Task list for each animal

Decision Point: Are animals export-ready?

  • YES: All requirements can be met → Proceed
  • NO: Health issues preventing export → Delay or select different animals

Step 3: Complete Required Testing (45-30 days before)

Schedule and complete required diagnostic testing:

  1. Identify Required Tests: Common international requirements (Brucellosis, Tuberculosis, Johne's Disease, disease-specific testing), timing requirements
  2. Schedule Testing: Veterinarian collects samples, submits to approved laboratory, results returned
  3. Record Test Results in Kora: Links to animal record, negative results required, test certificates uploaded

What if positive? Animal disqualified, investigate health issue, select replacement, may delay export

Step 4: Administer Required Vaccinations (30-21 days before)

Ensure animals current on all required vaccinations:

  1. Review Requirements: Which vaccines required, timing requirements (21+ days), booster requirements
  2. Administer Vaccinations: Record in Kora (vaccine product, batch number, date, administrator, next booster), upload vaccine certificates
  3. Verify Immunity Development: Most vaccines require 14-21 days, export timing must allow immunity

Step 5: Pre-Export Quarantine (if required - 30-45 days before)

Some destinations require pre-export quarantine:

  1. Quarantine Initiation (Workflow 28.2): Isolate export animals, 30-45 days, prevents disease exposure
  2. Quarantine Monitoring: Daily observations (Kora tracks), any health issues disqualify animal, strict biosecurity
  3. Quarantine Completion: Veterinarian verifies completion, quarantine completion certificate, animals clear for final examination

Step 6: Final Pre-Export Health Examination (7 days before)

Veterinarian conducts comprehensive examination:

  1. Physical Examination: Systematic examination (all body systems), verify no disease signs, assess fitness for transport, verify identification
  2. Documentation Review: Veterinarian reviews all test results, vaccination records, health history, confirms requirements met
  3. Records Examination in Kora: Final pre-export observation, "Animal meets all health requirements for export", links to supporting documentation

Decision Point: Veterinarian approval?

  • YES: Animal healthy, meets requirements → Proceed to health certificate (Workflow 2)
  • NO: Health concerns → Delay export, resolve issues, re-examine

Step 7: Compile Export Documentation Package (Desktop - 3-5 days before)

Assemble all required documentation:

  1. Generate from Kora:

    • Complete Traceability Report (lifetime movement history, ownership, health timeline)
    • Health History Summary (observations, treatments, vaccinations)
    • Test Result Certificates
    • Vaccination Certificates
    • Quarantine Completion Certificate (if applicable)
    • Breed Registration Papers
    • CITES Permits (if endangered species)

  2. Regulatory Permits: Export permit, import permit, health certificate (Workflow 2), transport permits

  3. Organise Documentation: Physical copies for transport, digital copies in Kora, organised by destination requirements

Step 8: Final Pre-Departure Review (1-2 days before)

Final verification before transport:

  1. Regulatory Clearance: All permits approved, health certificate issued, customs documentation prepared
  2. Animal Re-Verification: Quick health check, verify identification matches documentation, record final observation
  3. Transport Arrangements: Licensed transport company, route complies with regulations, arrival time communicated
  4. Create Departure Traceability Event: Record in Kora, departure date/time/transport details, links to export documentation

Step 9: Post-Export Follow-Up

After animals depart:

  1. Confirm Arrival: Buyer confirms safe arrival and good health, document any transport issues
  2. Record Arrival in Kora: Update location "Exported to [Destination]", final traceability event, close export workflow
  3. Maintain Documentation: Export documentation retained (5-7 years), Kora preserves complete digital audit trail

Integration Points

From: Health observations (28.1), Treatment records (10.2), Traceability (Chapter 12) To: Health certificates (Workflow 2), Regulatory authorities

Common Variations

Interstate Movement: Simplified requirements, 30-45 day timeline, health certificate may suffice

Breeding Animal Export: Additional requirements (pedigree verification, genetic testing), pregnancy documentation, semen/embryo export

Endangered Species Export (CITES): CITES permit required, enhanced documentation, destination facility approval

Emergency Export: Expedited processes, reduced testing/quarantine, increased veterinary oversight

Time Required

Total Preparation: 60-90 days

Time Investment:

  • Requirements research: 2-4 hours
  • Documentation compilation: 4-6 hours
  • Testing (veterinarian + lab turnaround): 2-3 weeks
  • Vaccinations: 1-2 hours
  • Quarantine monitoring: 15-30 min daily × 30-45 days
  • Final examination: 30-60 min per animal
  • Documentation assembly: 3-5 hours
  • Final review: 2-3 hours

Workflow 2: Health Certificate Generation

Overview

Health certificate generation creates official veterinary certification documenting animal health status. Health certificates are legal documents signed by licensed veterinarians certifying animals meet specific health requirements based on examination and supporting documentation.

When to use:

  • Export/import (international or interstate)
  • Sale of breeding animals
  • Exhibition/show entry
  • Regulatory compliance (annual certification, inspections)
  • Insurance claims

Timeline: 1-7 days preparation; certificate issued same day as final examination

Key stakeholders: Veterinarian (certifies and signs), animal owner, regulatory authorities, buyers

Prerequisites

  • Pre-export preparation complete (Workflow 1, if export)
  • All required testing complete with negative results
  • Vaccinations current
  • Animal health examination completed
  • Kora health history comprehensive

Critical requirements:

  • Licensed veterinarian authorised to issue health certificates
  • Approved health certificate format
  • Supporting documentation (test results, vaccination certificates)

Step-by-Step Process

Step 1: Request Health Certificate (Desktop/Mobile)

Owner initiates request:

  1. In Kora: Navigate to animal → "Request Health Certificate", enter details (Purpose, Destination, Requirements, Timeline, Veterinarian)
  2. Automatic Actions: Task created for veterinarian, Kora compiles preliminary documentation (health history, test results, vaccinations)

Step 2: Veterinarian Reviews Documentation (Desktop - 2-3 days before)

Veterinarian accesses Kora and reviews:

  1. Health History Review: Complete observation history, recent observations, chronic conditions
  2. Treatment History Review: Current treatments, medication history, vaccination history
  3. Test Results Review: All required tests completed, results negative, tests within valid timeframe
  4. Identification Verification: Microchip/ear tag numbers match documentation

Decision Point: Can veterinarian certify health?

  • YES: All requirements met, animal healthy → Schedule final examination
  • NO: Gaps or issues → Contact owner, resolve before proceeding

Step 3: Final Health Examination (1-3 days before)

Veterinarian conducts comprehensive examination:

  1. Physical Examination: Systematic examination, specific checks per destination requirements, fitness assessment, identification verification
  2. Record Examination in Kora: Create comprehensive observation, document findings for each body system, overall assessment: "Animal healthy and free from contagious/infectious disease", photos if required
  3. Examination Findings:
    • Healthy → Proceed to certificate generation
    • Health Concerns → Document concerns, discuss with owner (minor concerns may certify with notation, significant concerns may delay)

Step 4: Generate Health Certificate (Desktop - Same day as examination)

Veterinarian creates official certificate:

Option A: Kora-Generated Template

  1. Navigate to animal → Health Certificates → "Generate New Health Certificate"
  2. Choose template (export, interstate, sale, exhibition)
  3. Kora auto-populates: Animal identification, owner information, veterinarian information, health history summary, vaccination records, test results, examination findings
  4. Veterinarian reviews and edits, adds destination-specific declarations
  5. Veterinarian Certification Statement: "I hereby certify that I examined the animal(s) on [Date] and found them free from contagious/infectious disease and fit for intended purpose"

Option B: Official Government/Destination-Required Format

  1. Download official form from regulatory authority
  2. Complete using Kora data (manually transfer or auto-fill)
  3. Veterinarian completes veterinary sections, adds signature and seal

Step 5: Veterinarian Signature and Official Seal

Veterinarian signs and seals:

  1. Physical Certificate: Veterinarian signs in ink, applies official stamp/seal, dates signature
  2. Digital Certificate: Veterinarian applies digital signature, electronic seal applied, cryptographically secured
  3. Certificate Number: Assign unique certificate number, record in Kora

Step 6: Regulatory Authority Endorsement (if required)

Some international exports require government endorsement:

  1. Submit to Agriculture Authority: Veterinarian submits signed certificate to official veterinarian, official reviews and endorses, government seal applied
  2. Endorsement Verification: Verify certifying veterinarian authorised, certificate format correct, destination requirements met
  3. Certificate Returns to Owner: Endorsed certificate provided, original accompanies animals during transport

Step 7: Certificate Distribution and Filing

Distribute and file:

  1. Original Certificate: Accompanies animals during transport, provided to buyer/destination, destination authorities may inspect
  2. Copies: Owner retains copy, veterinarian retains copy, regulatory authorities may receive copy
  3. Upload to Kora: Scan physical or save digital PDF, upload to animal record, links to traceability event, permanent audit trail

Step 8: Certificate Expiry and Renewal

Health certificates have limited validity:

  1. Expiry Periods: Export certificates (10-30 days validity), sale certificates (valid at time of sale), annual regulatory certificates (12 months)
  2. Renewal Requirements: If export delayed beyond expiry → New examination and certificate required, annual certificates → Renew annually
  3. Kora Tracking: Certificate expiry tracked, alerts if export/movement planned after expiry, automatically creates renewal task

Integration Points

From: Pre-export preparation (Workflow 1), Health history, Traceability (Chapter 12) To: Export/Movement, Regulatory compliance

Common Variations

Export Health Certificate: Most stringent, multiple disease declarations, regulatory endorsement required, 10-30 day validity

Interstate Health Certificate: Simpler requirements, may not require regulatory endorsement, veterinarian signature sufficient

Sale Health Certificate: Documents health at time of sale, protects buyer, veterinarian liability protection, no regulatory endorsement

Exhibition/Show Certificate: Proves disease-free, 10-30 day validity, specific vaccinations required

Breeding Soundness Certificate: Certifies fit for breeding, reproductive examination, genetic testing may be included, 6-12 month validity

Time Required

  • Veterinarian documentation review: 30-60 minutes
  • Final health examination: 30-60 minutes per animal
  • Certificate generation: 15-30 minutes (auto-populated from Kora)
  • Regulatory endorsement: 1-5 days (if required)

Total: 1-7 days from request to issued certificate

Workflow 3: Movement Documentation

Overview

Movement documentation creates complete traceability for animal relocations. Records origin, destination, route, date/time, and purpose for every movement. Ensures regulatory compliance, supports disease contact tracing, enables ownership transfer verification, and provides audit trails for food safety and animal welfare oversight.

When to use:

  • Every animal movement (on-property between locations, off-property to other properties)
  • Sales and ownership transfers
  • Transport to slaughter/processing
  • Movement to veterinary facilities
  • Temporary movements (breeding, exhibition, agistment)

Timeline: 5-15 minutes per movement event

Key stakeholders: Animal owner/manager, regulatory authorities, buyers/sellers, transporters

Prerequisites

  • Animals registered in Kora with current location
  • Destination location defined
  • Movement reason understood
  • Health certificates obtained (if required)
  • Movement permits (if required)

Step-by-Step Process

Step 1: Record Movement in Kora (Mobile/Desktop - at time of movement)

Before animals leave origin:

  1. Navigate to Animal or Mob Record
  2. Select "Record Movement" (Chapter 7.3)
  3. Enter Movement Details:

Essential Information:

  • Animal(s) Moving (individuals or entire mob)
  • Origin Location (auto-populated)
  • Destination Location (on-property: select from locations; off-property: create destination record)
  • Movement Date/Time (timestamp auto-populated)
  • Movement Type (on-property relocation, sale, breeding, slaughter, agistment, exhibition, veterinary care, emergency relocation)

Ownership Transfer (if sale):

  • New Owner (name, contact)
  • Sale Price (optional)
  • Sale Date

Transport Details:

  • Transport Company (if professional transport)
  • Transport Vehicle
  • Expected Arrival
  • Route (if specific route required)

Supporting Documentation:

  • Health Certificate (link to certificate in Kora)
  • Movement Permit (upload if required)
  • Vendor Declaration (upload form)
  • Bills of Lading

Reason/Notes: Brief explanation, special considerations

What happens automatically:

  • Traceability Event Created (immutable record)
  • Animal Location Updated (destination becomes new location)
  • Movement Certificate Generated (PDF summary)
  • Regulatory Reporting (automatic submission if jurisdiction requires)
  • Contact Tracing Data Updated (movement history available for biosecurity)

Step 2: Pre-Movement Health Verification (if required)

For some movements, health verification required:

  1. Check Health Certificate: Is certificate required? Is current certificate valid? Upload certificate
  2. Check Withdrawal Periods: Are animals under active treatment? Kora checks automatically, movement to slaughter blocked if withdrawal period active
  3. Check Quarantine Status: Are animals in quarantine? Movement blocked until quarantine released

Kora Validation prevents movement if:

  • Animal in active quarantine (unless authorised)
  • Animal under withdrawal period and movement type is "Slaughter"
  • Required health certificate missing

Step 3: Execute Movement (Physical Movement)

After recording in Kora, physically move animals:

  1. Verify Animal Identity: Confirm animals match Kora record, scan microchips or verify ear tags
  2. Loading: Load animals onto transport, ensure humane handling
  3. Transport Documentation: Provide driver with health certificate, movement documentation (PDF), destination address/contact, special handling instructions
  4. Departure Confirmation: Note departure time, update Kora if actual departure differs

Step 4: Arrival Confirmation and Verification

When animals arrive:

  1. Receiver Verifies: Count animals (matches documentation?), verify identity (ear tags/microchips match?), inspect health (arrived in good condition?), note any issues
  2. Record Arrival in Kora: Update movement record "Arrival Confirmed", arrival date/time, receiving party name, any issues documented
  3. Ownership Transfer Finalized (if sale): Original owner marks "Ownership Transferred", animal record ownership changes to buyer, buyer can access animal record, seller retains historical records

What happens automatically:

  • Traceability event updated: "Arrival confirmed at [Destination]"
  • Animal location finalised
  • If ownership transferred → Animal moved to "Sold Animals" archive
  • Movement complete

Step 5: Movement Certificate Generation and Distribution

Kora generates movement certificate automatically:

  1. Movement Certificate Contents: Animal identification, origin property details, destination property details, movement date/time, movement purpose, health certificate reference, owner/seller details, buyer details, unique certificate number
  2. Certificate Distribution: Original accompanies animals, copy retained by origin owner, copy provided to destination/buyer, digital record stored in Kora
  3. Regulatory Submission (if required): Some jurisdictions require movement reporting within 7 days, Kora auto-submits (if integrated), confirmation of submission recorded

Step 6: Post-Movement Follow-Up

After movement complete:

  1. For On-Property Movements: Verify animals settled, monitor for stress-related health issues, record post-movement observations
  2. For Off-Property Sales: Buyer confirms good health, payment finalised, warranty/guarantee periods tracked, maintain communication channel
  3. For Slaughter Movements: Slaughter plant confirmation, carcass condemnation reports (if any), food safety traceability maintained

Step 7: Movement Audit and Compliance Verification

Periodic verification:

  1. Internal Audit: Review records for completeness, verify all movements documented, check health certificates valid, identify documentation gaps
  2. Regulatory Audit Preparation: Generate movement report (all movements 12 months), verify regulatory reporting completed, compile supporting documentation, ready for inspection
  3. Biosecurity Audit: Movement history for contact tracing, verify records accurate, identify high-risk movements

Integration Points

From: Animal registration (Chapter 8), Health certificates (Workflow 2), Locations (Chapter 2) To: Traceability (Chapter 12), Biosecurity (Chapter 11.3), Regulatory compliance

Common Variations

On-Property Grazing Rotation: Simple documentation, no health certificates, tracks grazing patterns, 5 minutes

Interstate Livestock Sale: Health certificate required, vendor declaration required, mandatory movement reporting, ownership transfer, 15-30 minutes

Export (International): Most complex, health certificates, export/import permits, CITES permits (if endangered species), customs documentation, weeks of preparation

Movement to Slaughter: Food safety traceability critical, withdrawal period verification mandatory, NLIS tags scanned (Australia), movement to slaughter certificate, 10-15 minutes

Temporary Movement (Breeding): Movement with expected return, health certificate may be required, temporary ownership transfer, return movement documented, 10 minutes per movement

Time Required

Per Movement Event:

  • Simple on-property movement: 5 minutes
  • Sale with health certificate: 15 minutes
  • Interstate movement with regulatory reporting: 20-30 minutes
  • Export movement: 30-60 minutes (plus weeks of preparation)

Typical Daily Movement Documentation: 10-30 minutes for farm with regular movements

WORDS
[2,833]
READ TIME
[15m]