Recordkeeping

Records of Restricted Use Pesticide (RUP) use and sales are required to be kept for 2 years. Additionally, records of ALL pesticide use (including General Use Pesticides) occurring at schools, golf courses and for termite control must be kept for 2 years. The data elements are listed on these corresponding pages. No specific form is required and the data can be kept electronically.

Recordkeeping by Farmers (Private Applicators):

This summary and interpretive guidance relates to the Indiana recordkeeping regulation (355 IAC 4-4) for use of restricted use pesticides (RUP) by private applicators. It is suggested that both this summary and the regulation be reviewed in their entirety for a full understanding of the recordkeeping requirements.

View the Private Applicator Recordkeeping regulation.

Section 1.5:

Records are to be kept by the private applicator (farmer) applying RUP's for himself. This requirement became effective in 1993.

View the specific records to be kept as identified on the sample recordkeeping form (pdf, 15kb)
These records are also to be kept for at least two (2) years.
The final complete records must be created within 30 days of the application. However, documentation used to create the complete final record must be kept from the date of application until the final record is completed. For example, a private applicator may use a combination of field notes and other documents to make up his records. This is acceptable as long as all of the required informational items are present and the private applicator can readily pull the information together for each application.
Records need not be kept on a special form, but use of one of the several forms designed for this purpose is certainly acceptable.

Section 2:

In addition to OISC (Office of Indiana State Chemist), the records must, upon request, be made available to licensed health care professionals who are treating pesticide exposure patients.

Specific questions about the requirements or requests for acceptable recordkeeping forms or guidelines may be directed to your local Cooperative Extension Service Office or George Saxton (of OISC) at Telephone: 765-494-1582 or by e-mail: saxtong@purdue.edu.

Recordkeeping by Restricted Use Pesticide (RUP) Dealers:

Each registered RUP dealer location must keep records of all RUP sales for at least two (2) years from the date of sale/distribution. The records must include the following:

*Records can be kept electronically or on paper. No specific State form is required*

Name of the certified applicator for whom the purchase or distribution is being made.
Certification, license, or permit number of the certified applicator.
If other than from the state chemist, the state, tribe or federal agency that issued the certification.
Certification, license, or permit expiration date of the certified applicator.
Certification, license, or permit categories of the certified applicator.
Address of the certified applicator or application business that employs the certified applicator.
Date of distribution.
Brand name of the pesticide product.
EPA registration number of the pesticide product.
Amount of pesticide product distributed.
Any applicable emergency exemption or state special local need registration number.
Signature or verifiable confirmation of the person presenting the certification credentials, ordering or taking delivery of the product.

Recordkeeping by Specific Categories:

Category 1 - Agricultural Pest Management
Category 3 - Ornamental Pest Management
Category 3b - Turf Management
Category 4 - Seed Treatment
Category 5 - Aquatic Pest Management
Category 6 - Industrial Weed Management
Category 7a - Industrial, Institutional, Structural and Health-Related Pest Management
Category 11 - Aerial Application
Category 13 - Limited Certification

All of these categories have the same recordkeeping requirements.

Recordkeeping for Golf Courses only:

Category 3b - Turf Management - Golf Courses - can be found at: https://www.oisc.purdue.edu/pesticide/recordkeeping_summary_golf_courses.html

Recordkeeping by Schools:

For any pesticides applied at a school the school corporation or the pesticide contractor hired by the school must keep written/printed/electronic records of each pesticide application for at least two (2) years. Those records must also be made available to anyone for inspection or copying upon request. The information that must be kept as part of this record includes the following:

name or address of school;
applicator information (name, license #, name of non-certified helper);
date & time of pesticide application;
pest(s) being targeted (i.e. weeds, bedbugs, fleas, roaches, ants…);
description of application area (i.e. football field, fence lines, kitchen…)
pesticide(s) to be used (brand name, EPA reg. no. & manufacturer); and
amount of pesticide (i.e. total oz/lbs/gal of concentrate OR diluted mixture).

Note: The recordkeeping information above is similar to the advance notification registry information found here: Pesticide Notification Registry (pdf, 33kb)

More information: Recordkeeping by Schools (pdf, 29kb)