The atrazine recordkeeping reference is ATCP 30.31(5). DATCP’s July 2016 commercial example prints ATCP 30.30(5); DATCP’s inspection report identifies recordkeeping under 30.31(5), and its latest report continues to apply sections 30.31–30.37. Use the corrected reference alongside the agency’s field checklist.
When reusing that printed example, annotate the obsolete citation in your blank master and store an untouched agency original separately. Label the annotation as an office correction. The July 2016 footer identifies the template revision; keep it distinguishable from the treatment date. For a photocopy, photograph or spreadsheet transcription, identify which master supplied the headings. Carry the corrected statutory pointer into your office instructions without changing recorded measurements, replacing a signed entry or creating a duplicate treatment. This suggested document-control step makes the citation correction traceable when someone later compares the working layout with the downloaded original.
Identify an atrazine-containing product
DATCP advises reading the product label to determine whether an herbicide contains atrazine, noting that some products include it as one of several ingredients. Preserve the full brand identity and the product document used for the application. A register organized only by an informal mixture nickname may conceal which records belong in this category.
DATCP’s checklist includes the product brand name and a manufacturer/registration-number entry. Preserve the exact label reference with the treatment rather than copying a similar name from an unrelated entry.
For an office product directory, add a clear link to the label or source document showing the ingredient information you reviewed. Retain the directory version used for the season when a product name or supplier changes. These are organizational suggestions for identifying the record category; they do not authorize a product or prescribe its use.
Complete the application-day fields
| DATCP guidance checklist | What to assemble |
|---|---|
| Applying person | Name of the individual who applied the product |
| Person served | Name and address when different from the applying person |
| Place and time | Treatment-site location and application date/time |
| Product identity | Brand name and exact label reference; retain manufacturer and registration details |
| Treatment measure | Application rate and total area treated |
| Loading location | Place where product was loaded into the sprayer |
| Field map | Suggested filing aid linking subdivided sites to their treatment entries |
The checklist above follows DATCP’s live guidance, with the field-map row added as an editorial filing aid. Use separate headings for the treatment site and loading location, and keep the product reference separate from the applicator’s identity.
DATCP’s checklist pairs rate with the size of the total area treated. Preserve their units and distinguish the actual treated extent from a property description. When a note gives only an isolated number, ask the applicator whether it describes product, a rate, or area, and retain the clarification with the original note.
A different loading location needs identification
DATCP’s live checklist includes the place where product was loaded into the sprayer. As an editorial filing method, distinguish preparation locations from the treated field and the business mailing address.
For a multi-field job, prepare a loading-location key alongside the application references. If equipment is moved during the day's work, preserve the actual description supplied in the notes rather than automatically copying a single loading address to all entries. Keep the correspondence explaining a correction if the first note was ambiguous.
Ask a reviewer to find the treatment site and then the separate loading location using only the file. Improve any label that requires private knowledge of the operation. The key is an editorial retrieval aid for the location information required by the rule.
Organize a subdivided field with a map
For a subdivided field, a site map can help connect each application entry with its rate or amount. Keep the map with the corresponding register entries. This is an editorial filing recommendation.
Do not merge differing site entries into a single unexplained field total in the archive. Prepare a map legend showing the same names or identifiers used in the register. Keep the legend with the application year so later changes to field boundaries or working names do not erase the meaning of the record.
For an editorial reconciliation exercise, place the subdivided-field map beside the application rows and trace each site reference. Identify which value describes rate and which describes treated size. Resolve a mismatch with the application evidence before accepting a combined report or importing the data into another system.
Keep your spray records in one place. Free to start.
Dates and prior field history support the record review
DATCP’s live guidance says applications occur only from April 1 through July 31 and describes use restrictions alongside the product label. The date in the record therefore belongs to the actual application. Preserve a separate purchase date, note-receipt date, or transcription date without substituting it for the event date.
DATCP’s live guidance explains that atrazine rates depend on soil texture and prior field use. Preserve the field-history and soil-reference documents your operation uses to explain its application records. This page supplies no rate or treatment recommendation; the documentation task is to keep the source and treatment relationship legible.
DATCP's program page also provides prohibition-area resources and describes audits of agricultural fields within and outside prohibition areas. Keep the relevant location evidence with the treatment file when organizing the records for an audit. A completed application row does not itself identify whether the location falls within a prohibited area.
Follow DATCP’s three-year guidance
DATCP’s live page says to keep atrazine records for three years. Preserve the actual application date and supporting documents with the entry, and use that date when organizing the archive.
Use a separate archive category for atrazine records so another record category’s settings do not determine their disposal. Keep the associated map, loading-location key, product identity, and supporting application note linked to the entry. Before retiring a season's files, review the product-category index rather than deleting records solely by the age of the folder.
The records should remain interpretable after software replacement. Preserve readable quantity headings, the site dictionary, and attachment references in a saved export. If a map uses colors or symbols, retain a legend that explains them independently of the original office layout. Record which copy represents the reviewed application information.
Distinguish the application record from customer information
DATCP’s July 2016 commercial-record example discusses customer information and consent for electronic notification. Keep the application record, customer-information document and delivery evidence together under the same service reference.
A useful handover package contains the application record, supporting field map where required, product reference, separate loading-site description, and customer-copy reference where relevant. Identify the recipient and the completed document supplied. If a correction affects a previously shared entry, preserve the correspondence identifying the corrected field and replacement copy.
Close the file with a location-to-product trace
Start the review at the map or treatment description and locate the corresponding application entry. Identify the actual applying person, product, date/time, rate, and treated size. Then find any separate loading location and the product document establishing the atrazine connection. Have a colleague repeat the exercise without an oral explanation.
Record the specific ambiguities found: a missing map legend, undefined unit, renamed field, or attachment that cannot be located. Resolve them against source documents and preserve the correction history. This proposed review concentrates on the atrazine provision's extra identification and archive requirements without turning the record into a pesticide-use recommendation.
Preserve the personnel and crop-category references
DATCP’s live guidance says all atrazine handlers and applicators must be certified. Keep the applying person’s identity separate from any loading-person reference in your filing system.
DATCP’s live guidance describes use on agricultural row crops and in forestry. Preserve an intelligible crop/site description and the actual product label with the application file.
For your personnel attachment index, distinguish an individual certificate, a product label, a treatment map, and a loading-location description. A single unlabeled photograph of paperwork can obscure which person or job it concerns. Retain enough context for a replacement administrator to retrieve the correct supporting document and explain why it belongs with that application.
When handing a subdivided-field record to another reviewer, include the site legend and a short explanation of how its references correspond to the register. Preserve the source measurements and the actual product identities before preparing any summary. Record a correction to a boundary name, identifier, or document reference with the explanation supplied by the original preparer. These organizational steps concentrate the review on the specific people, places, and linked evidence in the atrazine provision.
For this related task, see the separate explanation of the two-year pesticide-record statement.