CODES FOR TRANSFER OF NCDHIP DATA

CODES FOR TRANSFER OF NCDHIP DAT

DAIRY HERD IMPROVEMENT
1985

WIGGANS, G.R.
VOLUME: NCDHIP HANDBOOK

An extensive amount of information is collected and exchanged among
National Cooperative Dairy Herd Improvement Program (NCDHIP)
cooperators. Codes aid in storing and transferring data
efficiently. They are used for information that has relatively few
possible values and to assign records to classes.

Codes for the dairy records processing centers (DRPC's) are in
Table 1. DRPC's receive information from dairy farms, supervisors
and laboratories. They compile lactation records, prepare reports
for farmers and their advisors, maintain files of information, and
send data to the U.S. Department of Agriculture (USDA) and breed
associations. (See Fact Sheets G-3, G-4 and K-6.) Identification of
the DRPC on a record is helpful for tracing problems and returning
information to the correct DRPC as records from one state may be
processed at several DRPC's. Code 13 is used by USDA for special
input (for example, correcting a processing error).

Codes for testing plans approved by the NCDHIP Policy Board are in
Table 2. (See Fact Sheet A-4.) Plans differ in amount and type of
data collected and in degree of supervision. The code for kind of
test is the basis for selecting and weighting records for genetic
evaluations. Termination codes (Table 3) indicate the reason a
lactation record was ended. The statistic "% 1st Culled" in bull
evaluation is based on termination code. The code for cows sold for
dairy purposes allows selection of the appropriate record if a cow
has records in more than one herd for the same lactation.

The code for type of record (Table 4) identifies lactation
status: record in progress (RIP), 305-day record, or completed
record with more than 305 days in milk. A "305-day" record is from
a lactation with 305 days or more in milk that was truncated at 305
days, a completed record with less than 305 days in milk, or a
terminated, incomplete record with less than 305 days in milk (that
is, the cow was sold or died while in milk). Because the most
recent information is included in genetic evaluations, RIP's are an
important source of data. However, RIP's are not retained in the
genetic evaluation system because they usually are replaced by
305-day records. Both RIP's and 305-day records with less than 305
days in milk are projected to 305 days for calculation of genetic
evaluations. Records with more than 305 days in milk are not
included in genetic evaluations.

Codes for weight units are in Table 5. Records from Mexico and
some South American countries have weights reported in kilograms.

Codes for verifying and correcting identification information are
in Table 6. The verification codes allow records with unusual
identification information to be accepted if verified as correct.
For example, records from animals with the same sire, dam and birth
date usually are eliminated as errors by the computing system (see
Fact Sheet H-9) but will be accepted with the appropriate
verification code. Because these codes are not reported uniformly,
animals with successive registration numbers also are accepted as
twins. The correction codes allow identification information in the
current record to replace incorrect information that was reported
previously. (Other codes related to identification such as species,
breed and permanent identification are in Fact Sheet A-5.)

Codes for verifying and correcting production information (Table
7) are similar to those for identification. During the 6-month
period for which records for a specific genetic evaluation are
collected, selection of records within herd usually is by
processing date so that the most recently computed record is
included. A correction code is necessary so that a corrected record
can replace a record submitted for an earlier evaluation. At
present, verification is applicable only for fat percentage and
widens the acceptance range to 2.0 to 9.9 percent (usual limits
vary by breed; see Fact Sheet H-9).

Status codes for bulls as reported by the National Association of
Animal Breeders are in Table 8. These codes affect summarizing and
reporting bull evaluations. For example, percentiles computed to
aid in bull selection are based only on evaluations of bulls coded
as being in active artificial insemination service (code A).

Identification prefix codes, which include the location codes for
the states and foreign countries, are in Table 9. The location code
occupies the first two positions of herd codes and eartag numbers.
(See Fact Sheet A-5 for further information on identification
prefix codes.)

The correct use of codes is necessary for NCDHIP records to
provide the maximum information possible. Understanding and
reporting codes correctly increases the value of NCDHIP dairy
recordkeeping.

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PLEASE NOTE: THE FOLLOWING TABLE IS WIDER THAN THE SCREEN. USE THE
RIGHT ARROW KEY TO VIEW THE RIGHT SIDE OF THE TABLE. TO
PRINT THE ENTIRE TABLE YOU MUST FIRST EXPORT THE TABLE
AND USE A WORD PROCESSOR OUTSIDE THE RETRIEVAL SYSTEM.
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TABLE 1: Codes and addresses for dairy records processing centers (DRPC's).
Code DRPC
01 California Address Telephone
Agri-Tech Analytics (209)685-6800
P.O. Box 177
03 Iowa Tulare, California 93275
Mid-States DRPC (515)294-2526
3-4 Kildee Hall
Iowa State University
04 Michigan Ames, Iowa 50011
Michigan Dairy Herd Improvement Association (517) 355-5033
P.O. Box 23158
05 Minnesota Lansing, Michigan 48909
DRPC (612)624-4995
101 Haecker Hall
University of Minnesota
1364 Eckles Avenue
06 New York St. Paul, Minnesota 55108
Northeast Dairy Records Processing Laboratory (607) 256-2004
B-28 Morrison Hall
Cornell University
07 North Carolina Ithaca, New York 14583
DRPC at Raleigh (919) 737-2632
Box 7623
North Carolina State University
09 Pennsylvania Raleigh, North Carolina 27695-7623
DRPC (814)865-1517
31 Shields Building
10 Utah University Park, Pennsylvania 16802
DHI Computing Service (801)373-8518
P.O. Box 1427
12 Wisconsin Provo, Utah 84603
Wisconsin Dairy Herd Improvement Cooperative (608) 273-2820
5301 Tokay Boulevard
13(1) USDA Madison, Wisconsin 53711
Animal Improvement Programs Laboratory (301) 344-2334
Agricultural Research Service, USDA
Building 263, Poultry Read, BARC-East
Beltsville, Maryland 20705
(1) Only for special input

TABLE 2. Codes and tags for record plans* approved by the NCDHIP policy Board.

Code Tag Plan
Official records (all Official Rules apply)
00 DHI DHI
01 DHI-AP-T DHI AM-PM With Monitoring Device
02 DHI-APCS DHI With Alternate AM-PM Component Sampling
20 DHIR DHIR
21 DHIR-AP-T DHIR AM-PM With Monitoring Device
22 DHIR-APCS DHIR With Alternate AM-PM Component Sampling
Management records (all Official Rules apply except as noted)
31 DHI-AP Supervised AM-PM Without a Monitoring Device Acceptable for Use in Sire
Summaries
33 DHI-MO DHI Milk Only
34 DHI-MO-AP DHI AM-PM Milk Only
ords (Official Rules do not apply)
Owner-Sampler
Owner-Sampler AM-PM
Owner-Sampler With Alternate AM-PM Component Sampling
Owner-Sample Milk Only
Owner-Sampler AM-PM Milk Only
Owner-Sampler With Average (Breed or Plant) Components Used
Owner-Sampler AM-PM With Average (Breed or Plant) Components Used
Owner-Sampler With Trimonthly Component Tests
Owner-Sampler Milk Only With Trimonthly Milk Weights
Management recCommercial
40 DHI-OS Commercial AM-PM
41 DHI-OS-AP Commercial With Alternate AM-PM Component Sampling
42 DHI-OS-APCS Commercial Milk Only
43 DHI-OS-MO Commercial AM-PM Milk Only
44 DHI-OS-MO-AP Supervised Sampling
45 DHI-OS-AC Supervised Sampling AM-PM
46 DHI-OS-AP-AC Supervised Sampling With Alternate AM-PM Component Sampling
47 DHI-OS-TC Supervised Sampling Milk Only
48 DHI-OS-MO-TMW Supervised Sampling AM-PM Milk Only
60 DHI-Comm Basic Management Information Plan
61 DHI-Comm-AP Other dairy recordkeeping plans
62 DHI-Comm-APCS
63 DHI-Comm-MO 1 for a more complete description of each record plan.
64 DHI-Comm-MO-AP
70 DHI-SS
71 DHI-SS-AP
72 DHI-SS-APCS
73 DHI-SS-MO
74 DHI-SS-MO-AP
80 DHI-Basic
90 DHI-Other

* See Fact Sheet A-4, Table

TABLE 3: Codes and reasons for termination of lactation records:

Code Reason for termination
0 Went dry or had 305 days in milk (normal).
1 Interval of more than 75 days between normal sample-day milk
weights. The record for the lactation through the last sample day
before the long interval is coded 1; the record that includes the
long interval is coded 9 (see below).(1) (See Fact Sheet E-1 for
additional information on missing or abnormal sample days.)
2 Sold for dairy purposes or testing of herd discontinued; allows
animals to have subsequent records in different herds. Other "sold
or died" codes indicate that no new records are expected for
animal.
3 Sold because of low yield or any reason not identified
specifically.
4 Sold because of reproductive problems.
5 Sold because of disease, injury or unspecified reasons.
6 Died.
7 Sold because of mastitis or other udder problems.
8 Aborted at 152 days or more from last breeding or at 200 days or
more in milk if no breeding date.
9 Does not provide reason for termination; indicates that record is
not to be included in calculating genetic evaluations because (1)
lactation initiated by abortion, (2) record with a test interval
of more than 75 days,(2) (3) no sample day within 75 days of
freshening, or (4) no sample day between freshening and
termination dates.

(1) Also may indicate record in progress on form 1202, Cow Index or daughter
(2) Valid part of record should have been submitted a USDA with termination
cist.

TABLE 4: Codes for type of record:

Code Type of record
0 Record with 305 days in milk or less that has been completed or
terminated or record for a lactation with more than 305 days but
truncated at 305 days.
1 Record in progress with less than 305 days in milk.
2 Completed record with more than 305 days in milk.

TABLE 5: Codes for weight units:

Code Unit
0 Pounds
1 Kilograms

TABLE 6: Codes for verification and correc-
tion of identification(1) information

Code Verification or correction
0 No verification or correction.
1 Identification in record replaces any previously reported
information for animal (correction code); does not apply to
correction of animal number, which must be reported by direct
correspondence between USDA and state Extension dairy specialists or
DRPC's.
2 Identification correct although somewhat unusual (verification
code).
3 Animal from multiple birth (twin, triplet, etc.)
4 Animal reported previously with a different but unknown eartag number
(animal retagged)
5 Grade animal not born in current herd; birth date estimated.
6 Combination of codes 1 and 3.
7 Combination of codes 2 and 3.

(1) Includes identification numbers, breed codes, and birth dates for animal,
sire and dam.

TABLE 7. Codes for correction and verification of production
information

Code Correction or verification
0 No correction or verification.
1 Lactation data replace that previously reported for animal and
freshening date (correction code).
2 Production data correct although unusual for breed and/or age
(verification code). Verification applicable only to fat percentage
(fat percentage unusually high or low, etc.)

TABLE 8: Codes for status of bulls as reported through the National
Association of Animal Breeders:

Code Bull status
N Nonartificial-insemination (non-AI) service
C Semen collected
P Multiherd sampled
A Active AI service
I Inactive AI service

TABLE 9: Identification prefix codes:

Code Identification prefix description
bb (blank/blank) Verified Identification Program (VIP) recorded animal.
Note: position to the right of bb must be a letter.
00 U.S. registered animal.
01 U.S. registered animal with number in 10-million range.
02 U.S. registered animal with number in 20-million range.
03 U.S. registered animal with number in 30-million range.
04 Canadian or Channel Islands registered animal.
05 Canadian grade animal.
06 Reserved for later use.
07 Unassigned.
08 Not to be used (used in past for mixed breeds and Red Whites).
09-10 Unassigned.
11 Maine (00-99)
12 New Hampshire (counties 00-99)
13 Vermont (counties 00-99)
14 Massachusetts (counties 00-99)
15 Rhode Island (counties 00-99)
16 Connecticut (counties 00-99)
17 Not to be used (used in past for dairy goats).
18 American goat breed registered by American Dairy Goat Association
(ADGA).
19 British goat breed registered by ADGA.
20 All Boat breeds registered by American Goat Society.
21 New York (counties 00-99)
22 New Jersey (counties 00-99)
23 Pennsylvania (counties 00-99)
24-27 Unassigned.
25 Chile (counties 00-99)
29 Unassigned.
30 USDA internal VIP prefix code; used by USDA only (see bb for DRPC's).
31 Ohio (counties 00-99)
32 Indiana (counties 00-99)
33 Illinois (counties 00-99)
34 Michigan (counties 00-99)
35 Wisconsin (counties 00-99)
36 Cow in identity enrollment (IE) program, but off spring not eligible
for inclusion in regular herdbook. Granddaughters or later
generations' offspring may be eligible for entry.
37 Cow in IE program, and offspring eligible for inclusion in regular
herdbook if specified requirements are met.
38-40 Unassigned.
41 Minnesota (counties 00-99)
42 Iowa (counties 00-99)
43 Missouri (counties 00-99)
44 Unassigned.
45 North Dakota (counties 00-99)
46 South Dakota (counties 00-99)
47 Nebraska (counties 00-99)
49 Kansas (counties 00-99)
49 Unassigned.
50 Delaware (counties 00-99)
51 Maryland (counties 00-99)
52 Virginia (counties 00-99)
53 Unassigned.
54 West Virginia (counties 00-99)
55 North Carolina (counties 00-99)
56 South Carolina (counties 00-99)
57 Georgia (counties 00-99)
58 Florida (counties 00-99)
59 Jamaica (counties 00-09)
59 West Indies (counties 10-39)
59 Dominican Republic (counties 40-49)
59 Virgin Islands (county 59)
59 Korea (county 60)
60 Unassigned.
61 Kentucky (counties 00-99)
62 Unassigned.
63 Tennessee (counties 00-99)
64 Alabama (counties 00-99)
65 Mississippi (counties 00-99)
66 Mexico (counties 00-99)
67-70 Unassigned.
71 Arkansas (counties 00-99)
72 Louisiana (counties 00-99)
73 Oklahoma (counties 00-99)
74 Texas (counties 00-99)
75 Colombia (counties 00-99)
76-80 Unassigned.
81 Montana (counties 00-99)
82 Idaho (counties 00-99)
83 Wyoming (counties 00-99)
84 Colorado (counties 00-99)
85 New Mexico (counties 00-99)
86 Arizona (counties 00-99)
87 Utah (counties 00-99)
88 Nevada (counties 00-99)
89-90 Unassigned.
91 Washington (counties 00-99)
92 Oregon (counties 00-99)
93 California (counties 00-99)
94 Puerto Rico (counties 00-99)
95 Hawaii (counties 0099)
96 Alaska (counties 00-99)
97 Unassigned.
98 Reserved for breed association nontesting herds.
99 Unassigned.
99 Unassigned.

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%f TITLE;CODES FOR TRANSFER OF NCDHIP DATA
%f COLLECTION;DAIRY HERD IMPROVEMENT
%f ORIGIN;Maryland
%f DATE_INCLUDED;June 1992