STANDARDS FOR THE PUBLIC USE AND RELEASE OF NCDHIP RECORDS
DAIRY HERD IMPROVEMENT
1988
VOLUME: NCDHIP HANDBOOK
The National Cooperative Dairy Herd Improvement Program (NCDHIP)
Policy Board has adopted the following standards to improve the
integrity, reliability and practicality of NCDHIP records in
evaluating, selecting, mating and merchandising dairy cattle. These
standards are to be used throughout the dairy industry wherever and
whenever production records are printed, published or quoted.
Purpose
The standards governing the release of NCDHIP data are established
to protect each Dairy Herd Improvement Association (DHIA) member
participating in the NCDHIP and the use of data on the member's
herd and cows. The standards set forth circumstances under which
each of the parties to the NCDHIP may release individual herd and
cow records for purposes considered to be an integral part of
operating NCDHIP. The standards are intended to ensure that the
greatest possible use is made of these data to benefit the dairy
industry and the general public, while also ensuring that no
special advantage or disadvantage accrues to any individual, group
or organization.
Definitions
Release means providing access to individual cow or herd data, for
purposes that are not an integral part of the operation of NCDHIP
as covered in the Memorandum of Understanding. The proper
understanding of "release" as used herein is essential to the
correct interpretation of these regulations. The divulging of
individual herd or cow data as may be required by DHIA supervisors,
state or local DHIA's, Extension specialists or breed asso-
ciations, to investigate alleged rules infractions, is an integral
part of the normal operation of the NCDHIP and is not considered a
"release" of data.
NCDHIP data means individual cow, sire or herd information computed
and tabulated as an integral part of the operation of the NCDHI
Program. DHIA Data means individual cow production data, sire and
cow summaries, and herd averages made in compliance with NCDHIP
Rules. Memorandum of Understanding refers to the Memorandum of
Understanding between the National DHIA, the State Cooperative
Extension Services (SCES), the Extension Service-USDA, and the
Agricultural Research Service (ARS)-USDA, which constitutes the
legal basis for the NCDHIP.
Extension specialist refers to the Extension personnel at the
state, regional or local level who are responsible for planning and
conducting educational programs on NCDHIP in the state, and
advising state DHIA boards of directors.
NCDHIP Standards
1. Labeling Records
All records must be properly labeled in accordance with the
standards presented in this document, specifying the type of record
and source of data and, in the case of cow and sire evaluations,
the date of compilation. The most recent available data must be
used. Order of presentation of data should comply with the
following standards.
2. Use of Records for Research and Education
All records from all NCDHIP testing plans may be used by federal
and state institutions and agencies for scientific studies, result
demonstrations and educational programs. In reporting such studies
and conducting Extension work, the type and/or kind of records used
should be indicated, but individual cow records or farms should not
be disclosed or identifiable.
3. Records for Individual Cows
When separate lactations are listed for individual cows these
standards must be followed:
a. Type of record under which the record was made must be
identified with the lactation record (see Fact Sheet E1, Table 1,
Codes, tags and descriptions for NCDHIP types of management
records).
b. Days in milk must be included for each lactation listed.
1. 305-day records are standard and preferred.
2. No record in excess of 365 days may be listed.
c. Actual records are preferred. If other than actual records are
used, they must be labeled appropriately (e.g., Projected Actual,
Mature Equivalent).
d. Times milked is assumed to be 2x (twice daily) if not listed.
Lactation records made under milking conditions of more than 2
times per day must be labeled appropriately.
e. Age at calving is an integral part of the individual lactation
and must be included (years and months are preferred).
f. Record presentations must include pounds of milk, average
percentage of fat, and pounds of fat. Totals of other milk
components should be included when available.
g. Cow genetic evaluations are recommended if they are available.
When used they must include the source and date of the evaluation.
Totals of other milk components should be included when available.
Minimum recommended information is milk, fat, percentage of fat,
and dollar value.
h. Lifetime credits, if published, must include total days in the
lifetime production, total pounds of milk, average percentage of
fat, and pounds of fat. Totals of other milk components should be
included when available.
If nonofficial credits are part of the lifetime credits they must
be labeled appropriately. It is recommended that lifetime totals
for protein and/or other components also be included.
4. Herd Averages
a. Rolling Herd Averages
When herd averages are made public, the data for the most recent
state-approved year or most recent rolling herd average (RHA) must
be used. Such data should include the yearly period involved, the
number of cow years on test, percentage of days in milk, pounds of
milk, and pounds of fat. Optional data includes days dry and
percentage of fat. If other milk components are computed, such
averages also may be published. If part or all of the herd was
milked more than twice daily, such herd averages must be labeled.
b. M.E. Herd Lactation Average
An M.E. herd lactation average includes all lactations of 305 days
or less completed in the herd during the established testing year.
Incomplete records for cows leaving the herd during the year should
be projected and included. Since lactation averages use M.E.
production, they should not be compared to RHA. Such published
averages must include the year ended and the fact that it is an
M.E. lactation average, to prevent confusion with the 365-day
rolling herd average. The order of presentation should be: yearly
period involved, number of cows, pounds of milk, percentage of fat
(optional), pounds of fat, followed by other milk components and
percentages (optional).
c. Herd Average Data for Less than 12 Months
The recognition of publicity or advertising of herd average data
for less than 12 months, including monthly test data, is
discouraged. Such information should be used with extreme caution.
d. All Herd Averages Published or Made public Must Include Four
Factors:
1. A complete label, including type of average (RHA or M.E. herd
lactation) and type of record (record plan) for the herd (see Fact
Sheet E-1).
2. Date of average (must be year end or most current).
3. Number of cow years (if RHA) or number of lactations (if M.E.
herd lactation average).
4. Number of times the herd was milked. If all or part of the herd
average was more than 2x, it must be labeled.
5. Genetic Evaluation of Sires
a. U.S. Department of Agriculture-DHIA Sire Summary List
The most recent information must be used as published by USDA. The
minimum recommended information includes Predicted Difference for
milk, fat, protein and dollar value, the repeatability estimate,
and the date summarized. It is recommended that Sire Summary data
for all components be used and percentile ranking be included.
Partial data from the Sire Summary shall not be used to imply
unwarranted genetic estimates of transmitting ability.
b. Other Dairy Sire Evaluations for Production
For any other dairy sire evaluation for production, it is
recommended that:
- the release of such data comply with the section entitled
Release of NCDHIP Data;
- accuracy standards equal to or better than the USDA-DHIA Sire
Summary List be met, as determined by the NCDHIP Policy Board or by
such a group requested by the board to make an evaluation;
- "NCDHIP Approved Factors for Standardizing 305-Day Lactation
Records for Age and Month Calving" be used;
- organizations providing information (area, state, or region) be
identified;
- the date of the summary be stated;
- reliability factors (repeatability or confidence limits) be
listed;
- the complete procedures be published in public documents;
- the sire evaluation be clearly labeled; and the name and
address of the organization calculating and publishing the
evaluation be specified.
6. Release of NCDHIP Data
a. Research Use of Records
The state DHIA, in consultation with the state Extension
specialist, is the authority for use of NCDHIP data for research.
Individual DHIA members do not have power of approval or limitation
of use of NCDHIP data for research. For clarification, "research"
means the use of NCDHIP data by teaching, research or Extension
personnel to discover new knowledge that will benefit some or all
dairy producers and the general public, but will not primarily
benefit any one individual or organization to the exclusion of
others.
b. Authority for Release of NCDHIP Records Individual members can
release DHIA records on their own herds and cows. The member has
the right to limit the release of herd average and individual cow
data; however, the limitation shall apply to all data, not to
selected data. If the member chooses to restrict the release of
data, the member must notify the state DHIA in writing of the
limitation. A member may not limit or withhold the use of
individual cow performance data when the member's name or
identification of the animal is not associated with the cow's
record and the limitation does not apply to membership, registry or
other agreements between the dairyperson and the national breed or
Artificial Insemination (AI) associations. The state DHIA or
National DHIA may release any data within their jurisdiction,
authorized by vote of the respective boards. It is recommended that
the publication of annual production averages be limited to those
herds in the higher production categories. SCES makes use of NCDHIP
data according to the Memorandum of Understanding between the
NCDHIP sponsors and does not release NCDHIP data. ARS-USDA releases
NCDHIP data only as outlined in the Memorandum of Understanding.
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תתתתתתתתתתתתתתתתתתתתThe National Dairy Database (1992)תתתתתתתתתתתתתתתתתתתת
תתתתתתתתתתתתתתתתתתתתתתת\NDB\DAIRY\TEXT\DA106500.TXTתתתתתתתתתתתתתתתתתתתתתתת
%f TITLE;STANDARDS FOR THE PUBLIC USE AND RELEASE OF NCDHIP RECORDS
%f COLLECTION;DAIRY HERD IMPROVEMENT
%f ORIGIN;Ohio
%f DATE_INCLUDED;June 1992