(This proven record-keeping system helped farmers achieve 10% price premiums without computers or complicated paperwork.)

“I thought I needed a computer,” Pak Nguyen from Vietnam laughs. “But the cooperative leader showed me successful farmers who simply use notebooks. Some photograph their records as backup. It’s about having information, not how fancy it looks.”

Pak Nguyen’s 50-cent notebook and five daily minutes transformed into 10% premium pricing within one year. No spreadsheets. No complexity. Just consistent, simple documentation.

After establishing [GPS traceability for your farm], record-keeping is your second critical step toward sustainable rubber certification.

Why Documentation Matters to Buyers

Buyers must trace rubber backward through supply chains. When they purchase from dealers who bought from you, they need evidence you kept basic records proving responsible production. Without records, there’s no story. With records, there’s proof and premium prices.

EUDR regulations require documentation proving:

1. Rubber origin (your GPS-mapped farm)
2. Production practices (your farming activities)
3. Input usage (fertilizers, pesticides)
4. Chain of custody (sales records)

What You Actually Need to Record

Forget complicated forms. You need five simple categories:

1. Tapping Schedule

1. Which sections tapped each week
2. Dates tapped
3. Any sections resting

Example entry: Week Jan 8-14: Tapped sections A, B, C. Section D resting.

 2. Production Volume

1. Latex collected (weekly totals sufficient)
2. Cup lump or sheet rubber produced
3. Quality notes (if relevant)

Example entry: Total week: 52 kg latex, made 45 kg cup lump.

3. Inputs Used

1. Fertilizer type and amount
2. Pesticide/herbicide applications
3. Dates applied

Example entry: Jan 12: Applied 10 kg NPK fertilizer, Section B.

4. Sales Records

1. Date sold
2. Quantity sold
3. Buyer name
4. Price received (optional but helpful)

Example entry: “Jan 15: Sold 40 kg to dealer Mr. Somchai, 65 baht/kg.”

5. Notable Events

1. Extreme weather (heavy rain, drought)
2. Disease or pest problems
3. Tree injuries or losses

Example entry: “Jan 10-12: Heavy rain, no tapping possible.”

Three Practical Recording Systems

System 1: Weekly Notebook (Most Popular)

What you need: Basic notebook (50 cents), pen

Time required: 10-15 minutes every Sunday evening

How it works:

1. Each Sunday, summarize the week’s activities
2. One page per week
3. Simple bullet points
4. No perfect handwriting required

Pak Nguyen’s system: Every Sunday after dinner, he spends 10 minutes reviewing the week. Has he missed weeks? Yes. Is it perfect? No. But after one year, he had sufficient documentation for cooperative certification paying 10% premiums.

System 2: Daily Quick Notes

• What you need: Small pocket notebook or phone notes app
• Time required: 5 minutes daily (after tapping)

How it works:

1. Brief notes immediately after farming activities
2. Transfer to main notebook weekly
3. Captures details while fresh

Best for: Farmers who prefer shorter, frequent documentation sessions

System 3: Photo Documentation

What you need: Smartphone with camera

Time required: 10 minutes weekly

How it works:

1. Write weekly summary in notebook
2. Photograph each page
3. Store photos in dedicated folder
4. Creates automatic backup

Advantage: Can share documentation with buyers/cooperatives digitally without mailing physical notebooks

Sample Weekly Documentation Page

WEEK: January 15-21, 2025

Weather: Jan 18 Mostly clear, light rain

TAPPING:

1. Mon-Sat: Sections A, B (morning)
2. Section C resting this week
3. Total latex: 58 kg

INPUTS:

Jan 16: Sprayed herbicide around young trees (2 liters Glyphosate alternative)

 Jan 20: Applied compost, Section C (preparing for next tapping cycle)

PRODUCTION:

1. Made cup lump: 51 kg
2. Quality: Good, clean

SALES:

Jan 21: Sold 50 kg to Mr. Somchai dealer, 67 baht/kg

NOTES:

Need to check tree #47 in Section B (bark damage)

Cooperative meeting Jan 28

Total writing time: 12 minutes

Overcoming Common Record-Keeping Barriers

I’m too busy farming to write.

Solution: Weekly summaries require just 10 minutes. Less time than drinking coffee.

My handwriting is terrible.

Solution: Buyers need legibility, not beauty. Print clearly. Use your phone camera to capture clean photos.

I forget what happened.

Solution: Keep your notebook near where you weigh latex. Jot quick notes immediately. Small details matter less than consistent recording.

What if I make mistakes?

Solution: Cross out errors, write corrections beside them. Real documentation shows real farming, perfection isn’t expected.

I’m not educated/literate enough.

Solution: Ask family members to help write. Use voice recording apps on smartphones. Draw simple diagrams with numbers. Cooperatives offer literacy support.

How Records Connect to Certification

When certification auditors visit (usually through cooperatives, not individual farms), they verify:

1. Consistent documentation exists (weekly/monthly)
2. Records align with GPS farm boundaries
3. Input usage follows sustainable guidelines
4. Production volumes are reasonable for farm size

Your simple notebook proves you’re a responsible producer worthy of premium pricing.

 Digital Tools (Optional Upgrades)

1. Several free mobile apps help farmers document activities:
2. Agrivi Free: Farm management app with simple interfaces
3. FarmLogs: Track activities, weather, inputs
4. Google Sheets: Free spreadsheet accessible from phones

Important: Start with paper notebooks. Digital tools are optional enhancements, never requirements. Most certified farmers still use paper successfully.

Your Action Plan This Week

1. Today: Purchase notebook or designate existing one for farm records only

2. This week: Write one summary covering last week’s activities (practice)

3. Next Sunday: Begin consistent weekly documentation

4. Four weeks: Review your month’s records you’ll be surprised how much you’ve captured

Combined with your GPS coordinates, you now have two of five essential elements for certification. Next, discover how joining cooperatives reduces certification costs by 90% while providing free training.

Take step today,

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