What does this mean in practice?
Keep cage labels and animal records clear, accurate, and up to date so that everyone interacting with the animals knows:
- How many animals are housed in the cage
- What procedures the animals are currently undergoing or have previously experienced
- Any relevant welfare concerns or adverse effects associated with those procedures
This information helps staff recognise expected adverse effects and understand when action or additional monitoring may be required.
Accurate records also provide a clear audit trail for each animal. If an animal is no longer present in a cage, records should show whether it has been transferred to another location or humanely killed and recorded appropriately.
How do I comply with PIL Standard Condition 16?
Accurate and up-to-date record keeping is essential for fulfilling this Standard Condition. Cage labels and animal records must always reflect the current status, location, and procedural history of the animals.
Many establishments use animal management databases that generate cage labels automatically. However, these systems are only reliable if the information is updated promptly and cage labels are reprinted whenever changes occur.
Some facilities may not have electronic systems available. In these cases, handwritten cage cards and records must still be maintained to the same standard. Records should clearly identify:
- The animals housed within the cage
- The project and protocol being worked under
- The person or people responsible for the animals
- Any procedures the animals have undergone or are currently undergoing
It is important that animals are removed from databases or records on the same day they reach the end of their study purpose, are transferred, or are humanely killed. Cage labels should also be updated immediately to reflect these changes.
Failure to maintain accurate records can create significant welfare and compliance risks. For example:
- Animal care staff or researchers may spend unnecessary time investigating animals believed to be missing
- Animals may receive inappropriate treatment or intervention because staff are unaware of procedures already performed
- Welfare concerns or adverse effects may be misinterpreted due to incomplete records
This becomes even more important when working with genetically altered animals, where additional legal requirements exist under GMO Contained Use regulations. Incorrect or outdated cage records could lead to unnecessary reporting of missing or escaped animals and trigger wider institutional investigations and escalation procedures.
Good practice is to update cage cards and animal records as one of the final tasks completed before leaving the area after working with your animals.
The LASA Guidelines for Record Keeping may also provide useful additional guidance on best practice.
What resources are available to support me?
Animal management software is available from a range of providers and can support accurate record keeping, cage tracking, and procedural documentation. However, where electronic systems are not available, clear handwritten records and good record-keeping practices are still acceptable and essential.
Cage-side records are one of the quickest and most effective ways for staff working within the facility to understand what animals are experiencing and respond appropriately to their welfare needs.
Failure to keep records accurate and up to date can lead to serious consequences, including:
- Welfare impacts caused by inappropriate care or monitoring
- Confusion about the procedures animals have undergone
- Delays in responding to adverse effects
- Animals being euthanised unnecessarily because their current study status or authorised experience is unclear
Clear, accurate, and timely record keeping is therefore essential for both animal welfare and regulatory compliance.
What happens if I don’t comply with PIL Standard Condition 16?
In many cases, failure to update cage cards or animal records will initially be managed locally through discussion with the individuals involved to identify how the error occurred. Most establishments also carry out regular cage-side audits to confirm that records are being maintained correctly.
Some establishments may take a proportionate and educational approach to a first instance of poor record keeping, focusing on guidance and communication about expectations and future compliance. However, this approach may vary between establishments, and some facilities may formally report every instance of inaccurate or incomplete record management.
Poor record keeping can have serious consequences, including:
- Animal welfare issues caused by incorrect monitoring or care
- Confusion regarding procedures animals have undergone
- Delays in responding to adverse effects
- Inaccurate animal numbers or audit trails
- Increased risk of compliance concerns or investigations
A useful way to avoid these issues is to develop a mental or physical checklist to complete whenever you work with animals or handle a cage. For example:
- Do the animals have access to food and water?
- Are the animals secure and safe within the enclosure?
- Have all procedures been accurately recorded?
- Have cage cards and animal records been updated?
- Have waste materials and tissues been disposed of correctly?
- Has the work area been cleaned to the required standard?
How does ASRU assess compliance with PIL Standard Condition 16?
ASRU assesses compliance with PIL Standard Condition 16 by reviewing how cages, pens, and other animal enclosures are labelled and maintained within the establishment.
During an inspection, ASRU may review Standard Operating Procedures, local guidance documents, and training materials relating to cage labelling and animal identification systems. Inspectors may also assess whether Personal Licence holders have received appropriate training and competency assessment in maintaining accurate and compliant cage records.
Compliance may additionally be assessed through discussions with the Named Animal Care and Welfare Officer (NACWO) and Personal Licence holders to confirm that staff understand local cage labelling requirements and are following the correct processes.
ASRU may also directly observe cages and enclosures within animal areas to confirm that labels clearly display the required information, including the relevant Project Licence number, protocol details, date of protocol commencement, and the responsible Personal Licence holder.
How do I know if I am complying with PIL Standard Condition 16?
You can be confident that you are fulfilling this Standard Condition if cage cards and animal records are clear, accurate, and easy for others to understand without needing clarification.
Animal care staff and colleagues should be able to quickly identify:
- Which animals are housed in the cage or enclosure
- What procedures the animals have undergone or are currently undergoing
- Any relevant welfare concerns or monitoring requirements
- Who is responsible for the animals
If records are maintained correctly, staff should not need to contact you regularly to clarify missing information, confirm whether procedures have been completed, or determine the current status of the animals.