Agent for Farmers · Compliance
Eardisland Court Farms — Evidence Trail
Produced 23 October 2026
Source-document index
Source-document index
This is the indexed list of every source document behind the Compliance Audit and Compliance Matrix of 23 October 2026 — grouped by module and tagged by compliance layer. It is what you hand an EA, Red Tractor, APHA or Avara field officer who asks "show me the supporting documents". Each entry gives the filename, where it sits, its date, and what it evidences. The farm document store holds papers up to June 2026; later records are in the Master Profile, brought forward to 23 October 2026. Items the framework expects but that could not be found are listed at the foot — they are not assumed closed.
Dairy
| Document | Folder path | Date | Layer | What it evidences |
|---|---|---|---|---|
| Arla email chain - climate check.pdf | Eardisland Mess / Stuff to File / | to 21 Apr 2026 | Buyer | Arla escalation thread — Climate Check overdue since April 2024 completion; 0.49p/litre Sustainability Incentive at risk. |
| RT Dairy assessment letter Mar 26.pdf | Eardisland Mess / 2026 / | 28 Mar 2026 | Industry | Certification body letter after the 8 Nov 2025 assessment — asks for closeout evidence of the two minor non-conformities (mobility scoring records; calf bedding). |
| Arla bulk tank wk 26-04-2026.pdf | Eardisland Mess / 2026 / Arla / | 26 Apr 2026 | Buyer | Latest bulk tank result in the store — SCC / Bactoscan within Arla top band. |
| NMR Apr 2026.pdf | Eardisland Mess / 2026 / NMR / | Apr 2026 | Industry | Latest monthly NMR milk recording report in the store. |
| farm-profile-dairy.md | Eardisland Court Farms / (Master Profile) | 23 Oct 2026 | Industry | Dairy extension, brought forward — slurry store about 3,000 m³ (Tank A and Tank B), Veterinary Health Plan (signed 12 Sep 2025, review due 12 Sep 2026), Arla deadline 14 Aug 2026, Jul–Sep milk quality, NMR to 24 Sep, DHI inspection, parlour plant test, store capacity 4.4 months, digestate log gap 9–22 May. |
Poultry
| Document | Folder path | Date | Layer | What it evidences |
|---|---|---|---|---|
| FCI Crop14 - scan from office.pdf | Eardisland Mess / Avara / Crop 13 / ← misfiled | scanned 4 Apr 2026 | Legal | Crop 14 Food Chain Information declaration as first filed, with blanks. Reissued complete on 25 Jun 2026 (Master Profile); refile under Crop 14. |
| Screenshot Avara portal antibiotics.pdf | Eardisland Mess / Desktop / | 28 Apr 2026 | Buyer | Avara grower portal showing the Crop 14 antibiotic return missing at the time. Submitted 24 Jun 2026 (Master Profile). |
| Crop 14 placement and depop figures.xlsx | Eardisland Mess / Avara / | Apr 2026 | Buyer | Crop 14 stocking density 31.2 kg/m² at depopulation — over the Avara 30 kg/m² standard; under the 33 kg/m² legal standard. |
| Avara welfare visit Crop 14 28-03-2026.pdf | Eardisland Mess / Avara / Crop 14 / | 28 Mar 2026 | Buyer | Avara routine welfare visit record — latest in the store. |
| Salmonella result Crop 14.pdf | Eardisland Mess / Avara / Crop 14 / | May 2026 | Legal | Salmonella NCP boot-swab result — Negative. Latest in the store. |
| RT cert nov 25.pdf | Eardisland Mess / Insurance / | Nov 2025 | Industry | Red Tractor certificate on file. |
| farm-profile-poultry.md | Eardisland Court Farms / (Master Profile) | 23 Oct 2026 | Legal | Poultry extension, brought forward — Crop 18 placed 2 Oct (30,000 chicks), Crops 15–17 under 30 kg/m², Crop 17 Salmonella negative, flock health plan reviewed 3 Aug 2026, GB Poultry Register, 32,000 places (under the 40,000 permit threshold). |
Cattle (Pedigree)
| Document | Folder path | Date | Layer | What it evidences |
|---|---|---|---|---|
| TB cert Feb 26.pdf | Eardisland Mess / Vet stuff / | read 15 Feb 2026 | Legal | APHA routine herd test — CLEAR. Annual testing applies because the herd has had no breakdown since April 2019. |
| BCMS monthly Apr 2026.pdf | Eardisland Mess / 2026 / | Apr 2026 | Legal | Monthly cattle movement summary — accepted. Latest in the store. |
| BREEDPLAN spring 26.pdf | Eardisland Mess / 2026 / | Spring 2026 | Industry | Performance recording as at spring; the outstanding 200-day weights were submitted 14 Jul 2026 (Master Profile). |
| DNA parentage cert Marshal Jr.pdf | Eardisland Mess / Vet stuff / | 2025 | Industry | DNA parentage verification certificate (HCS-approved lab). |
| HCS herd book - MARSHAL.pdf | Eardisland Mess / Vet stuff / | current | Industry | Hereford Cattle Society Herd Book registration. |
| farm-profile-cattle.md | Eardisland Court Farms / (Master Profile) | 23 Oct 2026 | Legal | Pedigree extension, brought forward — bull tested clear 20 Jul 2026 and sold 7 Aug, HCS fees paid, testing basis (annual, last breakdown cleared Apr 2019). |
NVZ
| Document | Folder path | Date | Layer | What it evidences |
|---|---|---|---|---|
| IMG_20260315_172841.jpg | Eardisland Mess / Scans from Tom / | Mar 2026 | Legal | Farm staff’s handwritten storage working — about 3,000 m³ against about 3,400 m³ needed for 5 months: 4.4 months, short by about 400 m³. |
| NVZ slurry calculator (half done).pdf | Eardisland Mess / Stuff to File / | incomplete | Legal | Storage calculator printout — started, capacity and storage-period sections blank. |
| Slurry tank quote - Wye Valley.pdf | Eardisland Mess / 2026 / | 18 Mar 2026 | Legal | Quote for a 1,500 m³ store (£85k ex VAT). Not ordered. |
| Digestate spreading log 2026.xlsx | Eardisland Mess / AD / | 2026 | Legal | Digestate spreading log — the record behind the closed-period check and the 14-day gap (9–22 May 2026). |
| Digestate analysis 12-02-2026.pdf | Eardisland Mess / AD / | 12 Feb 2026 | Legal | Digestate laboratory analysis — nitrogen content for the field plans (there is no standard value for digestate). |
| Soil sample Court-Field.pdf · Soil sample Bottom-Twenty.pdf | Eardisland Mess / AD / | on file | Legal | Soil analysis used for nutrient planning — must be no more than 5 years old when used. |
Health & Safety
| Document | Folder path | Date | Layer | What it evidences |
|---|---|---|---|---|
| COSHH register.xlsx | Eardisland Mess / 2026 / | rev. 12 Jan 2026 | Legal | COSHH hazardous substances register — substances, safety data sheets, PPE, disposal routes. |
| RA - Fire / LOLER / Manual handling / Slurry pit / Working alone (5 files) | Eardisland Mess / 2026 / | 2026 | Legal | Current risk assessment set covering the main farm hazards. |
| LOLER cert 2026.pdf | Eardisland Mess / Insurance / | 2026 | Legal | LOLER thorough examination certificate. |
| NFU Mutual farm combined 2026 schedule.pdf | Eardisland Mess / Insurance / | 1 Oct 2025–30 Sep 2026 | Legal | Farm combined policy schedule with Employers' Liability — expired 30 Sep 2026; no 2026–27 schedule found. |
| HS Policy DRAFT v2 FINAL.pdf | Eardisland Mess / Old laptop dump / | 12 May 2022 | Legal | H&S policy — DRAFT only, marked "superseded by 2024 review". Not the current policy — see below. |
Expected but not found — no document located. These items are expected by the Agent framework and the Master Farm Profile but no supporting document could be found. They are not assumed closed:
(1) Current written Health & Safety policy — only the 2022 draft above exists; the 2024 redraft is not in the store.
(2) Employers' Liability insurance schedule for 2026–27 — the schedule on file ended 30 Sep 2026.
(3) AD plant DSEAR risk assessment — Master Profile cites a review on 30 Nov 2024; no document found.
(4) Red Tractor closeout evidence — no dated mobility-scoring sheets since 15 Mar 2026 and no photos or written routine for the calf pens.