Crop and Pest Management Guidelines

A Cornell Cooperative Extension Publication

1.7 Pesticide Recordkeeping/Reporting


1.7.1 New York State Requirements

Manufacturers and importers. The NYSDEC requires annual reports from manufacturers and importers documenting all restricted-use product sales within the state. These records include the EPA Registration Number, container size, and number of containers sold to New York purchasers. Records need to be maintained for at least three years.

Reporting at point of sale. The NYSDEC requires annual reports from every person who sells or offers for sale restricted-use pesticides to private applicators. The reports include each sale to a private applicator of a restricted- or general-use pesticide used in agricultural crop production. Reports include the EPA Registration Number; name of pesticide purchased; quantity purchased; date purchased; and location of intended application by address (including 5 digit zip code) or, if an address is unavailable, by town or city (including 5 digit zip code). An annual report is required even if no pesticides were sold during the calendar year.

Commercial applicators. The NYSDEC requires annual reports from commercial applicators and technicians about their restricted- and general-use pesticide applications. Annual reports include the EPA Registration Number, product name, quantity of pesticide used, date applied, and location of application by address (including 5-digit zip code). All commercial applicators and technicians must file annual reports even if no pesticide applications were made during the calendar year.

Commercial applicators and technicians must also maintain corresponding application records of the dosage rates, methods of application, and target organisms. These records need to be maintained annually, retained for at least three years, and made available for inspection on request by the NYSDEC.

Private applicators. New York State regulations require private applicators to maintain records of the restricted-use pesticides purchased and used. These records need to include at a minimum: the restricted-use pesticide(s) purchased; crop treated; application method, and date(s) of application(s). (A form meeting these requirements is available from the DEC online at materials_minerals_ pdf/privatercdfrm.pdf. A copy of this form can also be found at the end of this book.) Records need to be retained for at least three years and must be made available for inspection by the NYSDEC upon request.

More information on New York State reporting and recordkeeping requirements can be found online at or by contacting the NYSDEC in Albany at 518-402-8748 or PestMgt@


1.7.2 Federal Private Applicator Recordkeeping Requirements

Federal regulations require private applicators to keep records of the federally restricted-use pesticides they apply. Federally required records must contain the following:

Under federal recordkeeping regulations, spot applications are applications of a restricted-use pesticide to less than 1/10 of an acre on the same day. Spot application records must include: month/day/year of application; brand or product name of pesticide applied; EPA registration number; total amount of pesticide applied; and location of the application designated as a "spot treatment" with a brief description. NOTE: Spot treatments do not apply to nurseries or greenhouses. Applications at these locations are recorded as if they are a non-spot application.

Federally required information must be recorded within 14 days of the application and be maintained for 2 years following the application. Access to federal record information is limited to: USDA-authorized representatives presenting identification; state-authorized representatives presenting identification; and attending licensed health care professionals (or those acting under their direction) when treating individuals who may have been exposed to a restricted-use pesticide.

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