The USDA/APHIS inspection prep checklist for zoos and sanctuaries

A USDA/APHIS inspection under the Animal Welfare Act can be unannounced, so the facilities that stay calm are the ones whose records are always current — not the ones scrambling to assemble a binder the night before. The goal of this checklist is simple: make “inspection-ready” the default state of your records, not a fire drill.

This is general guidance for zoos, aquariums, sanctuaries, rescues, and private parks, not legal advice — always confirm current requirements with your APHIS contact and the regulations that apply to your license.

1. Keep your animal inventory continuous and current

Inspectors work from your records first. Every animal should have a complete, up-to-date profile: identifiers, species details, sex, status, enclosure/location history, and a clear acquisition and disposition trail. Gaps and stale statuses are what turn a routine visit into a longer one.

• Acquisition and disposition dates and sources for every animal.
• Current enclosure assignment and a location history.
• Births, deaths, and transfers recorded promptly, not in batches.

2. Have the veterinary care program and medical records ready

Be able to show a written program of veterinary care and the medical history that backs it up — exams, diagnostics, treatments, vaccinations, and weights, tied to the individual animal. When medical notes live in the same system as daily care, you can answer “show me this animal’s recent care” in seconds instead of pulling paper.

3. Make daily husbandry, diet, and enrichment observable

Consistent daily records — feeding, cleaning, observations, enrichment — demonstrate an active program of care. The point isn’t volume; it’s that the record reflects what actually happens on the floor, every day, by the people doing the work.

4. Keep facility, safety, and maintenance documentation close

• Enclosure and perimeter maintenance, with dated issue reports.
• Pest control, food storage, and sanitation records.
• Emergency and safety plans your staff can actually find.

5. Produce the census and annual inventory on demand

Two documents come up again and again: a current census and an annual inventory. If generating them means a spreadsheet marathon, they’re already out of date. They should fall out of your live records with a click.

6. Close the loop on past findings

If you’ve had previous findings, be ready to show what changed and when. A dated, reviewable trail of corrective actions is one of the strongest signals that your program is genuinely managed, not just documented.

Make “always-ready” the default

Every item above has the same root: records that are captured where the work happens and stay connected to the animal. That’s exactly what EchidnaCare is built for — daily care, medical, maintenance, and compliance in one system, with census and annual-inventory reports, a protected history of record changes, and a compliance assistant based on the Animal Welfare Act and AZA/ZAA standards.

See how the compliance reporting tools work, or start free — medical records and unlimited staff seats are included on every plan.