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Physical and behavioral examination and observation are the most important aspects of the minimum database. Every animal (that is deemed safe to handle) should receive a physical examination at or as close to the time of admission to the shelter as possible. Utilizing a physical examination form will ensure a complete and systematic review of all body systems. In addition to physical examination, behavioral examination or observation should also begin upon admission. Likewise, implementing a standardized system for recording behavior observations beginning at intake will ensure that the animals' emotional health receives equal consideration.

It is imperative that behavior is always described objectively and in context. This will provide the most accurate picture of the animal. For example, “the dog cowered when a staff member reached towards her with her hand” is an objective contextual observation and is much more informative than recording “the dog is afraid of people.” The latter is subjective information without context, which is generally at least partly based on personal opinion and emotions and can be easily misinterpreted. Someone who reads that a dog is afraid of people will not know whether she cowered, ran away, or bit someone, nor will they know in what context the behavior occurred. Shelters should always focus on collecting and recording objective information and context to ensure that each animal's record reflects their behavior as accurately as possible.

Formal behavior testing or evaluation is not recommended as a routine practice for every animal. These tests lack validation and do not reliably predict future behavior in the home (Patronek and Bradley 2016). It is imperative to recognize that behavioral responses are profoundly influenced by stress. Nonetheless, to the extent possible, it is crucial to observe initial behavior and to continue monitoring behavior in order to recognize and mitigate stress and other negative emotional states that animals may be experiencing in the shelter. It is also necessary to learn as much as possible about each individual animal to aid in optimizing shelter behavioral care, outcome assessment, and adoption matching and counseling. Criteria to identify dangerous animals, such as history and/or displays of severe or injurious aggression, combined with risk assessment, should be in place to protect staff and public safety. Assessment of behavior should include history as well as information gleaned from every human and animal interaction with the animal. Information gleaned from interacting with animals during routine intake and husbandry procedures as well as enrichment, play, and training activities can be used to provide for each individual animals' emotional needs, ensure their welfare in the shelter, and make the best possible decisions about safety, placement, and matching.

Of particular importance in the shelter physical examination is an accurate physical description of the animal and careful inspection for the presence of identification, both of which may aid in pet–owner reunification. Photographing animals is a very useful adjunct to written descriptions, and microchip scanning should be systematically and correctly performed on every animal at the time of intake and prior to the animal being made available for adoption or being euthanized.

An additional critical aspect of the intake exam for shelter animals is the identification of conditions that require special housing considerations. Common examples include:

 animals suspected of being infected with contagious diseases that would require isolation,

 pregnant animals that appear near term,

 nursing mothers with litters,

 very young animals,

 injured or debilitated animals,

 other animals with special physical or behavioral needs who would benefit from additional bedding and care.

Animals that are very fearful or withdrawn should ideally be housed in quiet areas, and care should be provided by staff with experience assessing behavior. Animals exhibiting feral‐like behavior or deemed unsafe to handle on entry should be identified so that they can be housed appropriately in enclosures that are especially secure and designed to minimize animal handling and stress, such as those that contain guillotine doors for dogs, or cat dens for cats. See Figure 2.1a and 2.1b.