Keep your safety data sheets, insurance and signed contracts on file
For the office
Records, Company records, then Company file, is where the paper about the business itself lives. Arizona’s rule (A.A.C. R3-8-503(A)) asks a pest control company to keep three things: the label and safety data sheet of every product its applicators use, proof of financial responsibility, and its service contracts. Each one is a file you add: a PDF, JPG or PNG up to 25 MB.
A file is never deleted. If one is wrong, press Void and say why. It stays on the list, marked voided, with your reason. Add the right one next to it. Each file shows Kept until and a date. Download everything (in Settings, Your data) brings the files and the voided ones with it.
Insurance and bond
The page has one box for the Insurance certificate and one for the Bond. Press Add a file, choose the file, and fill in Ends on, the day the certificate or bond runs out. Put the carrier and policy number in Title or Note if you want them with the file.
Beside each box’s heading, a tag says where it stands: Good until a date, Ends a date with the days left, Ended a date, No end date, or Not on file. If you hold more than one, the page counts the one that ends last, so a renewal you add early replaces the one about to end. A voided file is not counted.
The owner and the office get an alert 60, 30 and 7 days before the certificate or bond ends, and again on the day. The techs do not. Add the new certificate in the Company file and the warnings stop. The rule asks for a certificate or a bond, so while one of them is good for more than 60 days you are not warned about the other. An alert on your phone says where to go: the office website, Records, then Company file. A certificate or a bond has to be added with its Ends on date. The alert is called Your insurance certificate or bond running out in Settings, Alerts, where you can set it to Alert, Inbox only or Off.
Arizona’s rule asks for proof of financial responsibility when it applies to your business (A.A.C. R3-8-310(A)). Which proof applies to you, and for how much, is for you and the Pest Management Division to settle. Barrierline keeps the paper and warns you. It does not tell you what you need.
Labels and safety data sheets
The table lists every product your techs can pick, with On file or Missing for the safety data sheet and the label. Press Files on a row, then Add a file under Safety data sheet or Label. Tick Only products with no safety data sheet to see what is left. A product you hide on the Products page drops off this list. The Products page shows the same On file or Missing beside each product, and a Files button.
When a manufacturer sends a new sheet, add it. The newest one that is not voided is the one that counts.
The rule asks for these at the office where the product is used or stored. We have not been able to confirm that an electronic copy counts as kept there. Until you have, open the current sheet, print it, and keep the printout for any product you keep at the office or on a truck.
Signed contracts
Open a customer, then the Contract tab, press Add a file, and choose the signed contract. Contract date starts as the date their plan began. Change it to the date on the contract. Arizona’s rule asks you to keep each contract for 3 years from its date. Barrierline keeps the file for at least that long, counted from the latest of the contract’s date and the day you added it.
On the Company file page, Service contracts counts the customers on a running plan that have no contract on file, and lists them, 25 at a time. Press Add a contract on a row to add it there. A paused plan or an ended plan is not on the list.
A contract you don’t add stays with you. Most companies start with paper contracts, so this list will be long on the first day. Add the ones you want kept here, a few at a time.
How much it holds. Right now your company can keep up to 5,000 files and 20 GB here at once. A file you added stays on the list (that is the point of it), so voided files count too. If you reach either number, the page says so and asks you to email help@barrierline.com for more room. We make more room; you do not have to delete anything.
See also find, export and correct an application record and state inspections.
Still stuck? Email help@barrierline.com.