Barrierline

How do I keep incident reports and my list of vehicles?

For the office

Arizona’s rules ask a pest control company to keep two more records: a copy of each incident report it sent the Pest Management Division, and the date it got each service vehicle or trailer (A.A.C. R3-8-503). Barrierline keeps the vehicles in full, and the incident reports in part: writing the report on the state’s terms, sending it in time and knowing when the time for legal action ends stay with you. It does not decide for you what has to be reported.

Write up an incident

  1. Open Records, Company records, then Incidents.
  2. Click Write up an incident.
  3. Fill in the day, the kind, the customer if there is one, what happened, the products used that day, who was affected (names only), and what you did.
  4. Under Telling the state, fill in only what has happened so far: the day it was confirmed, the times you called the Pesticide Hotline or the Duty Office, the day you sent the written report, and the day your qualifying party checked that it was done.
  5. Click Save the report.

The rule asks for a written report to the Pest Management Division within one business day of a medical or regulatory confirmation that your pesticide caused a death or an illness, contaminated food, feed, drugs or water, contaminated a structure so an occupant was hospitalized or it was evacuated, or contaminated the environment so the area was evacuated. A bulk release goes to the Pesticide Hotline as soon as practical and no later than three hours after it happens. Call the Department of Public Safety Duty Office at once when it is on a public highway or railway, or someone died. The screen shows this where you write the report. Barrierline only records what you say you did. It does not tell you whether something had to be reported or whether you were in time, so read the rule, A.A.C. R3-8-504, yourself. When you give a confirmation day, the report’s page shows the day one business day ends. It skips weekends, and it does not know the state’s holidays.

Keep the copy you sent

  1. Open the report.
  2. Under The copy you sent, click Add a file and choose the PDF, JPG or PNG you sent the state.
  3. Click Mark sent to the state and put in the day you sent it and how.

A file you add here becomes the copy at once when the report has none. If it already has one, the new file is picked under Which file is the copy, and it replaces the old one when you click Use this file. The page tells you when no copy is attached. The file is stored with your other documents and kept like them.

Close it

A report is kept until you close it. Click Close this report when it is over. It is then kept for the years your company keeps its records, or until a later day you give under Keep it until, such as the day the time for legal action ends. Barrierline does not know that day for you. If a claim comes in later, click Open it again. A closed report cannot be changed until you do.

A report is never deleted. If you wrote one by mistake, click Void and say why. It stays on the list with your reason, and what it said before every change is kept.

Restricted-use incidents

When you list a restricted-use product on a report, it moves to Restricted-use incidents, lower on the same page, and out of the main list. That list has its own Download a spreadsheet button. A report that does not list one stays in the main list, so tick the product when one was involved. If you mark a product restricted-use later, the reports that list it move too.

Print it

Open a report and click Print or save as PDF.

Vehicles and trailers

  1. Open Products, then Trucks.
  2. Under Vehicles and trailers, click Add a vehicle.
  3. Give it a name, like Truck 3, say what it is, and put in the date you got it. The plate, VIN and who has it are optional.
  4. Click Add the vehicle.

A vehicle is kept for as long as you own it. When you sell one, click Change and fill in Sold or let go on. It stays on the list, and is kept for your record-keeping years from the day you put in. What it said before every change is kept too. A vehicle entered by mistake is voided with a reason, never deleted. Add the ones you own now with the date you got each, as best your papers say.

Both lists are in Download everything, in Settings, Your data, as incident-reports.csv and vehicles.csv. Incidents are private to your company, and they can name people who are not your customers, so write only what a report needs.

Still stuck? Email help@barrierline.com.