How do I get ready for a state inspection?
For the owner
Get ready by knowing which records Barrierline keeps for you and which you still keep yourself. Records, then State rules, lists the records Arizona’s rules make a pest control company keep, how long to keep each, and whether Barrierline keeps it.
What Arizona makes you keep, and Barrierline holds: your application records, the restricted-use records kept apart from the rest, and your termite reports (TARFs). For WDIIRs, Barrierline keeps the inspection and prints it as a worksheet to copy onto the state’s own form, with its TARF no. once it is filed, and tracks the 7 days to your qualifying party (see termite reports); the form itself is yours. When a customer refuses a re-treatment at a visit, the tech records it with the customer’s signature and it is kept on the record; a refusal made by phone or email is not kept here.
What is kept where. On State rules, each line says Kept here, Partly or Not kept here yet, and the page counts them at the top. Pesticide purchases and disposals are kept in Supplies (under Company records); labels, safety data sheets, your insurance or bond and signed contracts in the Company file; each tech’s file and every training in Team, Team file; incident reports in Incidents, and your vehicles under Products, Trucks. A wood-destroying organism treatment proposal is kept as a worksheet under Termite reports (who got a copy, no price); the state’s own form is still yours to use. Where a line says Partly, it says what stays with you.
Pull the records:
- Application records: Records, pick the dates, press Export (it reads like Export 42 records (CSV)). On one record, Print / PDF gives a printable copy.
- Restricted-use records: the Restricted use tab, with its own Export button.
- Termite reports: Records, Termite reports, Export (CSV). Check that none is late or unfiled, and that each inspection report has gone to your qualifying party.
- Bait stations: on a customer, the Stations tab, then All stations (it says Add stations until some are on file), then Print / PDF.
Visits from before you switched show on the customer’s Visits tab under Before the switch. They are not in the Records export. The owner gets them in Settings, Your data, Download everything, in the file history-before-the-switch.csv. Until you know where the last 3 years of records live, keep your old software.
Licenses. The Team page shows each tech’s license no. and, if you entered one, the day it ends. It warns inside 60 days and shows Expired after. Settings, Company holds the business license no. and Business license expires. You also get an alert 60, 30 and 7 days before a tech’s license or the business license ends.
Good to know:
- Barrierline does not do everything Arizona requires. Use the State rules page, which counts itself, instead of anyone’s promise.
- Settings, Company, Keep records for (years) cannot go below 3, Arizona’s rule.
More: Find, export and correct an application record, termite reports, Team.
Still stuck? Email help@barrierline.com.