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Inspection records

Although you try to prevent accidents and injuries on your premises by maintaining good housekeeping, performing routine maintenance, placing warning signs during wet weather, conducting regular inspections, and following established best practices for your business accidents may still happen. A tool that is very helpful in mitigating damages after an accident is accurate inspection records which help prove due diligence on the business owner's part.

Inspection records can be maintained in a simple notebook or in an electronic file.

At a minimum the inspection records should include the following information:

  • Date of recent inspection being recorded.
  • Date of most recent prior inspection.
  • Areas of inspection completed on date indicated.
  • Deficiencies noted during inspection.
  • Corrections completed during inspection or scheduled for completion.
  • Prior deficiencies and confirmation of their correction.
  • Name of person(s) completing the inspections and corrections.
  • Time of day inspection completed.

Some of this information will naturally be recorded on your facility inspection checklist. The purpose of inspection records being maintained is to show due diligence and proof that the company does not allow dangerous conditions to be ignored. By management keeping records consistently over time you can determine if there are gaps between your written inspection guidelines and what is actually being performed.