Post-Inspection Activities

### Records Maintenance

Records need to be properly filed and maintained to allow for quick and easy access of all case documents. Records also need to be retained under storage conditions that minimize deterioration or loss of data files. With the widespread use of computers, data-management capabilities have improved handling, tracking, and manipulation of large quantities of information. These systems do not, however, replace physical evidence such as tags, forms, and checklists. They do alleviate tedious record searching and sorting tasks and can provide quick and easy retrieval of information and cross-referencing capability.

Regardless of whether computer-based data management systems or manual procedures are used, responsible individuals within a program office must be able to access and trace the destination of project files. The inspector must be familiar with and use all filing procedures. Files should be signed out in such a manner as to indicate to others that the file is in the possession of an inspector. When returning the file to storage, the inspector should take care to return it to its proper place.

### Inspection Reports

The purpose of the inspection report is to present a factual record of an inspection, from preplanning stages through the analysis of samples and other data collected during the inspection. An inspection report must be complete and accurate because it is an important piece of evidence for potential enforcement actions. The length and format of inspection reports may vary based on program and individual office policy and practice.

The objective of an inspection report is to organize and coordinate all evidence gathered in an inspection in a comprehensive, usable manner. To meet this objective, information in an inspection report must be:

- • All information must be factual and based on sound inspection practices. • All information must be factual and based on sound inspection practices. Observations should be the verifiable result of first-hand knowledge. Enforcement personnel must be able to depend on the accuracy of all information.
- • Information in an inspection report should be pertinent to the subject of the report. • Information in an inspection report should be pertinent to the subject of the report. Irrelevant facts and data will clutter a report and may reduce its clarity and usefulness.
- • The subject of the report (i.e., any suspected violations) should be • The subject of the report (i.e., any suspected violations) should be substantiated by as much factual, relevant information as is feasible. The more comprehensive the evidence, the better and easier the prosecution task.
- • All information pertinent to the subject should be organized into a complete • All information pertinent to the subject should be organized into a complete package. Documentary support (photographs, statements, sample documentation, etc.) accompanying the report should be clearly referenced so that anyone reading the report will get a complete, clear overview of the subject.
- • Information should be objective and factual; the report should not draw conclusions. • Information should be objective and factual; the report should not draw conclusions.

2014 16-3