test

Tips on Conducting a Smooth Inspection for Your Business

evironmental inspectionFacility operators don’t have much time to prepare for a inspection after a notice arrives.  It’s best to already have procedures in place to handle how to handle an inspection. Most facility operators know their inspectors and have long-standing relationships.  Make sure to realize that an inspectors job is to find out what is being down wrong or not at all.  That’s why it’s best to be less collegial and more professional during an inspection.  Know your legal rights and the responsibilities to protect your facility but also respect an inspector’s right to do their job.

Before the Inspection

  1. Use exact procedures for contacting the appointed representative from your facility.  Make sure both the representative and your front desk personnel know they should be cooperative but not volunteer any information.
  2. Your facilities representative should request the inspector’s credentials and make a copy of them.  Contact  the state or regional agency to confirm the inspector’s identity they feel any doubts.
  3. Ask the inspector what the purpose of the inspection is, what the stardard(s) apply, and if the inspection will include a documentation review. This will let the representative know that areas of the facility to include and what documents to provide.  If there was a complaint, then ask to see the complaint.
  4. Record all names of persons taking part in the inspection.
  5. Other things to consider before the inspection
    • Notifying your attorney
    • Deciding whether or not to insist on a search warrant
    • Discouraging the recording of the inspection

During the Inspection

  1. Take the most direct route to the areas that need inspection
  2. If an inspector takes a sample, also take a sample of your own and label and date them
  3. If an inspector takes a photo, take photos of your own or request in writing copies of the inspectors photos
  4. Keep notes through the entire inspection
  5. If a violation is cited, correct it there on the spot if possible.  If you can’t correct it immediately, then ask the inspector for suggestions to correct the violation.  Also make note of the violation and what the inspector suggests.

After the Inspection

  1. If the inspector doesn’t offer a closing conference, make sure to request one.
  2. Address each violation
  3. Ask the inspector for input for each corrective action needed
  4. Get and explanation from the inspector about your rights and responsibilities for each citation
  5. Request copies of photos and results from any sampling the inspector took during the visit.
  6. Request a copy of the final inspection report and form when it becomes available

 

After the Inspector Leaves

  1. Take immediate action to correct violations in compliance with regulations
  2. Create your own facility inspection report
  3. Send written letter to the inspecting agency immediately listing all violations that you have already corrected
  4. After of fix other violations, send those letters also
  5. Involved the advise and supervision of your supervisor and attorney for the final resolution of each citation

Need someone to help your business to stay compliant or advise you on your inspections? We work with these regulations everyday and know how to handle it for you, so you can focus on your core business.  

Contact Us (859-689-9222 – KY, 513-367-4100 – OH) to get more information about how we can help your business.

Comments

comments