Hey Bug Geeks! As we start a new year and a new audit season we will take a deeper dive into logbooks. I am passionate about this subject because it’s mainly what I do in the field. Maintaining the logbook is an integral part of a commercial technicians job and is a vital communication tool for your clients and company.
The logbook should be the first thing you review after signing in/checking in at your service location and the last thing you double check at the end of your visit. The cover sheet, the first section of your logbook, should include your company information, your contact information and possibly backup contact information in case you are not available for an immediate need.
Your next section will have the service contract which includes the Standard Operating Procedures (SOP). This will give the types of services, service frequencies, covered pests, equipment, pricing and other information that is reflective of the accounts needs and guidelines.
The third section is commonly used for insurance certificates, company business license, a copy of your state pest control license, certification or registration card, a copy of your direct managers license or certification, a copy of your supervisors license or certification and copies of licenses and certifications or registrations from anyone else who has assisted with service at that particular account. It’s important to have all the pages and your customers name on the insurance certificate, not just a sample or generic copy.
Following the certificates section would be an area designated for equipment maps and facility layout. The map is a very important part of the logbook and is a key for auditors and your customers to locate devices and important areas that will facilitate the pest control program. It should be updated and signed annually. Please make sure to follow all state local and facility regulations when updating your map.
The Pest Sighting Log will have its own section and importance. Pest Sighting Logs are where your customer will communicate to you any pest activity that may have been noted in between visits to your account. PSLs should be reviewed every service and signed/ dated quarterly. Some accounts may require a notation at each visit and it is important to know what your clients needs are and what standards the third party auditor will be expecting in your book.
The next section is normally the area designated for your service reports. Make sure ALL of your service reports (regular service and extra request tickets) are placed neatly and orderly in your logbook on every visit! Service reports should have all conditions, material usages and equipment notations for your client and auditors to review at the appropriate times.
Your Device Trend Report will generally follow service reports. This document allows your client and auditors to get a picture of pest activities, damages to equipment or other issues that may be occurring at that account throughout the service period. Don’t forget to print a current device trend report before any of your audits!
Next up will be the current AML (Approved Material List), Material Usage Report, SDS (Safety Data Sheets) and Labels for all chemicals applied within the calendar year. Make sure to have a current AML issued from your company and reference this document before making an application as this can save you a lot of headache down the road. You don’t want to make an application with a product not on the list. The AML should be signed and dated by you and your facility contact annually. The Material Usage Report is a quick guide to all applications made at your account within a specified time frame.
Another section to include is an Annual Assessment Report of your facility which should be signed and dated by your supervisor or manager who performed the assessment and the facility contact. Also, a GMP (Good Manufacturing Practices) guideline should be signed/dated annually and placed in the logbook per your clients internal policies.
The last section of your logbook should be reserved for your previous year documentation. This section is all of the items listed above from the previous year condensed to one section. This may require another separate logbook, marked accordingly as previous year, as some accounts can be rather extensive when compiling all of this information into one section. You will want to try your best to keep everything in the same order as it is in your current year material
Lastly, be sure to keep a professional look and manner in all your activities while servicing these important audited clients! Practice following GMP guidelines and remember that they can be different in every facility. Your logbook is an important part of your service and reflects YOU and YOUR company. When these audited customers get great audit scores they are able to keep their existing customers and build business by getting new customers. You and your team as pest control professionals will see great success in audited facilities when your customers pass audits and are happy. Your logbook is the cornerstone of success in these important facilities so do your best to keep them straight!
Thanks for reading and stay geeky!
Josh Swilling with Bug Geeky.