Records in Practice: What the Software Looks Like

The thesis of this reference is that when a pest complaint becomes a claim, the file you kept is the defense you have. Paper logs and the free tools on this site can carry that file. So can software. This page shows what one system, the records portal Falcon Pest Control runs for the properties it serves, does today for an apartment property, and what is still being built. It is here to show the records, not to sell a service. It carries no prices, and the tools on this site work without it.

Disclosure: the author of this reference founded Falcon Pest Control. See About.

Works today Multifamily edition

Buildings and zones: Each building is set up with its zones: units, common areas, trash enclosures, mechanical and utility rooms, the leasing office, and the exterior. Findings and devices are filed to the zone where they are.
Report a sighting: Property staff report a pest from a phone, with a photo, filed under the unit or area. The report is dated when it is made.
Findings with photos: Each building shows what the technician found, with photos of the pest, the evidence or the device, never of people.
Numbered devices and their checks: Every monitoring device and exterior bait station is numbered and mapped, and each check (activity, bait taken, condition, photo) is recorded with its date.
Application records: Each pesticide application is recorded with the Utah R68-7-11(11) data elements. Four required elements are checked before a visit can close, and older records missing one are flagged and are not back-filled by the system.
Published reports and export: Service reports are published to the property, and the property can export its application records and other data.

In development

These are being built and are not available yet. This page will link to the demonstration property when it exists.

"Submit a work order": The report form, relabeled for apartments, so a pest report reads and routes like any other work order.
Unit-level work-order history: Every report for a unit, from receipt through each inspection and treatment to closure, in one timeline.
Closure criterion on every work order: A report closes only on a recorded follow-up finding that meets the criterion in the IPM plan; response time is shown separately from resolution.
Unit maintenance history export: A unit’s pest history for any period, as a file, the kind of record the military housing maintenance-history rule and the case law point to.
Bait-station QR logging: Scanning a station’s code to open its check form.
A demonstration property: A sample apartment community with sample data, clearly marked as sample, that anyone can open.

How this maps to the records that hold up

The ten records on Pest Records That Hold Up are the specification. A dated report filed to a unit is record 1. Application records with every required element are record 3. A closure criterion on every work order is record 4. A history that adds corrections instead of overwriting entries is record 9. Any system, or a paper binder, that keeps those ten will answer the same questions.