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Maintenance of IPM Data & Documents

Last modified: 11/7/2014 2:56 PM

Record keeping is an important element of an IPM program. It should be emphasized that record keeping need not be burdensome. Simple field notebooks or logs entered electronically in the central database can easily cover the majority of records kept, so that follow-up evaluation of what worked or didn't work and what to do differently in the future can be accomplished. The Santa Clara IPM-Pesticide Use Reporting System (IPM-PURS) which is currently under development will assist the departments to get critical analysis of their future IPM project needs.

The following are examples of records that should be maintained as part of a Department IPM Program:

Department IPM Plan
The written IPM plan kept in accessible location(s) with Department IPM Coordinator. The plan should be updated periodically, at least annually as described under Department IPM Plan.

Department IPM Logbook
All departments and their individual facilities are given IPM Logbooks. The department IPM Coordinator and/or Facility Manager should ensure that Site- or pest-specific management plans are maintained in the Department IPM Logbook, kept in accessible location(s) in their office (Department IPM Coordinator) or front reception (whichever is more convenient and accessible for review). The department IPM Coordinator should periodically review the Logbook observations with Facility Manager at least once per quarter and follow up on the recommendations and draw action plans as needed. Call the County IPM Coordinator to order additional copies of logbooks as required. Facility Managers/Department IPM Coordinator should ensure that logbooks are maintained with following information:

  • Each department that uses pesticides shall keep records of pest management activities, including information about demonstration sites and exemptions. A copy of this information shall be placed in a centralized record (IPM Logbook) keeping area in each department. Where feasible, this information shall be kept in an IPM Logbook or electronic equivalent (once available) maintained in each occupied building. Each pest management activity such as pesticide application, trapping or inspection shall be recorded and, when applicable, include at least the following information:
    • Target pest and extent of problem;
    • Product name, active ingredients, EPA Registration number, formulation, and quantity of pesticide used;
    • Site of pesticide application;
    • Date of pesticide application;
    • Name of person conducting pest management activity;
    • Application equipment number, if applicable;
    • Prevention and other non-chemical methods of control recommended or used; and
    • Evaluation of effectiveness.
  • The Departmental IPM Coordinator shall keep the following:
    • Records of pesticide use, and
    • A copy of the label and material safety data sheet (MSDS) of all pesticides used. You can download the Pesticide Label and MSDS from SCC IPM Website.
    • Each department that uses pesticides shall submit a summary of pest management records required in section B28-8 (a) and (b) to the County IPM Coordinator at least quarterly (By March 15, June 15, September 15) and compile an annual report to be submitted by January 15th each year. The records should be maintained in a prescribed format.
    • Pest management records, including pesticide use records, are all public records.
    • Pesticide use records shall be kept indefinitely until an electronic database tracking system (PURS) has been established.