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chemical audit

Discussion in 'Pesticide & Herbicide Application' started by griffy77, Jan 30, 2006.

  1. griffy77

    griffy77 LawnSite Member
    Messages: 102

    How well do you guys keep your records of how much chemicals ie fertilizers, and weed control, you use and where you apply. Have you ever been audited by state officials? I am taking my applicators exam in a couple of days and wondering what to expect when this season starts. I had been using what the customer bought and didnt see any harm in it, but decided to be on the safe side this year and get my license.
  2. garydale

    garydale LawnSite Senior Member
    Messages: 813

    In Maryland we have nutrient management laws to "protect the Bay".
    Been audited twice,no big problem.
    Inspector reviews records for where,what,amount, total annual amount and when applied.
    Reviws soil tests and compares to reported actual use.
    You can have a problem converting soil test recommendations to your program, because all labs are different.
  3. LawnTamer

    LawnTamer LawnSite Gold Member
    Messages: 3,986

    I don't know about where you live but here (Utah) the state dept of agriculture oversees auditing, and they check for specific things. We need to record the date & location of the application and the amount of each pesticide used and the reason. You need to make sure there's a reason from the product label. If you use 3-way for example you need to record that you found at least 1 weed which 3-way is labeled for. We mark them all, for example if we find dandelions, clover and mallows we circle each on our record which we bring back with us each time we apply, then we can see which weeds are effectively being eliminated and which aren't. When you get hundreds of clients you will need something like this to track effectivness. We also track greeness, watering, bug damage and disease progress. The whole progress of recording takes the applicator about 20-30 seconds and he does it before he leaves the property.
    My brother (whom I helped set up his business and he uses my same recording system) was audited just a few months ago and the auditor was thrilled at his record keeping.
    Here in Utah you are required to keep your records for 3 years.
  4. cleancutccl

    cleancutccl LawnSite Senior Member
    Messages: 698

    I'm being audited on wednesday afternoon, but I've heard its not that big of a deal. Just mostly wants to check that you are recording something and in the proper format.
  5. griffy77

    griffy77 LawnSite Member
    Messages: 102

    hey thanks for the feedback. I was thinking about setting up a file for each customer sorta like they do in a doctors office but i would keep it in the shop. I would record soil testing then track progress in the file which contain all work done at the property including every ounce of fertilizer and weed control used. I then l thought about using Acess to keep all records on my computer, but still keep a small filing cabinet at work where hard copies would be kept.

    Do any of you use gopher or similar software to run your business. I was thinking about grounds keeper but i could do most of what i need on access and excel. I havent heard a good reason to spend $300+ on a software program, excell and access can most that for you.
  6. GreenUtah

    GreenUtah LawnSite Senior Member
    from SLC, UT
    Messages: 866

    I've been field audited in several states,each one with a little different rules. The common theme, however, was a record of your mix as it exists (which they will take a sample of in all cases, a timed calibration of your gun to measure against what you say your stated rate is. A license check and most importantly, copies of the label/msds in your vehicle, even if it was mixed elsewhere. We accomplished this by simply scanning each and every label face with only the rates for our typical use, miniaturized it to the smallest point it was still readable, did the same with the msds and laminated them together on one card, back to back. punched a hole in the top corner, strung them all on a cheap keyring and tossed them in the glove box for each spray vehicle. Quick easy and cheap. Branch audits focused on mix, wind speed and temp, applicator notes, backflow on fill sources, safe and secure storage of your pesticides and fill area containment. That's all stuff that you should be doing for your own safety, both health wise and financially, so no big deal.
  7. Team Gopher

    Team Gopher LawnSite Platinum Member
    from -
    Messages: 4,040

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