Records, Reporting, and Administration
Core concepts
Understand recordkeeping requirements: operational logs, sampling and monitoring records, maintenance records, and the retention periods for each. Know regulatory reporting: monthly operating reports, CCRs (consumer confidence reports), violation reporting, and public notification documentation. Grasp asset and work-order management: tracking maintenance, repairs, and inventory. Understand documentation of water quality results and the importance of chain of custody and data integrity. Know the role of the certified operator and operator certification requirements, and the concept of cross-connection program administration (device testing records, inventories). Understand budgeting and rate-setting basics and emergency plan documentation.
Traps to watch
Questions test retention periods and which records must be kept and for how long. Another trap: confusing operational records with regulatory reports - both matter but have different audiences and deadlines. Watch for CCR content and timing requirements and for the need to document corrective actions, not just the problem.
Worked example
A system collects a bacteriological sample. The record must include the date, time, site, sampler, and results, and be retained per the required schedule. If a violation occurs, the file must also contain the public notification documentation and the corrective action taken. Missing documentation is itself a compliance failure.
Rule of thumb
If it isn't documented, it didn't happen. Record the who/what/when/where/result and retain per the required schedule.