Records, Reports, and Documentation
Document what was inspected, tested, and found
Records and reports are the evidence of the ITM program. A useful report identifies the system and location, the adopted standard and edition, the date and tester, the specific inspection or test performed, measured values, pass or fail results, deficiencies, and actions taken. It distinguishes 'not tested' from 'passed' and 'not applicable' from 'no deficiency.' Impairments, notifications to the owner, AHJ, or monitoring company, and restoration should be documented. Retention and report content follow the adopted NFPA 25 edition and owner or AHJ requirements. Reports support trend analysis, budgeting, and defensible decisions.
Traps
Blank fields that look like passes; generic checkboxes with no measurements; failing to record a deficiency because it was fixed verbally; writing 'system okay' without test values; not documenting who was notified; and using a report as proof that repairs were authorized.
Worked example / rule of thumb
A main drain test record should show static and residual pressures, who performed it, date and time, valve location, and any abnormality. If residual pressure is unusually low, write the value and the notification, not just 'tested.' Rule: if the record cannot be understood by another qualified person six months later, it is inadequate.