This is the last part of the discussion and we will share with everyone some of the documentation that can be used to enhance the quality of our service report. In Part 2 , we have discussed appropriate programs to be implemented in this standard.



All documents in the pest management filing system must be available to
the facility within a reasonable time as determined by the facility management.
The facility management has the option of requesting copies of all documents
produced including service tickets for their files. The pest management company
must keep a backup copy of all documents at the pest management company
office. The pest management company shall not surrender any copies of materials
to any official without the express written permission of the facility contact or
their substitute. If there is a regulatory audit of the pest management program
conducted by the state department of agriculture or other pesticide enforcement
agency, the pest management company may surrender documents to the agency
if required.
While paper backup information may be permitted, official documentation
and reporting listed in these standards shall be retained electronically in
the following manner:

  • Reporting shall provide access to all service data
  • Record recovery shall be available on demand with the ability to be sorted by product used, area, pest, date, time, and shift.
  • Assessments and trending reports shall be available

Data onsite may be gathered by handheld electronic devices or manually or
a combination of these methods. Paper backup information may be permitted.



Prior to completing any work in a food facility, a signed contract must be
available unless specifically waived by the food facility and must include:

• Name of facility
• Facility contact person
• Frequency of visits
• Description of services
• Term of contract
• Fee
• Scope of emergency calls
• Approved products/materials list
• Service records to be issued to the facility
• Requirement to notify facility of any new products used


A copy of all EPA, PMRA (Canadian Pest Management Regulatory Authority), or other country product labels and Safety Data Sheets for pest management products used at the facility shall be provided. These may also be filed electronically or web-based depending on facility policy and government regulations. Labels and Safety Data Sheets shall be added for any newly approved products used.


Each pest management company shall provide a pest sighting log or reporting system to
be maintained in a designated area for food facility staff to alert the pest management
professional of pests found. The log can include dates, times, locations, type of pest, action
taken and name of reporting employee. The log must be reviewed by the technician at
each visit and actions taken recorded. The use of the log should be discussed with facility
staff during pest management training performed by the pest management professional or
an in-house trainer


Current credentials must be available with the pest management records and must include:

  • Copy of the certification or registration document, if issued in the facility jurisdiction, for each person who will perform pest management services in the facility
  • Copy of the pest management company license to operate issued by the state or provincial lead pesticide enforcement agency if issued by the state or province in the jurisdiction.
  • Copy of the insurance certificate
  • Copy of proof of successful completion of verifiable food facility pest management training and exam for each technician servicing the facility.


Standard Operating Procedures shall be developed in partnership between the pest
management company and the food facility. All scope of work information including
methods of inspection and treatment must be documented and approved by the food
facility. Protocols and procedures shall include at least the following:

  • Procedures for all current or anticipated pest management activities including inspections and audits
  • Pest sighting log
  • Pest activity records
  • Treatment Records
  • Trend reports
  • Facility map with pest management equipment listed such as rodent stations, monitoring devices, etc.


All service records for service including applications and/or monitoring shall include:
• EPA or PMRA registration number
• Product brand name
• Target pest
• Rate of application or % concentration
• Time of application
• Location or site of application
• Amount of finished product used
• Date
• Signature of technician
• Signature of facility contact
• Certification or registration number of technician

• Notes and observations and any other records required by the governmental pest management enforcement agency, facility or third party audit program.


Risks assessments should be conducted to identify current or potential pest problems
within food processing and handling facilities. A risk assessment is an interactive process
that includes a close examination of the entire property and existing documentation.
Risk assessments are only one component of a successful integrated pest management
plan which also includes proper implementation, management and communication.

This “sample risk assessment” is meant to be used as a tool to assist in analyzing, creating
and maintaining a successful pest management in food processing and handling facilities
plan. The sample risk assessment does not provide an exhaustive list of potential pest
problems but merely a starting point. Additionally, each facility is unique which may
present entirely different considerations and potential pest problems.

The 2016 Pest Management Standards for Food Processing and Handling Facilities does
NOT require the use of this risk assessment but has included this document as a reference
point to identify factors that should be considered when conducting risk assessments and
then implementing a successful integrated pest management plan

Pest control management programs for food processing and handling facilities require us to be one step ahead in understanding pest behavior. A proper and comprehensive reporting system will help us to determine precise control measures and ensure our customers will go through their audit day with peace of mind.


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