The audit binder
The binder, tab by tab
Every plant gets the same ten tabs in the same order, so an auditor who has read one of our binders knows where to look in the next. Open a tab to see what it holds.
1. Scope
Scope and site map. The buildings and rooms we service, where our work stops and yours starts, and who to call.
Floor plans marked with the service boundary
Contacts for each shift
2. Procedures
Program procedures. How we inspect, monitor and respond, written down, with a version number and a date.
Inspection route, in order
What counts as a finding, and who is told
3. Licenses
Licenses and insurance. Our business and applicator licenses and our certificate of insurance, with expiry dates.
A copy of each license
The certificate of insurance
4. Device map
Device map and inventory. Every station, trap and light device numbered and drawn on your floor plan.
One number per device, never reused
The map reissued whenever a device moves
5. Reports
Service reports. One signed report a visit: what we checked, what we found and what we did.
Findings by device number
Signed by the technician, countersigned by your lead
6. Trends
Trend reports. Counts by device, area and month, so a rise shows before it becomes a finding.
Monthly counts by area
A short note on what changed and why
7. Actions
Corrective actions. Each finding, who owns the fix and the date it was closed.
Ours and yours, listed separately
Open items first
8. Products
Product list and labels. Every product used on site, with its label and safety data sheet and where it was applied.
Applied only where the label and your food safety plan allow
Date, area and amount for each use
9. Training
Technician training. Who has serviced your plant, and the training each person has completed.
Names, dates and topics
Your own site rules, signed
10. Sightings
Sightings log. What your staff reported, when, and how we answered.
Entered by us, from your call or message
Answered within the times on the Response page
What it is for
It supports an audit. It does not pass one.
Food safety standards such as SQF and BRCGS ask a plant to show how pests are controlled: what is monitored, how often, what was found and what was done about it. The binder is that evidence, in one place.
We don't certify your plant and we don't speak for your auditor. A certification body decides the result, from your whole program.
Written procedures with a version and a date
A device map that matches the devices on the wall
Findings that each end in a closed corrective action
Getting started
How the first binder is built
- 01
Step 1: Walk the plant
You, your quality manager and one of our leads walk receiving to shipping and mark what your food safety plan covers.
- 02
Step 2: Number the devices
Each device gets a number and a place on the floor plan before it goes up, and the map is drawn from what is actually on the wall.
- 03
Step 3: Read the first month
Counts come in. We set the baseline with you rather than guess at it, and we name what is normal for each area.
- 04
Step 4: Review every quarter
Your quality manager and our lead read the trend pages together, close old actions and agree what changes.
About the binder
Questions about the binder
Can we see a sample binder before we sign?
Yes. Ask at the walk-through and we'll bring one with another plant's name and floor plan removed.
Is it paper or on a screen?
Both. The binder is printed and kept at your plant, and the same pages go to your inbox after each visit.
Who keeps it up to date?
We do, after every visit. Your shift lead countersigns the service report, and your quality manager reads the trend pages each month.
Next step
Bring your current records to the walk-through
We'll read them against the ten tabs and tell you which are missing or out of date.