TECHNICAL | PPC108 September 2022
Regular contributor Grahame Turner from BPCA Consultant member company PestAcuity is back! This time he’s turning his attention to your pest control folders. What should be in your folder? What do different standards require? Where do you even start?
High specification clients, such as food manufacturers, often work to one or more independent accreditation or customer standards that include a series of requirements for pest control. These requirements are not limited to practical aspects of pest control, they can also be quite specific regarding documentation.
Your usual set of documents and forms might not satisfy all of the stringent demands of all of the standards. In fact, you might need to design some alternative or additional ones.
Creating documents to cover all the standards can be a challenge, as they all differ greatly in their wording and their specific requirements. In preparing this article, I’ve drawn from 14 of the common standards (listed at the end of the article) and produced a list of documents to help ensure compliance with all of these.
The first 14 are commonly specified documents that could be used as stock sections for all folders. Any of the additional 13 can be inserted for particular clients as required. I have suggested who might be responsible for each document, but this is not prescriptive.
This table is not definitive: if you prefer to be more specific to your own client portfolio, you could adjust the list or content to suit. Note that you might also use other stock documents that are not required by the standards, such as environmental policy, risk assessments and method statements (RAMS), etc.
I have focused on documents for physical folders, but the same criteria can be applied to online records.
“Your usual set of documents and forms might not satisfy all of the stringent demands of all of the standards.”
Abbreviations:
PPM Proactive Pest Management visit (otherwise known as ‘routine visits’)
vpa visits per annum
SPI stored product insects
FB field biologist
FBI field biologist inspection
Contents:
1 Contact details - site and contractor
2 Schedule of visits
3 Pest Risk Assesment (PRA)
4 Monitor survey
5 Service specification
6 Visit record
7 Pest activity log
8 Pesticide uasge log
9 Monitor location plan
10 Temporary monitor/control location plan
11 Monitor/activity checklist
12 Visit reports
13 Biologist inspection reports
14 Trade association membership certificate
15 Pest sighting log
16 Review meeting minutes
17 Statement of compliance with specification
18 List of approved pesticides
19 Fly killer catch record
20 SPI catch record
21 Trending reports
22 Labels of products used
23 COSHH sheets of products used
24 MSDSs of products used
25 Liability Insurance Certificate
26 Copies of technician and FB certificates
27 Online reports access Info
(Article continues below list)
1 Contact details - site and contractor
- Contact positions and name (site contact and deputy; pest control admin/technician/biologist/service manager/account manager).
- Phone and/or email address (which ever contact method is relevant).
- Include a 24/7 emergency number.
Update Frequency:
Whenever changes
Responsibility:
Account Manager
Sites:
All sites
2 Schedule of visits
- Include as relevant: PPMs, FBIs, EFK service, SPI trap pheromone replacement, wasp trap installation and removal, review meetings.
- Use week commencing dates, with the proviso that the actual date can vary up to one week before or after.
- Ensure intervals are regular and that tech and FB visits do not coincide.
- Differentiate full and interim EFK services.
- Full EFK service to be sometime January to April inclusive.
- Could include a column for the actual date attended.
Update Frequency:
Annually
Responsibility:
Account Manager
Sites:
All sites
3 Pest Risk Assesment (PRA)
- Take into account: location, environs, building design, raw materials, products, any current infestation, at least one year pest history and controls, different site areas, seasonal variations, operational periods.
- This is required at least yearly, but brought forward if there has been significant infestation or changes to the site. But for simplicity an assessment could be completed at every biologist visit.
- PPM and FBI frequency for the next period are adjusted based on the outcome.
- (For suggestions on PRA format, see article in PPC 107.)
Update Frequency:
Each biologist visit, up to four times per annum
Responsibility:
FB
Sites:
All sites
4 Monitor survey
- Use to determine number and locations of monitoring devices.
- Breakdown by room/area.
- Incorporate any previous catch analysis information.
- Can be illustrated on a site plan.
- (Only actually specified by AIB, but useful for all sites.)
Update Frequency:
Annually
Responsibility:
FB
Sites:
All sites
5 Service specification
- Incorporate IPM (Integrated Pest Management) strategy.
- List site and contractor responsibilities.
- Allow for the number of VPA to vary depending on the outcome of PRA.
- (These comments are not comprehensive – the content of the contract specification will be the subject of a future article.)
Update Frequency:
Signed annually
Responsibility:
Account Manager
Sites:
All sites
6 Visit record
- Summary list of all actual site visits showing date, visit type, who attended and visit report number.
Update Frequency:
Every visit
Responsibility:
Technician
Sites:
All sites
7 Pest activity log
- Summary list of all sightings and reports of pests or evidence.
- Include species, location, evidence seen/reported, a summary of actions, and technician name.
- To be completed by the pest control company, not site staff.
Update Frequency:
Every visit when relevant
Responsibility:
Technician
Sites:
All sites
8 Pesticide uasge log
- Include date, time, pest, location, trade name, active ingredient(s), concentration, rate, quantity, application method, name and signature of the applicator, client signature, (registration number, batch).
- If you have an approved product list in place, then some of this can be omitted.
Update Frequency:
Every visit when relevant
Responsibility:
Technician
Sites:
All sites
9 Monitor location plan
- Include all areas of the site including lofts, mezzanine floors, service rooms etc.
- Clearly differentiate monitor types and bait types.
- Include seasonal devices such as wasp traps (can be separate plan).
- All monitors are uniquely numbered.
Update Frequency:
Checked and signed (or redrawn) annually
Responsibility:
FB to check
Sites:
All sites
10 Temporary monitor/control location plan
- Drawn date and sign when controls installed.
- Date and sign off when controls removed.
- Archive in the pest folder when complete.
Update Frequency:
Whenever additional controls installed
Responsibility:
Technician
Sites:
All sites
11 Monitor/activity checklist
- List of all monitors showing monitor type/bait type/inspection only, with a column for each service date. Include rodents, crawling insects, SPI as required. Differentiate between toxic and non-toxic bait, and between rats and mice etc. EFKs and wasp traps would not usually be included on this form as the reporting of their catches is more complex and needs separate documentation.
- Service record to include: bait replacement, missing boxes, damaged boxes, no access, bait take, all in good order etc.
- Full list to be checked by a technician each visit. For M&S sites, a reasonable number need also to be checked and recorded on each FBI.
- Sign by technician and client.
- (Only actually specified by BRC, AIB and M&S, but recommended for all sites.)
Update Frequency:
Every PPM visit (and every M&S FBI)
Responsibility:
Technician (and FB)
Sites:
All sites
12 Visit reports
- All reports to be sequentially numbered and to show visit type.
- Differentiate between an observation, a recommendation and a completed action (with date of completion and who completed it).
- Include detail (where possible) of species, density and extent of infestation.
- Include follow-up plan when infestation detected.
- Include key site recommendations, with space for the client to outline actions taken.
- Include priority rating and responsibility for recommendations.
- Use scientific names (in parentheses) for all SPI.
- Include a report of the investigation into any lost boxes.
- Include root cause analysis for all infestations.
- Recommendations to be agreed by site and technician at the end of the visit.
- Reports to be signed by both parties.
- If control is carried out on organic sites, then records of any treatments should include the precautions taken to prevent contamination of organic products.
Update Frequency:
Every technician visit
Responsibility:
Technician
Sites:
All sites
13 Biologist inspection reports
- Scientific names to be used (in parentheses) for all pests.
- Include a list of all factory areas checked or not checked. For report clarity, I suggest this list is placed in a separate section of the report, with a summary of observations for each area. I find that when comments about areas with no problems are dispersed throughout the recommendations section of the report, it can hamper focus.
- Include priority rating and responsibility for recommendations.
- Recommendations to have space for customers to outline actions taken.
- Note any outstanding recommendations from previous reports.
- Include advice on any items stored for prolonged periods.
- For M&S, if the report is not produced immediately at the end of the visit, then a hand-written condensed report to be written to leave on-site at end of the visit, and a typed report is to be supplied within five working days.
Update Frequency:
Every FB visit
Responsibility:
FB
Sites:
All sites
14 Trade association membership certificate
- Your BPCA membership certificate.
Update Frequency:
Annually
Responsibility:
Account manager
Sites:
All sites
15 Pest sighting log
- This can be kept in the folder or on a noticeboard, as long as it is available to all staff.
- Include date, time, pest type, location, actions taken, and name of staff reporting it.
- Technician to sign to confirm he/she has read and understood any new entries.
- (This requirement is only actually specified by the AIB, but I suggest it would be useful for most sites. I include it as a document in this list, as while the best place for the active document might be the staff noticeboard, the archived pages can be filed in the pest folder.)
Update Frequency:
Every technician visit
Responsibility:
Technician
Sites:
AIB (but could be useful for many clients)
16 Review meeting minutes
- Doesn’t need to be kept in the folder, but could be useful to keep a copy in the folder with the
rest of the records.
- Review meetings are only actually specified by M&S and Waitrose, but could be useful
for all clients.
Update Frequency:
Every technician visit
Responsibility:
Technician
Sites:
AIB (but could be useful for many clients)
17 Statement of compliance with specification
- Can be a standard format letter with tick boxes.
- I recommend this is signed by the technician as well as the account manager.
Update Frequency:
Annually
Responsibility:
Account manager
Sites:
M&S (and recommended for SA and OFFP)
18 List of approved pesticides
- Include: trade name, registration number, active ingredient, formulation, appearance, and pest type.
Update Frequency:
Annually
Responsibility:
Account manager
Sites:
M&S, AIB
19 Fly killer catch record
- Estimated approximate number of flying insects of various categories. Actual numbers give more information, but for AIB just low/medium/high is acceptable.
- I recommend the following categories: small flies (<=5mm), large flies (>5mm), night fliers, stored product insects (and specify what type in the notes), wasps, and other (and specify what in the notes).
Update Frequency:
Every EFK service
Responsibility:
Technician
Sites:
BRC, SALSA, AIB, BRCP, M&S, Waitrose, Morrisons
20 SPI catch record
- Where products are susceptible to SPI, separate forms to record catches of these could be useful in order to be able to analyse catches, determine trends and design control strategies.
Update Frequency:
Every PPM
Responsibility:
Technician
Sites:
Sites susceptible to SPI and where trending reports are required
21 Trending reports
- With insects, show on the graphs the tolerance levels. These are determined for each trap depending on the risk level of the insects being in that location. These can be adjusted with experience.
- Include year-on-year trends.
- Include an action plan when any tolerance levels are exceeded.
- Ideally the catch data and trends will be analysed and interpreted by a biologist or
senior technician.
- (Trending and analysis will be the subject of a future article.)
Update Frequency:
Minimum four times per year (with ongoing infestations then every visit can be useful).
Responsibility:
FB (if four vpa) otherwise technician or manager
Sites:
BRC, SALSA, AIB, BRCP, M&S, Waitrose, Tesco
22 Labels of products used
- Include non-toxic baits.
- Each document can be in the folder, but might be better in a website library or Sharepoint site accessible by both pest control company and client. In this way, they are more easily kept up-to-date and are not cluttering up the pest control folder or using up unnecessary paper resources. If they are not supplied in the folder, then include information in the folder on how to access these documents.
- With M&S, include the products that might be used on-site, not just those actually used.
Update Frequency:
When used
Responsibility:
Technician
Sites:
BRC, AIB, BRCP, Waitrose
23 COSHH sheets of products used
- Include non-toxic baits.
- Each document can be in the folder, but might be better in a website library or Sharepoint site accessible by both pest control company and client. In this way, they are more easily kept up-to-date and are not cluttering up the pest control folder or using up unnecessary paper resources. If they are not supplied in the folder, then include information in the folder on how to access these documents.
- With M&S, include the products that might be used on-site, not just those actually used.
Update Frequency:
When used
Responsibility:
Technician
Sites:
SALSA, OFFP, Red Tractor, M&S
24 MSDSs of products used
- Include non-toxic baits.
- Each document can be in the folder, but might be better in a website library or Sharepoint site accessible by both pest control company and client. In this way, they are more easily kept up-to-date and are not cluttering up the pest control folder or using up unnecessary paper resources. If they are not supplied in the folder, then include information in the folder on how to access these documents.
- With M&S, include the products that might be used on-site, not just those actually used.
Update Frequency:
When used
Responsibility:
Technician
Sites:
AIB, M&S, Tesco, SALSA
25 Liability Insurance Certificate
- Include non-toxic baits.
- Each document can be in the folder, but might be better in a website library or Sharepoint site accessible by both pest control company and client. In this way, they are more easily kept up-to-date and are not cluttering up the pest control folder or using up unnecessary paper resources. If they are not supplied in the folder, then include information in the folder on how to access these documents.
- With M&S, include the products that might be used on-site, not just those actually used.
Update Frequency:
Annually
Responsibility:
Account manager
Sites:
AIB, SALSA
26 Copies of technician and FB certificates
- Can be in password-protected website library or Sharepoint site.
- For M&S, the minimum qualification is the RSPH Level 2 Certificate in Pest Management (as opposed to the RSPH Level 2 Award in Pest Management).
Update Frequency:
Every time somebody new visits site
Responsibility:
Account manager
Sites:
BRC, AIB, OFFP, UFAS, M&S, Tesco, Waitrose
27 Online reports access Info
- Information on how to access digital reports if applicable.
Update Frequency:
One off
Responsibility:
Account manager
Sites:
All sites if you use digital reporting
“...this could be used to record: bait mouldy (and replaced), bait take with percentage (and replaced), SPI activity, slug activity, rodent droppings etc.”
Obviously, the detailed design of each of these documents is important, as there are numerous different data that could be recorded. The basic form needs to allow for collecting all the required information for multiple Standards efficiently.
But can it then be made more useful, without compromising efficiency? Perhaps by collecting some additional information that could be used to analyse or demonstrate pest management success? Or could the layout be smarter so that the form doubles up as a trending ‘graph’?
As an example, let’s consider the number 11 ‘monitor checklist’ – a form that is used by the technician on PPM visits to record activity, or lack of activity, on each monitor throughout the site. Though only actually specified in three of the standards, this document can be very useful for all sites. Besides the service records suggested in the table, this could be used to record: bait mouldy (and replaced), bait take with percentage (and replaced), SPI activity, slug activity, rodent droppings etc.
It could also show trends over time of which locations show repeated or regular activity. ‘Trending’ is required by some of the other standards, so this could form part of that requirement for those sites. And the trends aren’t necessarily just pests caught. It could show a pattern of particular boxes repeatedly being damaged, in which case you would know to relocate these boxes; or certain baits always being mouldy, in which case you could protect the bait (or move the boxes).
As new versions of standards are published, the requirements can change. Check to make sure you are complying with the latest version.
Need help?
Grahame Turner of PestAcuity Ltd is available for advice on pest risk assessments and food industry pest control.
grahame.turner@pestacuity.co.uk
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