Maintenance of IPM data and documents
Record keeping is an important element of any IPM program. It should be emphasized that record keeping need not be burdensome. Simple field notebooks or logs entered electronically in a central database can easily cover most records kept. The goal being that follow-up evaluations to determine what worked or didn't work, and what to do differently in the future, will be productive. The Santa Clara IPM-Pesticide Use Reporting System (IPM-PURS) which is currently under development will assist the departments to get critical analysis of their future IPM project needs.
The following are examples of records that should be maintained as part of a Department IPM Program:
Department IPM plan
The written IPM plan kept with department IPM coordinators. The plan should be updated periodically, at least annually, as described under department IPM plan.
Department IPM logbook
Each department that uses pesticides shall be required to keep records of pest management activities, including information about demonstration sites and exemptions. This information shall be placed in a centralized record, an IPM Logbook, or electronic equivalent (once available) in each occupied building for each department, kept in accessible locations in the coordinator's office or in front reception (whichever is more convenient and accessible for review). Call the county IPM coordinator to order additional copies of logbooks as required.
At least once per quarter, the department IPM coordinator should review logbook observations with facility management, as well as to make recommendations and draw action plans as needed. Every pest management activity such as, pesticide application, trapping or inspection shall be recorded and, when applicable, include at least the following information:
- Target pest and extent of problem
- Product name, active ingredients, EPA Registration number, formulation
- Quantity of pesticide used
- Site of pesticide application
- Date of pesticide application
- Name of person conducting pest management activity
- Application equipment number, if applicable
- Prevention and other non-chemical methods of control recommended or used
- Evaluation of effectiveness
The departmental IPM coordinator shall also maintain the following:
- A complete record of all pesticide use
- A copy of the labels and material safety data sheets (MSDS) of all pesticides used
- A yearly summary of all pest management records required in section B28-8 (a) and (b) of the County IPM Ordinance. Data shall be to be compiled into an annual department IPM report to be submitted to IPM program staff by July 15th of the current year. The reports and data will be included in the IPM program annual report (data from 2017 shall be provided by July 2018, the 2017 annual report containing this data will be submitted in November 2018).
- Pest management records, including pesticide use records, are all public records
- Pesticide use records shall be kept indefinitely until an electronic database tracking system (PURS) has been established