Don't Modify Termite Graphs

Q.My question involves the use of termite inspection and treatment graphs. It has been our practice to draw a graph every time we make a termite treatment proposal or do an inspection. This graph becomes a permanent part of our file. Each time we perform another inspection, or if necessary a retreatment, we add information to the graph. It has been suggested that we should not mark on the original graph, that instead we should make copies of it and note any additions on the copy and date them. Which do you think is the best way to keep these records? (J.G.)

A. In my opinion, the treatment or inspection graph must remain in its original form. There should not be information added directly to the original over time. This obscures what was on the graph when it was created and may cause con fusion and problems in the future, particularly if a legal situation should arise.

I believe the best way to proceed is to make copies of the original graph and then add notations to the copies, with each notation dated, and keep each subsequent copy in the file with the origi nal. By using this method, it is clear that no one is attempting to modify the original graph and that a correct chronology of events can be established for the property.

While we are discussing this issue, I might point out that with regard to termite documentation, whether for treatment or inspection purposes, it is essential that every single blank or question on the document be filled out unless there is an extenuating circumstance for it not to be.

One of the most frequent problems I encounter when attempting to assist PCOs in litigation is documents that are not properly executed. It is not at all uncommon for dates, signatures, dimensions, quantities and adequate property descriptions to be missing from file documents.

If a blank or question is placed on a document, it should be filled out every time the form is used. Failing to do so can lead to enormous problems.