Short answer
Grease trap inspection records usually need to show which trap was serviced, when service happened, what was removed or measured, who performed the work, and what proof supports the record.
Inspection record inventory
Trap profileService log historyPhotos and manifestsSignatures and correctionsExportable PDF packet
Core service record
At minimum, keep a clear history of when each trap was serviced, what work was performed, who performed it, and when it is next due.
Proof files and signatures
Photos, manifests, invoices, disposal notes, and signatures give context that a plain date entry cannot provide.
Exportable packet
A packet should summarize the history and include supporting proof without exposing unrelated customers or private operational data.
Grease trap FAQ
How long should grease trap records be kept?
Retention periods vary by local program and contract. Keep records long enough to satisfy the local authority and customer expectations.