Purpose Statement
The Backdating Inspections feature allows users to record an inspection with the actual date and time it was performed, even when the inspection is entered into the system later. This supports accurate record keeping for fire and life safety operations while preserving audit history for compliance and reporting purposes.
This functionality is especially useful when inspections are delayed due to emergency responses, operational demands, or scheduling conflicts.
Background Information
In fire operations, inspections are not always entered into the system at the exact time they are completed. Crews may complete work in the field and return later to finalize documentation. The backdating feature helps agencies maintain an accurate inspection history by allowing users to set both the inspection date and completion date/time to reflect when the work actually occurred.
Common use cases include:
- Inspections completed during busy operational periods
- Delayed documentation following emergency incidents
- Catch-up data entry after field work is completed
- Maintaining accurate compliance records for fire prevention activities
Backdating supports regulatory and internal recordkeeping needs by ensuring inspection timelines reflect real-world activity.
Required Permissions
Users must have access to:
- Inspections
- Inspection List
- Start Inspection
- Complete and Send Inspection
- Inspection - Backdate
A user must also have permission to create and complete inspections within the applicable inspection workflow.
Video
Step-by-Step Guide
- Navigate to Inspections > Inspections List > Start an Inspection.
- Enter the property address and select the correct property record from Occupancy Information. Then click Start Inspection.
- Complete the required inspection fields, including the Inspection Type, then update the inspection date, time, and Completed At date/time to reflect when the inspection actually occurred. You can either type the date manually or use the calendar picker.
- Complete the inspection as normal, then click Complete and Send.
Best Practices
- Backdate inspections only when the inspection was actually completed on an earlier date.
- Confirm both the inspection date and Completed At date/time before submitting.
- Ensure the selected property record is correct before starting the inspection.
- Complete all required fields, including the inspection type, before sending.
- Follow internal agency policies for documentation accuracy and audit compliance.
- Avoid using backdating to correct unrelated data entry issues unless directed by an administrator.
Troubleshooting & FAQs
Why can’t I complete the inspection after changing the date?
Make sure all required fields, especially Inspection Type, have been completed before selecting Complete and Send.
Can I type the date manually instead of using the calendar picker?
Yes. Users can either select the date from the calendar or type it in manually.
What if I selected the wrong address or occupancy record?
Exit the inspection and restart it using the correct property record to avoid attaching the inspection to the wrong location.
Why would I use backdating?
Backdating is useful when an inspection was completed earlier, but entry into the system was delayed due to operational demands, emergency response, or scheduling conflicts.
Does backdating affect compliance tracking?
Yes. When used correctly, it helps maintain accurate records for compliance and audit purposes by reflecting the actual inspection date and completion time.