Project closeout packages, assembled from your field records for the project manager who sends them.

A closed project leaves records in several hands: waste shipment records signed by the transporter and the landfill, the supervisor's daily log and the entry and exit log, the crew roster with each person's license and dates, the outside lab's or consultant's air sample reports, and the notices and amendments filed before and during the work. Your project manager pulls those into the order the specification lists, checks them against each other and sends the package.

During the test, AI gets copies of those records and builds the package in draft: each required item in the owner's order, the page it came from, and a list of anything missing or not matching, such as a shipment record with no landfill signature or a worker whose card expired during the project dates as recorded. Nothing is sent. Your reviewer then holds each draft against the package that went out and any comments the owner sent back.

The owner's list is long and in a set order. The Dormitory Authority of the State of New York's master asbestos removal section, revised December 2019, wants the contractor's closeout within 30 days of each abatement phase, sent electronically to its code compliance unit and the environmental consultant for approval before final payment, then as three bound, double-sided sets with one kept for the facility. The list runs from every waste shipment record and record log, originals going to code compliance, through the OSHA compliance air monitoring records, the daily progress log with its entry and exit log, the landfill permit, and the notifications with every amendment in date order. It also wants a notarized statement naming every worker with a state certification number and certifying their medical exams, their fit tests for the respirators used on that project, and their training. The consultant files a closure report of its own, with visual inspections dated both by inspection and by sign-off on the supervisor's log, so the two get read side by side.

A shipment record counts in different units from the survey. Under 40 CFR 61.150(d)(1), a waste shipment record names the generator, the agency office that runs the asbestos program, the transporters, the disposal site and its operator, the date transported and an approximate quantity in cubic meters or cubic yards, and a copy travels with the load. North Carolina's form, DHHS 3787, comes in five copies, one of them for the state unit, and adds the permit number and NESHAP ID, codes for friable or non-friable waste and for drums, bags, dumpsters or trailers, a space for discrepancies, and a line where the landfill writes the total weight in tons. The survey and the notice gave amounts in linear and square feet. The draft sets all of them side by side as each record states them and never converts one to make another agree. The Dormitory Authority's own record log tracks each load by hauler, permit number, license plate, container size, disposal facility, and the dates it left, arrived and came back signed.

Some agencies want closing papers of their own. Forsyth County, North Carolina, uses the shipment record to report the completion of every asbestos removal permit it issues. Georgia's environmental division takes a completion notification as well as the project notice, and now accepts both only through its online system; its 2015 paper version asked for the completion date, the linear and square feet actually removed, the landfill and its permit number, the volume disposed, the container type and whether containers were labeled. Northern Illinois University's standard wants the shipment record, signed by the disposal site, back with its engineer within 10 working days of completion. The draft lists each of these with the due date the owner's or agency's own papers give.

Worker records run on federal clocks. OSHA's construction asbestos standard, 29 CFR 1926.1101, keeps exposure measurement records, with the number, duration and results of samples, for at least 30 years, medical surveillance records for the length of employment plus 30 years, and training records for a year past the last day of employment. Its competent person inspects Class I work at least once every shift, which is much of what fills a daily log. A closeout package draws on those same files, so the draft copies license numbers and medical and fit-test dates exactly as your records show them and marks any date that falls outside the project, without reading a medical finding or judging anyone fit for work.

Schools keep the package for years. Illinois's rule for abatement in public and private schools and commercial and public buildings, 77 Ill. Adm. Code 855.300, has a school district record, for each response action, the methods, location, reasons, start and completion dates, every contractor with its state license number, and the disposal site. For air samples taken at completion it wants the collector's name, signature and license number, the locations and date, the laboratory and its address, the date, method and results of analysis, the analyst's name and signature, and a statement on the laboratory's TEM accreditation, all kept for six years after removal in any area where the material is all gone. Your reviewer will check each of those against the outside report as issued, since the draft copies a result and never interprets it.

Once your reviewer says yes, the next projects your crews release go through the same assembly for about 30 days.

Every package waits for your project manager's check before an owner sees it, and sending it stays with your office.

Drafts on live projects are still compared with what your staff would have assembled. A further job only starts if you choose one, and it gets its own price.