Cooling tower compliance files, assembled site by site for the qualified person to review.

New York City's Health Department inspects unannounced, and its page says records have to be produced while the inspector is there and aren't accepted afterward. Under the city's Chapter 8, failing to produce a required record on request counts as prima facie evidence that it doesn't exist. So someone at your company gathers registration details, the maintenance program, lab reports, disinfection paperwork and inspection checklists, and sets them against the rule that site answers to.

For the test, AI reads copies of those records for sites you already support and drafts each site's compliance file: registration and certification fields, the maintenance program and its sections, culture results exactly as the lab reported them, disinfection records, and a list of everything missing. It never decides whether a site complies. A qualified person reviews each draft beside the file that was actually kept.

New York City and New York State ask differently. Chapter 8 wants a maintenance program and plan, prepared by a qualified person, naming the team down to every consultant, service company and qualified person who cleans, disinfects, delivers chemicals or services the system. It records each tower's Department of Buildings number and tonnage, carries a flow diagram, a risk management assessment and a valve schedule for each operating configuration, and must reflect the most stringent of the city chapter, State Sanitary Code Part 4, the Administrative Code and the manufacturer's instructions. The city points to the latest edition of ANSI/ASHRAE 188, Legionellosis: Risk Management for Building Water Systems; the state's page names the 2018 edition. The state registry under 10 NYCRR 4-1.3 asks for system volume counting all piping, basins and sump, whether disinfection is manual, timed or continuous, who maintains the tower and the year it entered service, updated every 90 days in operation, with a certification by November 1. Each line of the draft names the rule it answers.

Who may sign depends on the line. The city accepts a New York licensed and registered professional engineer, a certified industrial hygienist, a certified water technologist with plan and inspection experience, or an environmental consultant with at least two years in water management planning and operation. The state's inspection section also names a water treatment professional with training and experience. Biocide work needs another credential: the Department of Environmental Conservation names Category 7G, Cooling Towers, Pulp and Paper Process, and a business offering that service must register and employ a 7G applicator. The draft lists each name and credential as the file shows them and says nothing about whether one is valid.

Culture results carry their own paper. In the city, Legionella culture runs at least monthly, with no more than 31 days between samples, at a laboratory accredited through New York's Environmental Laboratory Approval Program. Its final report has to include a copy of the signed chain of custody and the laboratory's ELAP certification number, and since May 8, 2026 the qualified person enters each sample date in the portal within five days. The state's Part 4 sets its own schedule: bacteriological culture at intervals up to 30 days, Legionella within 14 days of seasonal start-up and at intervals up to 90 days. Chapter 8's Table 8-1 sorts results into levels. The draft copies result, laboratory, sample date and report number as written and leaves the level for the qualified person.

Disinfection lines up against a calendar. Summertime hyperhalogenation falls between July 1 and August 31, with a declaration due within 30 days and a Legionella sample 3 to 31 days after. Form CT-SH-DF01 asks for the feed date, pump start and end times, biocide name and supplier, its NYSDEC registration number, and pH and chlorine residual at two sampling points. Every chemical or biocide addition needs its purpose, manufacturer, brand name, safety data sheet, date and time, and amount. A seasonal tower counts as in operation whenever water is present, cooling or not, so a quiet month can still owe paperwork. The draft dates each record and flags the months it can't account for.

Hospitals answer to a different reader, and other places have their own forms. The Joint Commission's R3 Report 32, updated November 18, 2025, holds hospitals and critical access hospitals to PE.04.01.05 and nursing care centers to EC.02.05.02: a basic diagram of the water system, a water risk management plan, monitoring protocols with acceptable ranges, documented results and corrective actions, and an annual review. It notes that neither it nor CMS requires culturing unless law or regulation does. Québec's Régie du bâtiment wants facility information within 30 days of first commissioning and every March 1, from the installation's owner, who may not be the building's. Your qualified person decides what applies, and nothing on this page is legal, medical or engineering advice.

With your reviewer's yes, the same job runs for about 30 days on sites coming up for a filing or an inspection date, at a fixed price you see before signing.

A qualified person reviews every file before anyone relies on it, and every registry update, declaration and certification is still made by your people or the customer's, in the usual place.

Anything further is its own decision, with its own price, and monthly support begins once a job is live.