SWPPP Documentation Checklist for California QSDs

Confirm WDID number matches current SMARTS registration for the specific site

Regional Boards reject documentation submitted under lapsed or incorrect WDID numbers — you'll have to re-inspect.

Verify site's current Risk Level (1, 2, or 3) and corresponding monitoring requirements in SMARTS

Risk Level 3 sites have enhanced monitoring requirements including additional sampling and potential receiving water monitoring — verify current requirements in SMARTS as inspection and sampling triggers differ by Risk Level and rainfall conditions.

Download or print the approved SWPPP and current site map — confirm it reflects current site conditions

Confirm the SWPPP reflects current site conditions and has been amended to address any changes in operations, BMPs, or site layout. Inspecting against an outdated SWPPP means your corrective actions may reference BMPs that no longer exist.

Check CIMIS or NWS rainfall data for the past 72 hours and next 48-hour forecast

CGP requires inspection within 24 hours before a predicted qualifying rain event (defined as ≥0.5 inches forecast with ≥50% probability). Checking forecast data documents compliance with this trigger.

Confirm your QSD certification is current and CASQA wallet card is accessible

Inspecting with an expired certification exposes you to enforcement action and could undermine the credibility of your inspection findings in a dispute.

Photograph the SWPPP site notice board including emergency contacts and WDID number

Missing or illegible site boards are the most common NOV trigger — your photo proves it was compliant when you visited.

Capture each active BMP with a reference object showing scale (hard hat, traffic cone, measuring tape)

Photos without scale are useless for proving BMP sizing met CGP specifications during enforcement review.

Photograph all discharge points with flow direction visible, even if dry

The Board will ask for outfall condition documentation regardless of discharge — 'it wasn't flowing' isn't a record.

Take comparison photos from the same GPS coordinates used in previous inspections

Inconsistent photo angles make it impossible to demonstrate corrective action was completed between visits.

Photograph any tracking controls at stabilized construction entrances with tire tracks visible

Tracking violations are the number-one complaint trigger from neighbors and Caltrans — photos prove maintenance.

Record precipitation gauge reading if site has one, or document nearest ALERT/CIMIS station used

CGP requires rainfall records to justify inspection timing — 'it rained' isn't documentation.

Log exact time BMP inspection started and ended using device timestamp, not estimate

QSDs billing hourly need defensible time records; Regional Boards verify inspection duration against travel claims.

Document each BMP deficiency with specific location (station number or GPS), not just 'near entrance'

Vague locations make it impossible for contractors to find and fix issues before the 72-hour CGP correction window closes.

Note name and company of site contact who accompanied inspection or confirm unaccompanied access

If violations emerge, you need documentation of who was informed — verbal notifications disappear.

Record active versus inactive areas of disturbance in acres, not just 'Phase 2 active'

CGP reporting in SMARTS requires numeric acreage — qualitative notes force you to re-estimate later.

Document any visible non-stormwater discharge with source identification and estimated flow rate

Unauthorized non-stormwater discharges must be documented in the inspection report, reported in SMARTS as a permit violation, and may require notification to the Regional Board depending on severity. Spills of hazardous materials require separate Cal OES reporting.

Complete Attachment C inspection form or equivalent within 24 hours while details are fresh

CGP requires inspection reports be completed within a reasonable time — completing within 24–48 hours while details are fresh is a defensible practice and aligns with industry standards.

Upload photos with original EXIF metadata intact — no screenshots or re-saves

EXIF timestamps provide contemporaneous evidence of inspection date and location. Preserving original metadata strengthens documentation integrity if records are questioned.

Send corrective action items to contractor in writing with specific deadline stated

CGP requires most corrective actions within 72 hours. Some deficiencies require immediate correction, while others may exceed 72 hours if infeasible to complete sooner — but extended timelines must be documented with justification in the inspection report. Your email starts that clock documented.

Generate a single PDF combining inspection form, photos, and any sampling results before filing

Scattered documentation across email threads, Dropbox folders, and texts won't survive a records request — consolidated files do.

Confirm report delivery to LRP or their documented designee with read receipt or equivalent

Ensure reports are delivered to the LRP or their documented designee. Sending only to field personnel who are not authorized representatives may not satisfy notification requirements if the LRP claims lack of notice.

Log the inspection in your own records with the WDID, date, and report filename before moving to the next project

Six months later you won't remember which file goes with which site — your index is your defense.