Setting up the log
Pick one owner
Assign one person to keep the log, with a named backup for days off.
Choose one place
Use a shared folder or a single spreadsheet, plus a folder for photos named by date and area.
Name areas consistently
Use the same area names the restoration provider and adjuster use, such as dock doors 1 through 6, east bay or front office.
Record daily
Make an entry every day work happens, even if the entry is short.
Save everything that arrives
Estimates, moisture reports, invoices, emails and letters go in the folder the day they arrive.
Log template
| Date and time | Area | What happened or was done | Who | Cost or document | Photo reference |
|---|---|---|---|---|---|
| Day 1, early morning | East bay | Sprinkler head fused, zone valve closed | Maintenance lead | Alarm company report | Photos 001-024 |
| Day 1, midday | East bay and office | Restoration provider began water removal | Provider lead | Signed work authorization | Photos 025-060 |
| Day 2 | East bay | Adjuster inspection; stock disposal approved for rows A-C | Adjuster, facility manager | Email confirmation | Photos 061-090 |
| Day 3 | Front office | Drywall cut at wall base, carpet tile lifted | Provider | Moisture report | Photos 091-120 |
Photo routine for each area
- A wide shot from the doorway or a fixed corner.
- Medium shots of each wall and the ceiling.
- Close-ups of damage with a ruler or object for scale.
- Labels, serial numbers and asset tags on damaged equipment.
- Product labels, lot numbers and quantities before disposal.
- The same views again after cleaning and after repairs.
- Exterior views of roof, doors and grounds if storm-related.
Common questions
How long should the log and photos be kept?
Keep them at least until the claim is fully closed and any related disputes are resolved. Ask your insurer, accountant or attorney about longer retention, especially for business income claims.
What if the facility runs several shifts?
Give each shift supervisor a simple way to add entries, such as a shared form, and have the log owner review and tidy the entries each morning. Gaps between shifts are where details about moved product and changed plans usually get lost.
Should the restoration provider's photos replace the facility's own?
No. Provider photos are useful, but the facility should keep its own set, especially of pre-cleanup conditions and inventory.
General information for Commerce City, not a quote or professional advice. In an emergency, call 911.