The easy answer is to call us. If you're an authority and are interested in starting Tegris in your jurisdiction, there are some things you need to do to prepare, and we’ll help you every step of the way. In the meantime, there are 3 important things you’ll want to start doing now, EVEN IF you don’t implement Tegris.

 

• Build A Good Database. Most of the authorities we’ve worked with have limited or inaccurate data to get started, or the data is spread out between databases, file cabinets, and someone's memory. This is normal. Consider the power of a complete database of your jurisdiction. Specifically, you’ll want to have an accurate property address, property manager contact information, every system type, and their due dates. If you have nothing else, start an Excel file with those 4 headings. Update this file with new information as you and the department learn about them. This might be as easy as a 5 minute exercise a day. This list will be one of the most powerful tools you have for fire prevention.

  If you partner with Tegris then we'll utilize your list to get started. The better the list, the easier enforcement will be during the first year. If you don't have a list, or it's not very complete, then during the first year we'll help you focus on building up your data with accurate contact and system information. TEGRIS Fire™ is a collaborative tool that will collect a lot of this information from the inspection service providers, property managers, and others as you go.[/li]

• Create A Standard. As the fire authority, it is your responsibility to maintain a standard for fire protection in your jurisdiction. Surprisingly, that isn’t always common practice with collecting inspection reports. A lot of fire officials allow reports in any format, and allow submission of inspection reports as long as 6 months past the inspection date. It's common to receive them via fax, mail, email, and hand delivery. To put it bluntly, the authority too often accepts every piece of paper submitted to him/her. It’s hard to think of any other public desk that allows anyone to put anything on it. Without a standard, you can’t process this paperwork. SO, create a standard and stick to it.

  Here’s what we recommend: Write down your standard in a letter and share copies with everyone in the department. It should state that your department has a minimum standard for accepting inspection reports. The standard should address:

  • HOW the report will be accepted (fax, email, mail, hand delivery, and/or TEGRIS Fire™)
  • WHERE it must be delivered (addresses, specific desks)
  • WHO can submit (a representative from the service provider, the inspector)
  • WHEN the inspection was performed (no more than 2 weeks, a month old)
  • That it must be legible
  • That the inspector and service provider provide proof of necessary certifications
  • And you should strongly consider a summary page, including any relevant information to you (like pressures, number of devices, deficiencies, and contact info.)

  This summary sheet should help you avoid having to filter through 50+ types of different reports.

  Then the next time someone sends you a substandard report, accept it (for the last time) and give them your letter showing them the minimal standards for submitting reports next time.

  “To improve compliance in this jurisdiction we are requiring the following submission standards that will allow us to process reports more efficiently. This will allow us to provide more Inspection Testing & Maintenance enforcement, which will bring more work to the industry. Please submit future reports per the standards in this letter. Thank you.”

  Then over the next few months enforce your standard. Don’t accept reports that fall short of your standards. If you later decide to go with Tegris, all you’ll need to do is update your standards to eliminate your non-preferred methods for submitting reports

• Solidify your standards into code. If you don’t believe you have the authority to implement your standard then go and get it. The International Fire Code gives the fire official the authority you need to establish minimal standards in your jurisdiction. Some fire authorities need to get approval from fire chiefs, city or county councils, city attorney, city managers, various boards, or even the mayor or other elected officials before they can enforce a standard. So begin this process now. It might take several months before you can get approval from everyone involved. It starts with the question, “I need to establish a process and want to implement a standard for accepting inspection reports because I’m tired of dealing with stacks of unmanageable paperwork. Whose approval do I need to do this?” When they ask what your standard is, show them your letter. Tell them you want to solidify your standard into code.

If you are implementing Tegris into your minimum standards, then include us in this process. Tegris is a different concept than most people are used to. It’s easy to lose something in translation. We have examples of wording and presentations that have helped other jurisdictions get approval of new standards.

Even without Tegris, you need to create a database that you can use along with a standard for submitting reports. Eventually you’ll need to construct the authority you need to enforce that standard. These are essential steps in achieving high compliance in your jurisdiction.