Good grease-trap records show what happened at a facility; the local rule decides which records are mandatory and how long they must be kept. Build the file around the authority, permit, device, service event, inspection, training, and corrective action.
A practical facility record set
- Current permit, approval, variance, approved service schedule, and relevant authority instructions.
- Equipment identification: location, device type, manufacturer, model, size, access points, and approved plans where available.
- Service records: date, provider, measurements, volume removed, condition, method, photographs, invoice, and the next planned check.
- Manifests or disposal records required by the applicable program.
- Inspection, sampling, notice, violation, correction, repair, and follow-up records.
- Spill and backup reports, including notifications and cleanup actions.
- Staff training attendance and the topics or procedures covered.
- Used-cooking-oil collection records when the local program or facility procedure calls for them.
Items in this list are commonly useful, but they are not automatically legal requirements everywhere.
Retention periods vary
| Official example | Published period | Record scope |
|---|---|---|
| Florida DEP grease-waste manifest | One year onsite | Signed completed Service Manifest retained by the originator and hauler under the current form. |
| Austin Water | Three years onsite | Manifest records provided after pump-out. |
| Fairfax County, Virginia | Three years | FOG maintenance records available for inspection. |
| City of Toronto | Check the current City requirement | Toronto publishes local inspection and record requirements through its code-of-practice pages; use the current page and bylaw for the facility. |
Never turn the longest period in a comparison into a universal fallback. A permit, tax rule, insurance requirement, contract, litigation hold, or another law may also require a different period.
Suggested service-log fields
- Facility and device identifier
- Date and time of measurement or service
- Grease and solids measurements, if required or taken
- Volume removed and whether the device was fully cleaned, where recorded
- Provider, technician, permit or licence number when applicable
- Manifest, invoice, disposal ticket, and photograph references
- Damage, access, odor, flow, cover, or safety observations
- Corrective action, responsible person, and completion date
- Next inspection or service date based on the controlling rule and actual loading
Make records usable
- Store records by facility and device, not only by vendor invoice number.
- Use consistent filenames or log fields so a service event can be reconstructed.
- Keep required onsite records accessible to the people who handle inspections.
- Restrict personal information and account access to staff who need it.
- Back up electronic records and periodically confirm that links, scans, and exports still open.
- Review gaps before an inspection or renewal deadline rather than inventing missing data.
Questions to ask the authority
- Which records and form versions are mandatory?
- Must records remain onsite, and are electronic copies accepted?
- How long must each record type be retained?
- Who must sign, receive, or submit each document?
- Is there a portal, file format, or reporting deadline?
- What correction procedure applies to an incomplete record?
Frequently asked questions
Is three years the standard grease-trap record period?
No. Austin and Fairfax County currently publish three-year requirements, while Florida's current Service Manifest states one year for that record. Use the rule that applies to the facility and record type.
Is an invoice enough?
Not necessarily. A program may require measurements, signatures, hauler details, disposal confirmation, a manifest, or a government submission that an ordinary invoice does not contain.
Should records be kept longer than the local minimum?
That is a facility risk and records-management decision. Check contracts, insurance, tax, legal-hold, and other requirements before discarding records.
Does complete recordkeeping prove compliance?
No. Records help document activity, but the facility must still meet the substantive equipment, discharge, maintenance, safety, and reporting requirements that apply.
General information only: This page is not legal or records-management advice. Verify the current rule for the facility and obtain professional advice when needed.
Official sources
- Florida DEP — Grease Waste Service Manifest
- Austin Water — Grease Trap Maintenance
- Fairfax County — Fats, Oils and Grease
- City of Toronto — Food Service Establishment Environmental Code of Practice
- Norfolk — Food Service Establishment FOG Program
Fact-checked August 12, 2026. Government guidance and local rules can change; recheck the authority serving the facility before relying on any requirement.
Author: Grease Trap Locator Editorial Team
The Grease Trap Locator editorial team covers FOG compliance, grease trap maintenance, and commercial kitchen regulations across the US and Canada. Our guides are written for restaurant owners, facility managers, and food service operators who need practical, accurate information without the fluff.
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