How to Perform Virtual Inspections & Comply With Regulations
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Virtual, or remote, inspections have become the necessary and viable alternative for essential businesses to continue to comply with regulations in the face of the COVID-19 pandemic while keeping facility personnel and inspectors safe. A variety of products can be used for a virtual inspection such as Zoom, GoToMeeting, Skype, or even FaceTime to complete live walkthrough inspections without physically being on the property. As an added benefit, most virtual meeting platforms allow for the meeting to be recorded for future review and reference, as well as documentation and filing.
Below, we share a few helpful tips and tools needed to successfully perform a remote video inspection:
Who will lead the remote inspection?
A Facility Representative needs to be present and in communication with the inspector throughout the virtual inspection, in a similar manner as if the inspector was on-site.
What supplies/equipment are needed for a virtual inspection?
Reliable internet access.
iPad, iPhone, Tablet, or Android device with webcam capability.
If both parties (the inspector and the facility) are using an iPad or iPhone, you may simply accept a FaceTime call.
If Zoom or GoToMeeting are used to complete your inspection, the Facility Rep needs to download the application from his/her device’s App Store prior to the inspection. A Zoom or GoToMeeting account is not required in order to access the call the day of the inspection.
A site map and facility diagram should be provided ahead of time to the inspector, who will use them to direct the virtual inspection.
All applicable files and data will be provided to the inspector by the facility ahead of time.
What can I expect the day of my virtual inspection?
On the day of the virtual inspection, the Facility Representative will take the inspector on a tour of the site, as directed by the inspector, as it would have been done if the inspector were on-site. The inspector will be asking questions throughout the inspection.
At the time of your scheduled virtual inspection, if using FaceTime, you will receive a call from your inspector on the device.
If using a video conferencing application, such as Zoom or GoToMeeting, the Facility Representative will need to join the call using call-in information provided by the inspector ahead of time.
The inspector may have the option to record the video. The inspector should let you know ahead of time that the inspection will be recorded. If recording is not preferred by the facility, discuss with the inspector prior to the day of the inspection.
Tips and reminders for virtual inspections:
Prepare before the inspection – your inspector should send you a list of items that require review so you can have documents and areas and personnel ready.
When selecting your preference of video conferencing platform, ensure you are comfortable using the platform at least a few days prior to the inspection. If you have any questions concerning the operation of the application, reach out to your inspector to clarify or request a demo.
Technology tools are essential to a high-quality virtual inspection. Simple technology requirements, such as stable Wi-Fi, will impact a virtual inspection. Ensure your facility’s Wi-Fi connectivity is strong throughout the Site such that connection will not be lost during the virtual inspection.
During the walkthrough, carry a flashlight for illuminating dark spaces on-site that may otherwise be difficult for the inspector to view virtually.
Make sure your mobile device is sufficiently charged prior to beginning the virtual inspection.
Turn off your mobile device’s notifications under device setting preferences. Notifications can interrupt the video feed during the call and can cause delays.
If you do lose connection during the inspection, you may re-join the meeting and continue the walkthrough.
Film in straight lines as much as possible (avoid sudden turns and movement). Pivoting the camera quickly in different directions will cause blurring on the video. Staying still and moving in straight lines will reduce this.
When you first enter a room, pause for virtual inspectors to view the area.
When a virtual inspector requests to see a specific item, pause on that item to allow for the camera to adjust and focus. It may take a few seconds for the camera to focus; do your best to remain still for a few seconds to allow inspectors to read any labels or take photos (screenshots).
KERAMIDA is a full-service Environmental, Health, Safety and Security, and Sustainability consulting firm with unparalleled audit and inspection expertise, readily available to assist with virtual inspections and audits across the country and around the globe in our many service areas.
For assistance with stormwater inspections, compliance audits, environmental due diligence services, and more, contact us for a quick response or call us today at (800) 508-8034 to speak with one of our professionals.
Contact:
Jodie Crandell, QISP, QEP, TOR
Senior Project Manager
KERAMIDA Inc.
Contact Jodie at jcrandell@keramida.com.
