It takes diligence, but proper documentation and paper trails can save you down the road. Here are some important steps to take:
1. When communicating something material with a subscriber, it is important to document everything that is involved in said communication.
2. Part of documenting a particular issue(s) involves sending the correspondence (information) through a verifiable means, such as by certified mail-return receipt requested. 3. Most, if not all of the subscriber documentation in your file, will be discoverable in a litigation matter.
4. Ensure that your subscriber records are located in a protected area of your premises. 5. To the extent that a subscriber has a problem, but does not want to provide you with access, it is important to document that in writing to the subscriber.
6. Always document each time you speak with a subscriber and detail the sum and substance of the conversations. You never know when you might need it.
7. Require a photograph(s) of the final wiring terminations inside each control panel set that you install, and preserve these image(s) for the life of the system.
8. Require that your subscribers execute a Certificate of Completion and Acceptance Form every time you complete your installation.
9. Ensure that your work and/or service order documentation contains protective language in your favor.
