Phoenix City Code 28-15 requires food service operators to keep records of every cleaning, the volume of waste removed, the device capacity, waste disposal, and any repair, replacement or maintenance. Keep them at the facility for at least three years from the date created, and hand them to the city's Director on request.
What each entry should show
The code lists categories, not a form, so build your log around them:
- 1Cleaning. Date and who pumped it.
- 2Volume of waste removed. The gallons on the hauler's ticket.
- 3Device capacity. Write the interceptor's rated capacity on the log so the volume can be judged against it.
- 4Waste disposal. Where the material went. A hauler's service ticket or manifest usually carries this.
- 5Repair, replacement and maintenance. Baffles, lids, tees, inspections.
Chandler's list is similar (date, servicer, nature of service, quantity removed, disposal location) and Scottsdale requires written records of cleaning, repair, calibration and maintenance at the facility for three years. If you operate in more than one city, one log with all of these fields covers all three.
Where it lives
"At the facility or site" means the restaurant, not the hauler's office and not a corporate server you can't open during an inspection. A binder by the manager's desk works. A digital folder works if someone on every shift can open it.
Why records matter beyond the inspection
A year of tickets tells you how fast your device fills. Combined with the rules in how often a Phoenix restaurant must pump its interceptor, that shows whether your interval is right. The records also support a variance request, since the schedule can be adjusted by the Director. For the broader program, see does my Phoenix restaurant have to comply with the FOG program and how often should a restaurant grease trap be pumped.
Taking over an existing restaurant
If you are buying or leasing a restaurant, ask for the last three years of pump-out records with the lease or sale documents. Missing history is your problem on the day the inspector arrives. Our commercial tenant vs landlord plumbing page covers who normally handles what.