Which records should a PSO maintain for enforcement actions?

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Maintaining a complete, auditable trail of enforcement actions is essential. Each part of the set serves a purpose: inspection reports establish the factual findings about the property or violation; notices and orders show the official actions taken and the deadlines involved; correspondence documents all communications with the owner, tenant, or other parties; photos or videos provide objective, visual proof of conditions observed; time stamps record when each step occurred, which is crucial for sequencing and deadlines; witness statements offer corroboration of events or conditions. Together, these records support due process, enable transparent decision-making, and provide solid evidence if the action is reviewed or challenged.

Keeping only final orders omits the process that led to them and the evidence that supports them, which is why it isn’t sufficient. Financial audits aren’t part of the enforcement action record, and personal diaries aren’t appropriate official records due to reliability and admissibility concerns.