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20 <br /> <br />SECTION 4 – RECORD KEEPING/REPORTING <br />REQUIREMENTS <br /> <br />4.1 Record Keeping <br /> <br />Users subject to this ordinance shall document all cleaning and maintenance activities <br />performed on their GRS. These records shall be maintained for a minimum of three (3) <br />years and be available onsite for inspection and copying by the Director or the Director’s <br />representative. This period shall be automatically extended for the duration of any litigation <br />concerning the user or the POTW, or where the user has been specifically notified of a <br />longer retention period required by the Director. <br />4.2 Reporting <br /> <br />Where the Director has determined that a user must provide written reports, these reports <br />shall be submitted in accordance with the requirement of the Director. Written reports will <br />be deemed to have been submitted on the date postmarked. For reports which are not <br />mailed, postage prepaid, into a mail facility serviced by the United States Postal Service, <br />the date of receipt of the report by the City shall govern. <br /> <br />4.3 Electronic Reporting <br /> <br />The City may implement electronic reporting for users. Until the electronic reporting <br />system is approved under the Cross-Media Electronic Reporting Rule (CROMERR) and <br />the individual user has complied with identity certification requirements, electronic reports <br />must be followed up with original paper reports. Electronically submitted reports will be <br />deemed to have been submitted on the date they are posted to the electronic reporting <br />system. Electronic reporting does not preclude the City from requiring a user to continue <br />submitting paper reports, if the City deems it is still necessary. <br /> <br />When service providers (contractors) submit electronic copies of trap or interceptor -style <br />GRS cleaning, maintenance, or repairs, such service records should include sufficient <br />information to assess the condition and compliance of the serviced GRS. This includes an <br />estimate of combined thickness of the floating greases and settled solids, tank damage or <br />corrosion, and the condition of the trap or interceptor’s internal plumbing (See Section 3.3). <br />