Records, Reports, Files, Invoices

Records, Reports, Files, Invoices

These words can easily bring curses to the lips of any well drilling contractor. However, if we are going to be realistic, we must face the bitter facts of life - certain things must be written down. It then follows that if they are going to be of any value to us, we must be able to find them again. Happy is the man who keeps his records simple (but accurate) and easy to find.

This chapter makes no effort to deal with the economics of water well construction. It hopes only to point out the minimum records that should be used and retained with the goal of making our future easier and more profitable.

Essential Documentation

Every well drilling operation should maintain several key types of records. First and foremost are the detailed well logs that document each project's specifications. These should include depth measurements, casing details, water yield data, and formation samples.

Financial records form another critical category. This includes all invoices, receipts, and payment documentation. Material costs, labor hours, and equipment usage should all be carefully tracked and filed.

Organization and Retention

The most effective record-keeping systems are both simple and consistent. Many contractors find it helpful to organize files by job number with a clear chronological sequence. Digital backups of important documents provide an extra layer of security against loss or damage.

Legal requirements typically mandate retaining certain records for 3-7 years. However, some documents like well logs and warranty information should be kept indefinitely. Regular reviews of your filing system can help maintain efficiency and ensure compliance.