How to Document Utility Locates and Site Records Before Every Dig

The 6-Step Process

Each industry guide below follows this same framework, adapted for the specific context of that industry.

1. 1

   Understand What Locate Documentation Is Required by Law in Your State

   Every U.S. state has a 811 call-before-you-dig law. Most states require a locate ticket number before any ground penetration. Some states have additional requirements for private utilities on the property side of the meter.

2. 2

   Make 811 Calls a Mandatory Step in Your Job Pre-Planning Workflow

   Locate calls must happen 2–3 business days before work starts in most states. This is a planning constraint that must be built into your scheduling workflow — not an afterthought the morning of the job.

3. 3

   Capture Locate Ticket Numbers Digitally and Attach to the Job Record

   A locate ticket number written on a paper dispatch sheet is legally useless if the paper is lost. Locate ticket numbers should be entered into the job record digitally — tied to the job address, the date, and the issuing authority.

4. 4

   Photograph Utility Markings Before Any Excavation or Penetration

   The colored flags and paint marks placed by utility locators are your guides — and your evidence. Photograph them before work begins and attach the photos to the job record with a GPS stamp.

5. 5

   Document Any Unmarked or Conflicting Utilities Found During Work

   When a tech finds utilities that don't match the locate markings, this must be documented immediately. Stop work, photograph, document in the job record, and notify the applicable utility before proceeding.

6. 6

   Train Your Team to Treat Locate Documentation as Non-Negotiable

   Utility strikes are the most expensive and dangerous events in field construction work. Locate documentation is not a paperwork formality — it is the legal and safety foundation of any ground-penetrating job.

Common Mistakes to Avoid