Overview
If a utility damage occurs today and your team doesn’t have a complete documentation file proving that you, as the excavator, are not at fault, defending that claim becomes extremely difficult. We live in a world where utility damage prevention relies on accurate data and documentation. Every excavator must assume that damage could occur and collect evidence beforehand to demonstrate that proper precautions were taken.
Why Documentation Matters
Damage prevention and defense start long before any line is struck. Once work begins, locate marks, reference points, and field conditions can quickly disappear, leaving no record to support your defense.
The best defense is having a complete documentation file ready before any incident. A strong documentation process protects your company from wrongful fault assignments, supports claims that a locator or facility owner failed to perform correctly, and demonstrates compliance with best practices and MIOSHA safety requirements.
Site Checklist for Success
Foremen should complete and verify the following items on every project:
• Positive Response Verification – Review 811 Positive Response before digging and confirm that all facilities are marked or noted as “No Conflict.” (001)
• Photograph Locate Marks – Take clear photos of all locate marks before digging, ensuring reference points are visible.
• Utility Marker Documentation – Photograph all gas pylons, fiber-optic pylons, and other surface indicators near the work area to verify that all utilities are properly marked.
• Unmarked Surface Indicators – Identify and report any unmarked visible indications of underground facilities before digging.
Technology Can Help
Modern technology allows field and office teams to stay aligned in real-time.
Mobile apps enable instant uploads of field photos and notes, providing supervisors with real-time visibility and verifying that best practices are followed daily. Senior management can now monitor documentation compliance live, ensuring every subcontractor and crew meets damage prevention standards.
Key Takeaway
Good documentation defends against claims, supports effective decision-making, and prevents damage. When you can prove your diligence, you protect your crew, company, and Michigan’s underground infrastructure.
If you have any questions or concerns, please contact Greg Brooks, Director of Safety & Compliance at gregbrooks@thinkmita.org.
