Browse all help
Guides
Guides for each role
Running it day to day
When something goes wrong
How do I…?
Signing in and the app7
Doing jobs13
- The camera won't open
- How do I do a job and send it for check?
- What makes a good evidence photo?
- A job came back red. How do I fix it?
- It asks for location. What if I'm indoors?
- I have no jobs today. Is that right?
- How do I report a broken bin or a leak?
- It says some fields are still missing
- How do I see the jobs for one bin or machine?
- Why must I scan a sticker before the photo?
- The sticker won't scan or is damaged
- It says the item hasn't been linked yet
- It says Wrong sticker. What do I do?
Checking jobs and running the team10
- How do I add a one-off job?
- How do I check a job: pass it or send it back?
- How do I do a job myself?
- How do I mark a holiday so jobs are not counted as missed?
- A worker registered a new item. How do I approve it?
- How do I give a job to someone else?
- How do I move a job to another day?
- Where do I see what was missed yesterday?
- How do I send a job back so the worker understands?
- How is my team doing today?
Setting up and managing17
- How do I add a worker or supervisor?
- How do I approve today's jobs?
- We added a DG set or a borewell. How do I update our setup?
- How do I turn on a recommended rule?
- How do I prepare and record an annual return?
- How do I move from the free plan to the licensed plan?
- How do I give someone their sign-in code?
- How do I stick and link QR stickers?
- How do I make the monthly report?
- What does Path to green show?
- How do I replace a lost or damaged sticker?
- How do I get the report emailed every month?
- What is setup evidence and how do I finish it?
- How do I share documents with an inspector?
- Someone left. What do I do?
- How do I upload a licence and get renewal reminders?
- How do I check my waste vendor's licence?
Collection, intake and gate7
By type of organisation
- Data Centre / Colocation Facility
- All 54 organisation guides
Data Centre / Colocation Facility: setup and training guide
On this page
This page is the part of the onboarding kit that is specific to a Data Centre / Colocation Facility. It lists what the app will set up for you, who in your team normally does each piece, and what you need to have ready. How to use the app is in the shared guides, which are the same for every organisation:
- Start here: what happens in your first 14 days
- How EarthReheal works: rules, jobs, evidence, approvals and reports in one page
- Role guides: Manager · Supervisor · Worker
The lists below come from the same rule set the app uses, so they match what you will see. What actually applies to your site depends on your answers during setup: a rule marked "depends on your site" is only switched on if you have, for example, a borewell or a kitchen.
1. At a glance
| What | How many (maximum) |
|---|---|
| Rules that apply to every Data Centre | 6 |
| Rules that depend on what is on your site | 13 |
| Good-practice rules (recommended) | 6 |
| One-time setup items (photos, documents, certificates) | 58 |
| Recurring jobs (daily to yearly) | 46 |
| Things you log when they happen | 14 |
| Licence renewals tracked | 15 |
| Statutory filings | 4 |
Most sites end up with fewer than the maximum, because the setup questions switch off what does not apply.
2. Who you need on the app
Each row is a job in your organisation, not necessarily a separate person. In a small site one person often holds several rows: the manager is usually also the compliance officer. Every person signs in with their own account, so the record shows who did what.
| Role | App access | What they look after | Needed? | Items they own |
|---|---|---|---|---|
| Manager | Manager | DC Director / Operations Director | Yes | 9 |
| Compliance officer | Manager | E-waste ITAD / SPCB liaison | Yes | 40 |
| Operations supervisor | Supervisor | Facilities / waste weighment | Yes | 38 |
| BRSR reporting lead | Manager | SEBI Top-1000 BRSR disclosure | Only if your site needs it | 3 |
| Chiller / HVAC engineer | Manager | Refrigerant inventory register + recovery certs at decommission | Yes | 27 |
| Refrigerant leak detection lead | Manager | Refrigerant Leak Detection System monthly alarm test | Yes | 1 |
| DG / power engineer | Manager | DG run log, stack emission test, acoustic enclosure: backup power compliance | Yes | 4 |
| CEMS / emissions monitoring lead | Manager | CEMS/OCEMS calibration (>1,000 kVA DG) | Only if your site needs it | 1 |
| Housekeeping / floor staff | Worker | Operations / Facilities | Yes | 10 |
| Lab / technical staff | Worker | HWM manifest / battery acid handling | Only if your site needs it | 1 |
| Environment officer | Supervisor | SPCB / environmental compliance | Yes | 1 |
| HVAC technician | Worker | Chiller plant / HVAC service logs | Yes | 2 |
App access decides what a person sees. Manager: the web portal and the phone app, with setup, approvals, reports and filings. Supervisor: the phone app, with their team's jobs and approvals. Worker: the phone app, with their own jobs only.
3. Before setup: have these ready
Questions the setup will ask about your site
Setup takes about 30 to 45 minutes if you have these answers to hand. "Not sure" is fine for anything you can find out later; you can change answers afterwards.
Numbers
- Diesel/fuel storage capacity on site (litres)
- Number of lifts
- Number of escalators / moving walks
- Connected electrical load (kW)
- Age of the building (years)
- Contract workers engaged through contractors
- Diesel generator count on premises
- Plot area (sq m)
- Solar plant capacity (kW)
- Number of employees / workers on site
Yes or no
- Has Battery Acid Or hazardous waste Chemicals?
- Borewell on site?
- Cooling tower blowdown on site?
- Is Bwg?
- Is SEBI Listed Top1000?
- Colocation facility with tenant-owned hardware?
- Requires Continuous Emission Monitoring System (CEMS)?
- Active renovation on site?
- Rainwater harvesting on site?
- Employs 10 or more people (incl. contract/interns)?
- Uses septic tank / storage tank (no onsite STP)?
- Local body requires a trade licence?
- Security guards supplied by an agency?
- Holds an SPCB consent (Water / Air Act) or hazardous-waste authorisation?
- Holds an Environmental Clearance (EIA 2006)?
- On-site sewage treatment plant?
- State law requires rainwater harvesting here (derived from state and plot area; not asked)?
- Rooftop / ground-mounted solar plant on site?
Other details
- No-STP wastewater scenario
Documents and licences to gather
Collect what you already have as PDFs or clear phone photos. Anything you do not have yet stays on your list as a gap; it does not block setup.
| Document | Needed |
|---|---|
| ☐ IT Asset Disposition policy document with E-Waste Rules compliance clause | Always |
| ☐ Battery vendor EPR take-back program enrollment | Always |
| ☐ Battery recycler authorization | Always |
| ☐ SPCB HWM Authorization (Form 1) | If HWM 2016 applies |
| ☐ PESO petroleum storage license | If PETROLEUM PESO applies |
| ☐ CGWA NOC or exemption certificate | If CGWA applies |
| ☐ Refrigerant inventory register | Always |
| ☐ R-22 phase-out plan | Always |
| ☐ Electrical and electronic equipment (EEE) asset register | Always |
| ☐ IT asset disposal policy and vendor empanelment document | Always |
| ☐ CPCB-registered e-waste recycler authorization copy | Always |
| ☐ Tenant e-waste compliance agreement (park-level requirement that each tenant hands EOL IT to registered recycler) | Always |
| ☐ Battery asset register (UPS/inverter/solar systems) | Always |
| ☐ Fire Safety NOC from State Fire Service | Always |
| ☐ C&D Waste Management Plan | If Construction & Demolition (C&D) Waste applies |
| ☐ ULB approval/intimation for large C&D projects | If Construction & Demolition (C&D) Waste applies |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | If CGWA / Rainwater harvesting applies |
| ☐ Diesel generator (DG) exhaust stack height compliance certificate (each DG set) | Always |
| ☐ CPCB BWG portal registration | Always |
| ☐ SPCB Consent to Operate (CTO) for diesel generator (DG) | Always |
| ☐ Shops & Establishments Act registration | Always |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | If POSH Internal Complaints Committee applies |
| ☐ STP Consent to Operate from SPCB (each STP) | If WATER ACT ETP applies |
| ☐ EBWGR certificates (dry, sanitary and special-care waste; wet waste if not processed on site) | Always |
| ☐ Lift licence / registration (each lift) | If Lifts & escalators applies |
| ☐ Lift maintenance contract (AMC) | If Lifts & escalators applies |
| ☐ Lift third-party insurance | If Lifts & escalators applies |
| ☐ Electrical installation inspection / self-certification | Always |
| ☐ Electrical Safety Officer appointment | Always |
| ☐ Fire-safe wiring and supply isolation certificate | Always |
| ☐ Municipal trade / health trade licence | If Trade licence applies |
| ☐ Occupancy / completion certificate | Always |
| ☐ Structural stability certificate | Always |
| ☐ Contractor labour licences (50 or more contract workers) | Always |
| ☐ Security agency licence (PSARA) | Always |
| ☐ Privacy notice for residents / visitors / customers / staff | Always |
| ☐ Personal data breach response plan | Always |
| ☐ EIA Environment Clearance conditions document | If Environmental Clearance (EIA) applies |
| ☐ Electrical Inspector approval of the rooftop solar plant | Always |
| ☐ Self-certification of the rooftop solar plant | Always |
| ☐ Net-metering / grid connection agreement with the discom | Always |
| ☐ Crèche facility for employees' children (50 or more employees) | Always |
4. Setup evidence: your first-weeks checklist
Setup evidence is the one-time proof of what is on your site: a photo of each bin, the STP nameplate, a copy of each licence. After setup each item appears as a job under Setup Evidence. Photo items for equipment start with a scan of that item's QR sticker, so stick the stickers on first (see Setup evidence and QR stickers).
Compliance officer
| Item | Evidence | Needed |
|---|---|---|
| ☐ IT Asset Disposition policy document with E-Waste Rules compliance clause | Document | Always |
| ☐ Battery vendor EPR take-back program enrollment | Document | Always |
| ☐ Battery recycler authorization | Certificate | Always |
| ☐ SPCB HWM Authorization (Form 1) | Certificate | If HWM 2016 applies |
| ☐ PESO petroleum storage license | Certificate | If PETROLEUM PESO applies |
| ☐ CGWA NOC or exemption certificate | Certificate | If CGWA applies |
| ☐ R-22 phase-out plan | Document | Always |
| ☐ IT asset disposal policy and vendor empanelment document | Document | Always |
| ☐ CPCB-registered e-waste recycler authorization copy | Certificate | Always |
| ☐ Tenant e-waste compliance agreement (park-level requirement that each tenant hands EOL IT to registered recycler) | Document | Always |
| ☐ Fire Safety NOC from State Fire Service | Certificate | Always |
| ☐ ULB approval/intimation for large C&D projects | Document | If Construction & Demolition (C&D) Waste applies |
| ☐ CPCB BWG portal registration | Certificate | Always |
| ☐ SPCB Consent to Operate (CTO) for diesel generator (DG) | Certificate | Always |
| ☐ Shops & Establishments Act registration | Certificate | Always |
| ☐ POSH Internal Complaints Committee constitution (incl. external member) | Document | If POSH Internal Complaints Committee applies |
| ☐ STP Consent to Operate from SPCB (each STP) | Certificate | If WATER ACT ETP applies |
| ☐ EBWGR certificates (dry, sanitary and special-care waste; wet waste if not processed on site) | Certificate | Always |
| ☐ EIA Environment Clearance conditions document | Document | If Environmental Clearance (EIA) applies |
| ☐ Electrical Inspector approval of the rooftop solar plant | Document | Always |
| ☐ Self-certification of the rooftop solar plant | Document | Always |
| ☐ Net-metering / grid connection agreement with the discom | Document | Always |
| ☐ Crèche facility for employees' children (50 or more employees) | Document | Always |
Chiller / HVAC engineer
| Item | Evidence | Needed |
|---|---|---|
| ☐ Refrigerant inventory register | Document | Always |
| ☐ Lift / escalator nameplate photo (each lift) | Photo | If Lifts & escalators applies |
| ☐ Lift licence / registration (each lift) | Certificate | If Lifts & escalators applies |
| ☐ Lift maintenance contract (AMC) | Certificate | If Lifts & escalators applies |
| ☐ Lift third-party insurance | Certificate | If Lifts & escalators applies |
| ☐ Electrical installation inspection / self-certification | Certificate | Always |
| ☐ Electrical Safety Officer appointment | Document | Always |
| ☐ Fire-safe wiring and supply isolation certificate | Document | Always |
| ☐ Municipal trade / health trade licence | Certificate | If Trade licence applies |
| ☐ Occupancy / completion certificate | Certificate | Always |
| ☐ Structural stability certificate | Certificate | Always |
| ☐ Contractor labour licences (50 or more contract workers) | Certificate | Always |
| ☐ Security agency licence (PSARA) | Certificate | Always |
| ☐ Privacy notice for residents / visitors / customers / staff | Document | Always |
| ☐ Named contact for personal-data grievances | Declaration | Always |
| ☐ Personal data breach response plan | Document | Always |
Manager
| Item | Evidence | Needed |
|---|---|---|
| ☐ Electrical and electronic equipment (EEE) asset register | Document | Always |
| ☐ Battery asset register (UPS/inverter/solar systems) | Document | Always |
| ☐ C&D Waste Management Plan | Document | If Construction & Demolition (C&D) Waste applies |
| ☐ Rainwater harvesting system installation certificate (each rainwater pit) | Document | If CGWA / Rainwater harvesting applies |
| ☐ Composting unit full overview (each compost unit) | Photo | Always |
| ☐ Diesel generator (DG) set — full installation overview (each DG set) | Photo | Always |
| ☐ STP full installation overview (each STP) | Photo | If WATER ACT ETP applies |
| ☐ Consent-to-Operate document displayed near STP (each STP) | Photo | If WATER ACT ETP applies |
DG / power engineer
| Item | Evidence | Needed |
|---|---|---|
| ☐ DG acoustic enclosure installation photo (each DG set) | Photo | Always |
| ☐ Diesel generator (DG) exhaust stack height compliance certificate (each DG set) | Document | Always |
Operations supervisor
| Item | Evidence | Needed |
|---|---|---|
| ☐ Four-stream segregation signage and bin infrastructure photo | Photo | Always |
| ☐ Composting unit capacity label (each compost unit) | Photo | Always |
| ☐ Compost output storage area (each compost unit) | Photo | Always |
| ☐ Diesel generator (DG) capacity nameplate (each DG set) | Photo | Always |
| ☐ STP capacity nameplate or equipment label (each STP) | Photo | If WATER ACT ETP applies |
| ☐ STP inlet connection from building drainage (each STP) | Photo | If WATER ACT ETP applies |
| ☐ STP outlet pipe destination connection (each STP) | Photo | If WATER ACT ETP applies |
| ☐ STP sludge disposal / drying area (each STP) | Photo | If WATER ACT ETP applies |
| ☐ Electrical danger notices and shock-treatment chart | Photo | Always |
5. Your recurring jobs
These are created automatically once setup is done and come back on their own schedule. Each shows on the phone of the person it is assigned to. The "Usually done by" column is the default; the manager can reassign any job (see Manager guide).
Every day
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Daily waste log by stream (weigh on collection days) | Housekeeping / floor staff | Readings | Always |
| Daily C&D waste volume log by category | Housekeeping / floor staff | Readings | If Construction & Demolition (C&D) Waste applies |
| Daily borewell pump run log (each borewell) | Housekeeping / floor staff | Readings | If CGWA applies |
Every week
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| On-site C&D waste segregation zone photo (4-category) | Housekeeping / floor staff | Photo | If Construction & Demolition (C&D) Waste applies |
| No unauthorized C&D dumping declaration | Operations supervisor | Declaration | If Construction & Demolition (C&D) Waste applies |
| Weekly groundwater abstraction log (per borewell) (each borewell) | Housekeeping / floor staff | Readings | If CGWA applies |
Every month
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| RLDS (Refrigerant Leak Detection System) monthly alarm test | Refrigerant leak detection lead | Checklist | Always |
| Borewell groundwater level and abstraction log (each borewell) | Environment officer | Document | If CGWA applies |
| Monthly check — no batteries in general waste | Housekeeping / floor staff | Checklist | Always |
| Cooling tower blowdown water quality and disposal log | Housekeeping / floor staff | Document | If WATER ACT ETP applies |
| Fire system maintenance (extinguishers, hydrants, sprinklers) | Operations supervisor | Document | Always |
| Sanitary waste stream handover log (SWM 2026) | Housekeeping / floor staff | Document | Always |
| Special-care waste stream handover log (SWM 2026) | Housekeeping / floor staff | Document | Always |
| Monthly no-open-burning declaration | Operations supervisor | Declaration | If Construction & Demolition (C&D) Waste applies |
| Monthly rainwater harvesting structure maintenance log (each rainwater pit) | Operations supervisor | Document | If CGWA / Rainwater harvesting applies |
| Septic tank / cesspool desludging log (each septic tank) | Housekeeping / floor staff | Document | If Sewage Treatment Plant (STP) Consent applies |
| Monthly lift maintenance visit (each lift) | Operations supervisor | Checklist | If Lifts & escalators applies |
| Monthly first-aid box check | Operations supervisor | Checklist | Always |
| Used engine oil handover to a registered collection agent / recycler | Operations supervisor | Readings | If HWM 2016 applies |
| Monthly STP performance log (each STP) | Operations supervisor | Readings | If Sewage Treatment Plant (STP) Consent applies |
| Treated effluent reuse log (gardening/flushing) (each STP) | Operations supervisor | Readings | If Sewage Treatment Plant (STP) Consent applies |
| STP sludge disposal log (each STP) | Operations supervisor | Document | If Sewage Treatment Plant (STP) Consent applies |
Every quarter
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| Quarterly fire escape signage and emergency lighting check | Operations supervisor | Photo | Always |
| Fire drill and staff evacuation training record | Operations supervisor | Document | Always |
| Quarterly data centre / UPS room / DG room fire safety check | Operations supervisor | Checklist | Always |
| Quarterly lift test by a registered person (each lift) | Operations supervisor | Document | If Lifts & escalators applies |
| Lift rescue device, alarm and intercom check (each lift) | Operations supervisor | Checklist | If Lifts & escalators applies |
Every six months
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| 6-monthly certified fire system inspection (IS 2190) | Compliance officer | Document | Always |
| Six-monthly lift test by an authorised person (each lift) | Operations supervisor | Document | If Lifts & escalators applies |
| Lift rescue mock drill | Operations supervisor | Document | If Lifts & escalators applies |
| 6-monthly EC compliance report (if EC granted) | Compliance officer | Document | If Environmental Clearance (EIA) applies |
Every year
| Job | Usually done by | Evidence | Needed |
|---|---|---|---|
| CEMS/OCEMS calibration certificate (large DG installations) | CEMS / emissions monitoring lead | Certificate | Always |
| Annual DG stack emission test (SPM/SO₂/NOₓ) (each DG set) | DG / power engineer | Document | Always |
| Annual noise level test at property boundary | Operations supervisor | Document | Always |
| Annual refrigerant top-up review and leak audit | HVAC technician | Document | Always |
| Annual BRSR environmental data compilation | BRSR reporting lead | Document | If BRSR SEBI applies |
| Annual HSD tank integrity inspection | Manager | Document | If PETROLEUM PESO applies |
| Annual Scope 1/2/3 GHG calculation report | BRSR reporting lead | Document | If BRSR SEBI applies |
| Annual fire system service / hydro-test (IS 2190) | Compliance officer | Document | Always |
| POSH annual report to District Officer | Compliance officer | Document | If POSH Internal Complaints Committee applies |
| 2-year STP installation plan / approval (no on-site STP) | Compliance officer | Document | If Sewage Treatment Plant (STP) Consent applies |
| Annual lift safety certificate / inspection report | Operations supervisor | Document | If Lifts & escalators applies |
| Annual earth resistance test | Operations supervisor | Document | Always |
| Electrical Safety Officer annual inspection and test report | Operations supervisor | Document | Always |
| Annual review and erasure of personal data no longer needed | Operations supervisor | Checklist | Always |
| Annual crèche facility review | Compliance officer | Checklist | Always |
6. Things you log when they happen
These have no fixed date. Log them in the app on the day they happen, so the record is made at the time and not rebuilt later.
| What | When | Usually logged by | Needed |
|---|---|---|---|
| E-waste handover receipt from registered producer/refurbisher/recycler | Each time it happens | Operations supervisor | Always |
| Spent battery handover receipt / take-back confirmation | Each time it happens | Operations supervisor | Always |
| DG run log entry (per operation) (each DG set) | Each time it happens | DG / power engineer | Always |
| HWM Form 10 dispatch manifest | Each time it happens | Lab / technical staff | If HWM 2016 applies |
| HVAC/chiller service log per event | Each time it happens | HVAC technician | Always |
| Refrigerant recovery cert at decommission | Each time it happens | Chiller / HVAC engineer | Always |
| Data destruction certificate for retired IT assets | Each time it happens | Compliance officer | Always |
| C&D waste dispatch to authorized processor receipt | Each time it happens | Operations supervisor | If Construction & Demolition (C&D) Waste applies |
| Faecal sludge transport manifest / FSTP receipt (each septic tank) | Each time it happens | Operations supervisor | If Sewage Treatment Plant (STP) Consent applies |
| Lift accident report to the inspector | Each time it happens | Operations supervisor | If Lifts & escalators applies |
| Electrical accident intimation | Each time it happens | Operations supervisor | Always |
| Workplace accident / dangerous occurrence notice | Each time it happens | Operations supervisor | Always |
| Personal data breach intimation | Each time it happens | Chiller / HVAC engineer | Always |
| End-of-life solar panels handed only to a registered recycler or the producer | Each time it happens | Compliance officer | Always |
7. Licence renewals
Enter the expiry date of each licence when you upload it. The app then creates the renewal job ahead of the expiry, so nobody has to remember the date.
| Renewal | Owner | Needed |
|---|---|---|
| HWM authorisation renewal task | Compliance officer | If HWM 2016 applies |
| CGWA NOC renewal task | Compliance officer | If CGWA applies |
| PESO licence renewal task | Compliance officer | If PETROLEUM PESO applies |
| Fire NOC renewal task | Compliance officer | Always |
| SPCB DG set CTO renewal task | Compliance officer | Always |
| Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates) | Compliance officer | Always |
| STP Consent-to-Operate (CTO) renewal | Compliance officer | If WATER ACT ETP applies |
| Lift licence / registration — renewal | Chiller / HVAC engineer | If Lifts & escalators applies |
| Lift maintenance contract (AMC) — renewal | Chiller / HVAC engineer | If Lifts & escalators applies |
| Lift third-party insurance — renewal | Chiller / HVAC engineer | If Lifts & escalators applies |
| Electrical installation inspection / self-certification — renewal | Chiller / HVAC engineer | Always |
| Municipal trade / health trade licence — renewal | Chiller / HVAC engineer | If Trade licence applies |
| Structural stability certificate — renewal | Chiller / HVAC engineer | Always |
| Contractor labour licences (50 or more contract workers) — renewal | Chiller / HVAC engineer | Always |
| Security agency licence (PSARA) — renewal | Chiller / HVAC engineer | Always |
8. Your filing calendar
Filings are statutory returns you submit to a regulator. The app reminds the owner ahead of each due date and collects the figures from the jobs your team has done through the year, so the return is built from real records.
| Filing | Due | Where | Rule | Needed |
|---|---|---|---|---|
| HWM ANNUAL RETURN | 30 June every year | – | HWM 2016 | If the rule applies |
| SWM ANNUAL RETURN | 30 June every year | – | SWM 2026 | Always |
| BRSR ANNUAL REPORT | 30 September every year | – | BRSR SEBI | If the rule applies |
| Environmental Statement (Form V) | 30 September every year | State SPCB portal | Environmental Statement (Form V) | If the rule applies |
9. The rules behind all this
Applies to every site of this type
| Rule | What it asks of you |
|---|---|
| EWASTE 2022 | |
| BATTERY 2022 | |
| ODS 2000 | |
| AIR ACT DG | |
| NOISE 2000 | |
| SWM 2026 |
Depends on what is on your site
| Rule | What it asks of you |
|---|---|
| PETROLEUM PESO | |
| HWM 2016 | |
| CGWA | |
| WATER ACT ETP | |
| BRSR SEBI | |
| Construction & Demolition (C&D) Waste | Any renovation or demolition work must segregate C&D waste per the local authority's plan; projects over 20,000 sq.m also need EPR portal registration. |
| POSH Internal Complaints Committee | Any workplace with 10 or more employees must proactively constitute an Internal Complaints Committee, including an external member, at every branch or office location — waiting until a complaint arises is itself a violation. |
| Sewage Treatment Plant (STP) Consent | Operating an on-site STP needs SPCB Consent to Operate plus monthly performance and sludge-disposal logs. |
| Lifts & escalators | A lift runs on a licence and a maintenance contract that both expire. Where the state has a lift Act you get its statutory tests and filings; everywhere you get monthly maintenance, rescue-device checks and an accident log, because the owner answers for a defect that was known and not fixed. |
| Trade licence | Hotels, restaurants, hospitals, shops and most commercial premises need a trade licence from the local body, and it is often a prerequisite for other licences and utility connections. |
| Environmental Statement (Form V) | If your premises runs under an SPCB consent to operate (for an STP, ETP, DG set or boiler) or a hazardous-waste authorisation, you owe the Board a yearly environmental statement — water and raw-material use, pollutants discharged, hazardous and solid waste generated, and measures taken. It is easy to miss because no renewal prompts it. |
| Environmental Clearance (EIA) | Projects near sensitive ecosystems or within 10km of a protected area need prior Environmental Clearance before construction begins. |
| Rainwater harvesting | Where the state binds existing buildings, a missing or non-working structure is a standing violation and can raise the water bill; elsewhere it is the approval-time condition most often left unmaintained. |
Recommended good practice
| Rule | What it asks of you |
|---|---|
| Fire Safety / NBC / IT Park Occupancy | |
| Shops & Establishments Registration | Nearly every commercial or institutional premises operating in India needs Shops & Establishments registration from the state labour department or municipal corporation — this is separate from any sector-specific licence and applies regardless of business type. |
| Electrical safety | Every premises has an electrical installation that needs a current inspection or self-certification. Most fires in buildings start electrically, and a lapsed inspection is the first thing an insurer or investigator asks for. |
| Occupancy & structure | The occupancy certificate is the document other licences ask for; in Maharashtra and Gujarat an older building also needs a current structural stability certificate. |
| Site labour duties | These are the labour duties that show up on site — a stocked first-aid box, an accident notice, and proof that the agencies supplying your housekeeping and security staff are licensed. Wages, provident fund and ESI stay with payroll. |
| Personal data protection | Resident, visitor, guest, patient, student and staff records — and CCTV — are personal data. The core duties start on 13 May 2027; these tasks get the notice, breach plan and grievance contact in place before then. |
This guide explains how the app helps you keep records. It is not legal advice; your regulator's notification is the final word.
10. Job sheets for each person
Print the section for each person and hand it over with their login. It lists only the jobs that are usually theirs; their role guide explains how to do any job in the app.
Manager
Every year
- Annual HSD tank integrity inspection (only if PETROLEUM PESO applies)
How to do these in the app: Manager guide.
Compliance officer (Manager access)
Every six months
- 6-monthly certified fire system inspection (IS 2190)
- 6-monthly EC compliance report (if EC granted) (only if Environmental Clearance (EIA) applies)
Every year
- Annual SWM return filing
- HWM Form 4 annual return (June 30) (only if HWM 2016 applies)
- Annual fire system service / hydro-test (IS 2190)
- POSH annual report to District Officer (only if POSH Internal Complaints Committee applies)
- 2-year STP installation plan / approval (no on-site STP) (only if Sewage Treatment Plant (STP) Consent applies)
- Annual crèche facility review
Each time it happens
- Data destruction certificate for retired IT assets
- End-of-life solar panels handed only to a registered recycler or the producer
Before the licence expires
- HWM authorisation renewal task (only if HWM 2016 applies)
- CGWA NOC renewal task (only if CGWA applies)
- PESO licence renewal task (only if PETROLEUM PESO applies)
- Fire NOC renewal task
- Shops & Establishments registration renewal task (state-specific cycle; some states issue lifetime certificates)
Before the licence expires
- SPCB DG set CTO renewal task
- STP Consent-to-Operate (CTO) renewal (each STP) (only if WATER ACT ETP applies)
How to do these in the app: Manager guide.
BRSR reporting lead (Manager access)
Every year
- Annual BRSR environmental data compilation (only if BRSR SEBI applies)
- BRSR section in Annual Report (published) (only if BRSR SEBI applies)
- Annual Scope 1/2/3 GHG calculation report (only if BRSR SEBI applies)
How to do these in the app: Manager guide.
Chiller / HVAC engineer (Manager access)
Every year
- Environmental Statement (Form V) to the SPCB (30 September) (only if Environmental Statement (Form V) applies)
Each time it happens
- Refrigerant recovery cert at decommission
- Personal data breach intimation
Before the licence expires
- Lift licence / registration — renewal (each lift) (only if Lifts & escalators applies)
- Lift maintenance contract (AMC) — renewal (only if Lifts & escalators applies)
- Lift third-party insurance — renewal (only if Lifts & escalators applies)
- Electrical installation inspection / self-certification — renewal
- Municipal trade / health trade licence — renewal (only if Trade licence applies)
- Structural stability certificate — renewal
- Contractor labour licences (50 or more contract workers) — renewal
- Security agency licence (PSARA) — renewal
How to do these in the app: Manager guide.
Refrigerant leak detection lead (Manager access)
Every month
- RLDS (Refrigerant Leak Detection System) monthly alarm test
How to do these in the app: Manager guide.
DG / power engineer (Manager access)
Every year
- Annual DG stack emission test (SPM/SO₂/NOₓ) (each DG set)
Each time it happens
- DG run log entry (per operation) (each DG set)
How to do these in the app: Manager guide.
CEMS / emissions monitoring lead (Manager access)
Every year
- CEMS/OCEMS calibration certificate (large DG installations)
How to do these in the app: Manager guide.
Housekeeping / floor staff (Worker access)
Every day
- Daily waste log by stream (weigh on collection days)
- Daily C&D waste volume log by category (only if Construction & Demolition (C&D) Waste applies)
- Daily borewell pump run log (each borewell) (only if CGWA applies)
Every week
- On-site C&D waste segregation zone photo (4-category) (only if Construction & Demolition (C&D) Waste applies)
- Weekly groundwater abstraction log (per borewell) (each borewell) (only if CGWA applies)
Every month
- Monthly check — no batteries in general waste
- Cooling tower blowdown water quality and disposal log (only if WATER ACT ETP applies)
- Sanitary waste stream handover log (SWM 2026)
- Special-care waste stream handover log (SWM 2026)
- Septic tank / cesspool desludging log (each septic tank) (only if Sewage Treatment Plant (STP) Consent applies)
How to do these in the app: Worker guide.
Operations supervisor (Supervisor access)
Every week
- No unauthorized C&D dumping declaration (only if Construction & Demolition (C&D) Waste applies)
Every month
- Fire system maintenance (extinguishers, hydrants, sprinklers)
- Monthly no-open-burning declaration (only if Construction & Demolition (C&D) Waste applies)
- Monthly rainwater harvesting structure maintenance log (each rainwater pit) (only if CGWA / Rainwater harvesting applies)
- Monthly lift maintenance visit (each lift) (only if Lifts & escalators applies)
- Monthly first-aid box check
- Used engine oil handover to a registered collection agent / recycler (only if HWM 2016 applies)
- Monthly STP performance log (each STP) (only if Sewage Treatment Plant (STP) Consent applies)
- Treated effluent reuse log (gardening/flushing) (each STP) (only if Sewage Treatment Plant (STP) Consent applies)
- STP sludge disposal log (each STP) (only if Sewage Treatment Plant (STP) Consent applies)
Every quarter
- Quarterly fire escape signage and emergency lighting check
- Fire drill and staff evacuation training record
- Quarterly data centre / UPS room / DG room fire safety check
- Quarterly lift test by a registered person (each lift) (only if Lifts & escalators applies)
- Lift rescue device, alarm and intercom check (each lift) (only if Lifts & escalators applies)
Every six months
- Six-monthly lift test by an authorised person (each lift) (only if Lifts & escalators applies)
- Lift rescue mock drill (only if Lifts & escalators applies)
Every year
- Annual noise level test at property boundary
- Annual lift safety certificate / inspection report (only if Lifts & escalators applies)
- Annual earth resistance test
- Electrical Safety Officer annual inspection and test report
- Annual review and erasure of personal data no longer needed
Each time it happens
- E-waste handover receipt from registered producer/refurbisher/recycler
- Spent battery handover receipt / take-back confirmation
- C&D waste dispatch to authorized processor receipt (only if Construction & Demolition (C&D) Waste applies)
- Faecal sludge transport manifest / FSTP receipt (each septic tank) (only if Sewage Treatment Plant (STP) Consent applies)
- Lift accident report to the inspector (only if Lifts & escalators applies)
- Electrical accident intimation
- Workplace accident / dangerous occurrence notice
How to do these in the app: Supervisor guide.
Lab / technical staff (Worker access)
Each time it happens
- HWM Form 10 dispatch manifest (only if HWM 2016 applies)
How to do these in the app: Worker guide.
Environment officer (Supervisor access)
Every month
- Borewell groundwater level and abstraction log (each borewell) (only if CGWA applies)
How to do these in the app: Supervisor guide.
HVAC technician (Worker access)
Every year
- Annual refrigerant top-up review and leak audit
Each time it happens
- HVAC/chiller service log per event
How to do these in the app: Worker guide.