What Should I Do If the Water Authority Doesn’t Have My Backflow Device on Record?

You received a notice—or called to check—and the water authority says they don’t have your backflow preventer on file. Don’t panic. This is more common than you think, and there’s a clear path to fix it fast.

At Atlas Backflow Services, our Orange County Backflow Testing experts recommend treating this as a documentation and registration task: verify the device, gather the right details, and work with your water purveyor to add it to their database and bring it into annual testing compliance.

Below is a step-by-step guide to help you resolve it efficiently and avoid penalties or service delays.

Why Devices Go “Missing” From Water Authority Records

Before you start, it helps to understand how this happens. Common causes include:

• Recent installation or replacement that hasn’t been submitted yet by the contractor or tester.

• Unpermitted work or an older device installed before current tracking systems existed.

• Database migration issues at the city or water district (records didn’t import cleanly).

• Address or meter changes after renovation, suite renumbering, or parcel splits.

• Private campus devices behind a master meter (business parks, hospitals, universities) that weren’t formerly tracked by the purveyor.

• Different agency jurisdictions for domestic vs. fire service lines.

Our Orange County Backflow Testing experts recommend assuming the device still needs to be tested and documented—being “off-record” does not mean you’re exempt.

Step 1: Confirm the Device and Gather Core Details

Your first move is to positively identify the device and capture its data. This information is what the water authority will use to add it to their inventory.

• Photograph the device and nameplate (front, both sides, and serial plate).

• Record device details: type (RP, DC, PVB, RPDA, DCDA), size, manufacturer, model, and serial number.

• Note exact location: service address, suite/unit, building number, and where it sits on the property (e.g., south side by loading dock, behind hedge, in vault).

• Tie it to a meter or service: list the water meter number if visible.

• Capture installation context: domestic, irrigation, or fire protection service.

• Check condition: leaks, corrosion, or missing caps that might affect testing.

If the nameplate is worn, our Orange County Backflow Testing experts recommend taking measurements and clear photos; a certified tester can often identify the make/model by body geometry and bonnet design.

Step 2: Look for Existing Paperwork

Sometimes the device is on record under an old address or prior owner.

• Search for past test reports, invoices, or permits from contractors.

• Ask the previous owner, HOA, or property manager if they have records.

• Check your fire sprinkler vendor for RPDA/DCDA test reports.

Our Orange County Backflow Testing experts recommend consolidating anything you find into a single folder—digital and hard copy—for quick sharing.

Step 3: Contact Your Water Authority’s Cross-Connection Control Program

Reach out to the water purveyor that serves your meter (city water department or special district). Ask for the Cross-Connection Control or Backflow Compliance team.Provide:

• Service address and account number (if available)

• Meter number and service type (domestic/irrigation/fire)

• Device details and photos

• Your contact information (and property manager contact if applicable)

Request: “Please add this backflow preventer to your device inventory and advise the registration and initial testing requirements.” Our Orange County Backflow Testing experts recommend confirming the preferred submission method—online portal, email, or tester-direct submittal—to avoid rejections.

Step 4: Schedule an Initial Certified Test and Submit Results

Most water agencies will require a passing test report to create the record.

• Book a certified backflow test. If the device fails, authorize repairs and a retest promptly.

• Ensure the tester’s report includes device details, differential readings, pass/fail status, tester certification, and gauge calibration date.

• Submit the report per the purveyor’s instructions and request written confirmation that the device has been added to the account.

Our Orange County Backflow Testing experts recommend testing early in your compliance window so there’s time for parts, repairs, and retesting without rush fees.

Step 5: If the Device Type or Installation Is Non-Compliant

Occasionally, the water authority will determine the installed device isn’t the right type for the hazard, is incorrectly sized, or is improperly located.

• Get the requirement in writing (e.g., RP needed for high-hazard, elevation/clearance corrections, drain provisions for RP relief).

• Request a clear scope: device type, size, enclosure/drainage needs, and any permit requirements.

• Plan the upgrade or relocation with a licensed contractor and certified tester.

• Document the as-built and submit final test results.

Our Orange County Backflow Testing experts recommend coordinating upgrades during low-demand periods to minimize business disruption, especially for domestic and fire services.

Special Scenarios to Watch

• Fire protection assemblies (RPDA/DCDA): Coordinate with your sprinkler contractor to log any impairments. Agencies may require separate registration for fire devices.

• Irrigation meters: Devices are often outdoors and can be mislabeled or hidden by landscaping. Map the location with photos and GPS notes.

• Private campuses: For properties behind a master meter, the purveyor may track only the master device. You may still need an internal program to inventory and test all on-site assemblies.

Documentation You Should Keep on File

Good records prevent repeat headaches and support insurance needs.

• Current year test report and any repair/retest forms

• Gauge calibration certificate for the tester used

• Registration or acceptance confirmation from the water authority

• Device inventory sheet with photos and a site map or description

• For fire systems, impairment and restoration logs

Our Orange County Backflow Testing experts recommend keeping at least three years of records and backing them up digitally.

What If the Serial Number Is Illegible?

It happens. You still have options.

• Provide make, model, and size with clear photos.

• Include casting marks or bonnet design features to aid identification.

• If needed, your tester can attach a new asset tag and reference “serial illegible” on the report, then cross-reference to photos.

Our Orange County Backflow Testing experts recommend asking the purveyor how they prefer to handle serial issues before submission.

Will I Be Fined If My Device Isn’t on Record?

Every agency differs, but most focus on bringing you into compliance rather than penalizing immediately—especially if you’re proactive.

• Demonstrate good-faith effort: email the agency, schedule testing, and submit promptly.

• Keep all timestamps and confirmations.

If you’ve received a violation notice, our Orange County Backflow Testing experts recommend responding within the stated window and providing a remediation timeline.

How Atlas Backflow Services Can Help

Atlas Backflow Services streamlines the entire process so you can get compliant quickly and stay that way.

• Device discovery and verification: We locate and inventory all backflow assemblies on your property, including hidden or mislabeled units.

• Certified testing and repairs: Fast, code-compliant testing with stocked parts to handle common failures.

• Direct submittals to your water purveyor: We file reports on your behalf and obtain confirmation that the device is now on record.

• Digital, audit-ready documentation: Organized PDFs with photos, test data, and calibration certificates.

• Automated reminders and portfolio management: Perfect for multi-site owners who want synchronized due dates.

Our Orange County Backflow Testing experts recommend consolidating all your devices under one testing calendar and aligning renewal dates to avoid scattered deadlines.

Quick FAQs

• What if the water authority says I don’t need a device?

  
  

  Ask for the decision in writing and keep it on file. If your building use or plumbing changes later, requirements may change.

• Can I remove a device that isn’t on record?

  
  

  Not without written approval. Most devices protect specific hazards and must remain in place and tested.

• How long does it take to get added to the database?

  
  

  Often within a few business days once a passing test is submitted. Timelines vary by agency.

• Does this affect my insurance?

  
  

  Yes. Missing documentation can complicate claims. Keeping your device registered and tested helps reduce risk.

Conclusion

If the water authority doesn’t have your device on record, the fix is straightforward: identify the assembly, contact the cross-connection team, perform a certified test, and submit complete documentation.

Stay proactive, keep clear records, and you’ll avoid fines, service interruptions, and compliance stress.Ready for help? Contact Atlas Backflow Services. Our Orange County Backflow Testing experts recommend resolving registration now—so next year’s test is a simple renewal, not a scramble.