What should I do if the water authority doesn’t have my device on record?
- bill57931
- 29 minutes ago
- 5 min read
Finding out your water authority has no record of your backflow preventer can be stressful—especially when annual testing deadlines, inspections, and potential fines are on the line. The fix is straightforward if you know the steps.
Below, Atlas Backflow Services outlines exactly what to do, why it happens, and how to prevent it in the future.
Throughout, our backflow testing Los Angeles experts recommend practical actions you can take today to get compliant quickly and painlessly.
Quick answer (do this first)
Verify the device on-site: Identify the device type (RP, DC, PVB, DCDA, RPDA), size, make/model, and serial number.
Confirm the correct water purveyor/AHJ: In Los Angeles, this is often LADWP, but some neighborhoods and campuses have different purveyors.
Schedule an initial/annual test: Use a certified tester and obtain a complete, signed report with gauge calibration details.
Submit a “new/unknown device” packet: Include test report, photos, site map, and any permits or installation documents.
Create a compliance calendar: Track due dates, keep digital and hard copies, and set reminders.
Our backflow testing Los Angeles experts recommend acting within 7 days of discovering the gap to avoid enforcement notices or service interruptions.
Why your device might not be on record
Address or account mismatches: The device was registered under a different suite, meter, or parcel number.
Ownership or tenant changes: Records weren’t transferred during sale or tenant turnover.
Unpermitted installation: A contractor installed a device without submitting final documents.
Record migration gaps: Older paper records didn’t make it into a new database.
Multiple agencies involved: Fire line devices may be tracked by the fire authority while domestic devices are tracked by the water purveyor.
Knowing the likely cause helps you target the right fix. Our backflow testing Los Angeles experts recommend verifying both the water purveyor and, for fire systems, the fire authority’s records.
Step-by-step: How to get your backflow device on record
Inventory your device on-site
Locate all assemblies on the property (domestic, irrigation, fire line).
Write down the type, size, make, model, serial number, installation location, and service (what it protects).
Take clear photos: wide shot for context, close-ups of nameplate/serial, and any enclosure or vault conditions.
Our backflow testing Los Angeles experts recommend labeling each device physically (e.g., “BFP-1 Irrigation”) to match your paperwork.
Confirm the authority having jurisdiction (AHJ)
Identify your water purveyor (LADWP or local city/municipal utility).
For fire line backflows, check with the fire department as well; records can live in separate systems.
Note the required forms and submittal process (email portal, mail-in, or online).
Gather any existing documentation
Prior test reports, installation permits, contractor invoices, and as-builts.
If you recently acquired the property, request records from the previous owner or manager.
Our backflow testing Los Angeles experts recommend collecting at least the last two years of paperwork if available.
Schedule a certified backflow test
Have a certified tester perform a full test using a calibrated gauge (current, traceable calibration).
If the device fails, authorize repairs and a same-day retest.
Ensure the report is complete: readings, pass/fail, repairs, tester credentials, and gauge calibration date.
Tip: Schedule during business hours when water can be briefly shut off if needed.
Prepare a “new/unknown device” registration packet
Include:
Completed test report(s) with pass results
Device details (type, size, make/model, serial)
Photos and a simple site map showing device location relative to the meter and building entry
Any permits or invoices proving installation date
Property info: service address, account number, APN/parcel if requested
Our backflow testing Los Angeles experts recommend adding a short cover note: “Device existed but wasn’t in your database; requesting device creation and linkage to account.”
Submit to the AHJ and request confirmation
Send the packet via the AHJ’s preferred channel.
Ask for written confirmation that the device has been added and for your official due date/cycle.
Save the submission receipt or email acknowledgment.
Resolve permitting gaps if applicable
If the device was installed without a permit, the AHJ may require retroactive permitting or inspection.
Coordinate with Building & Safety or Fire to close out permits and align records.
Our backflow testing Los Angeles experts recommend addressing permits proactively to avoid future disputes.
Update your internal inventory and site plans
Maintain a master list of all devices with their locations and due dates.
For larger sites, assign each assembly a unique ID that matches your reports.
Create a compliance calendar
Set reminders 60, 30, and 7 days before the due date.
Align testing with other inspections (sprinkler, alarms) to minimize disruptions.
Keep digital PDFs and hard copies of every report for at least 5 years.
Follow up if records still don’t appear
Verify address formatting (suite/unit), meter number, and service account name.
Provide alternative identifiers (parcel/APN, customer ID, meter ID).
Escalate to a supervisor or cross-connection control specialist.
Our backflow testing Los Angeles experts recommend a polite, concise summary email with your packet attached to speed resolution.
Documentation checklist (don’t skip these)
Device type, size, make, model, serial number
Exact location and service (domestic/irrigation/fire)
Complete, signed test report with numeric readings
Tester’s certification ID and company info
Gauge serial number and current calibration date
Photos (context + nameplate) and simple site map
Proof of submission and AHJ acknowledgment
A clean, complete packet shortens review time and reduces back-and-forth. Our backflow testing Los Angeles experts recommend using consistent file names like “123-Main-St_BFP1_RP_1.5in_TestReport_2025-11-14.pdf.”
What happens if you ignore it
Compliance notices and fines from the water purveyor
Water service interruption for persistent non-compliance
Insurance issues if a claim raises questions about your risk controls
Project delays when permits or tenant improvements require proof of compliance
Resolving the record gap now is almost always cheaper than reacting later.
How to prevent record gaps in the future
Register new installations immediately: Submit the initial passing test with photos and a site map right after install.
Standardize device naming and IDs: Match on-site labels with paperwork and your AHJ record.
Keep a 5-year archive: Digital and hard copies, backed up.
Use certified testers who submit on your behalf: Reduces errors and missed deadlines.
After any ownership or management change: Proactively request and transfer the full backflow file.
Our backflow testing Los Angeles experts recommend a yearly “records audit” each January to reconcile your inventory with the AHJ’s list.
How Atlas Backflow Services can help
Atlas Backflow Services specializes in solving record gaps and getting Los Angeles properties fully compliant fast.
Certified testing and repairs: RP, DC, PVB, DCDA, RPDA with calibrated instruments.
Complete registration packets: Test reports, photos, site maps, gauge calibration, and cover notes.
AHJ submission and tracking: We submit to the correct purveyor, follow up, and secure written acknowledgment.
Permit support: Guidance on retroactive permits or inspections when needed.
Portfolio management: Multi-site inventory, reminders, and a 5-year digital archive.
Our backflow testing Los Angeles experts recommend letting us handle AHJ coordination so you can focus on operations while we handle the paperwork.
FAQs
What if the device fails the initial test?
Repair or rebuild, retest the same day if possible, and submit the passing report with your registration packet. Keep both reports for your records.
Could my device be tracked by a different agency?
Yes. Fire line devices can be tracked by the fire authority while domestic/irrigation devices are tracked by the water purveyor. Check both.
How long does it take to show up in the system?
Timelines vary by agency. With a complete packet, many AHJs update records within days to a couple of weeks. Follow up if you don’t see confirmation.
Ready to get your device on record?
Avoid fines, protect your water, and make compliance effortless. Contact Atlas Backflow Services to test, document, and register your assembly with the right authority. Our backflow testing Los Angeles experts recommend resolving record gaps now—so your next annual test is smooth, predictable, and audit-ready.