When it comes to backflow data management compliance, many water systems believe they are covered simply because tests are happening. Assemblies are assumed to be installed correctly due to a permitting process (probably in another department), and a mail team is sending out letters for you.

But assumed compliance is one of the biggest risks facing backflow data management programs today.

On paper, everything may look fine. Small gaps quietly build up over time, and they can leave your system exposed to violations, failed audits, or, worse, contamination risks.

Let’s talk about where assumed compliance breaks down and how to avoid it.

Compliance Is More Than Annual Testing

One of the most common misconceptions is that backflow data management compliance begins and ends with an annual test. While testing is critical, it is only one piece of the puzzle.

Compliance is multi-faceted and includes:

  • Accurate assembly inventory
  • Verified tester credentials, including verifying the annual test gauge is calibrated annually
  • Timely follow-up on failed tests
  • Proper documentation of customer notification and record retention
  • Clear communication with customers and contractors
  • A place to store documents with the property, like BSI Online’s media section.

If any of these areas slip, compliance slips with them.

The Inventory Problem Nobody Notices

Many programs rely on property and assembly lists that were created years ago and never fully updated, or only updated when an employee remembered to update from the stack of test reports on their desk. Assemblies get removed, replaced, or relocated. New connections are added. Some devices simply fall through the cracks.

Over time, the inventory no longer reflects reality or what is in the field.

This creates blind spots. Devices that are not tracked are not tested. Devices that are not tested are not compliant.

A strong backflow data management program depends on a living inventory that stays current as the system evolves. BSI Online is a cloud-based solution, designed to help systems stay on track when employees change (tests keep getting submitted!) or when regulations are updated. The online program allows it to adapt to the environment in which it exists.

Tester Credentials Can Quietly Expire

Another common gap shows up with tester credentials. Licenses lapse. Calibration dates expire. Contractors change staff.

If your program does not actively verify and check credentials, you may be accepting test reports that are technically invalid (due to a license being expired or a test gauge calibration that is out of date). These situations can invalidate compliance numbers and create major issues during audits or regulatory reviews.

Backflow tester and testing company credential tracking is not optional if you want to reach peak compliance.

Failed Tests Are Where Programs Often Break

Most backflow data management programs handle passing tests just fine. Failed tests are where things can get messy.

Notices go out late. Repairs are not tracked. Retests are missing. Staff end up chasing paperwork instead of enforcing compliance. With BSI, this is all tracked in our online, cloud-based solution for all staff and backflow teams to view and manage.

Without a clear, documented process for failed tests, systems quickly drift out of compliance even when testing rates look strong on the surface (or in the stack on the desk!).

Data Without Visibility Is a False Sense of Security

Spreadsheets, PDFs, and multiple disconnected systems can make it feel like everything is under control, but they often hide issues rather than reveal them.

If you cannot quickly answer questions like:

  • Which devices are overdue right now?
  • How many new installations did we have this year?
  • How many testers are in our jurisdiction?
  • What is my non-compliance rate?

Then your data is not working for you. Visibility is what turns compliance data into action. Check out BSI Online’s dashboard below where critical KPI’s are front and center.

How BSI Online Helps Eliminate the Guesswork

BSI Online is designed to replace assumptions with clarity. With a centralized, cloud-based platform, water systems can:

  • Maintain accurate, real-time assembly inventories
  • Verify tester licenses and calibrations automatically
  • Track failed tests through resolution
  • Generate compliance reports in seconds
  • Send consistent, automated & documented notifications from BSI Online

Instead of hoping your program is compliant, you can see it.

Compliance Should Be Confident, Not Assumed

Backflow compliance is about protecting public health, but it is also about protecting your organization from risk. Assumptions create vulnerability. Clear and efficient systems create confidence.

If your program relies on manual tracking, scattered records, or outdated processes, now is the time to take a closer look at BSI Online to help you track your backflow assembly inventory.

Because when it comes to backflow data management, assumed compliance is not compliance at all.