Inspection day is the wrong time to reconstruct a case from sticky notes, shared drives, and memory. This checklist is for operators who want complete, organized, versioned records — not a guarantee that every inspection will go a certain way.
Before the inspector arrives
Case files
- [ ] Every active and recent case has a unique case number
- [ ] Decedent identity and ID tag are recorded
- [ ] Referring funeral home contact is on file
- [ ] Authorizing agent name and relationship are documented
- [ ] Permits and authorizations are attached to the case (not only in email)
Chain of custody
- [ ] Receive, tag, start, complete, and release events are timestamped
- [ ] Operator names are recorded on cremation events
- [ ] Overrides (if any) include a reason and who approved them
- [ ] Timeline is append-only — no silent edits to past events
Waiting periods and readiness
- [ ] You can show when the waiting period started and when cremation was allowed
- [ ] Cases that were blocked show what was missing
- [ ] Positive ID verification is recorded before cremation when your process requires it
Documents
- [ ] Permit, authorization, and other required kinds are labeled consistently
- [ ] Files are downloadable for the case (not only paper in a binder)
- [ ] Filenames or document types match what your agency expects to see
Proof pack / export
- [ ] You can export one packet per case: summary, checklist, timeline, documents list
- [ ] Applied rule version (or written SOP version) is visible on the export
- [ ] Auditor or manager can generate the packet without changing case data
Rules content, not just checkboxes
If your software or SOP enforces a requirement, document:
| Field | Why it matters |
|---|---|
| Statute or regulation | Shows the legal basis |
| Agency | Who issued or enforces it |
| Effective date | Avoids applying old rules |
| Rule version | Ties the case to what was in force |
| Last reviewed date | Shows you maintain the library |
| Applicability | State, facility type, conditions |
| Required vs. recommended | Blockers vs. warnings |
| Correction history | How rules change over time |
That library — sourced and versioned — is more defensible than a generic “compliance complete” badge.
After the visit
- [ ] Note any findings and map them to process or system gaps
- [ ] Update SOPs and rule packs with a new version and review date
- [ ] Train operators on any new blockers or fields
CremateOS is designed to keep these artifacts on the case as work happens, so inspection prep is closer to “export the packet” than “rebuild the story.”