Why Documentation Is Critical During Catastrophe Response

John Reasoner shares how strong documentation helps protects restorers during CAT work

Welcome to your final tip for Technical Tip Tuesday for CAT Preparedness. We’re closing this month’s series with John Reasoner, Senior Director of Catastrophe Services at Paul Davis Restoration and we saved one of the most commonly overlooked topics for last. We’re diving into one of the most missed items in CAT events.

To no surprise, it’s organizing your documentation. You have to stay relentless; there is no room for error here. It sounds simple, but it’s a huge gap that we continue to work on filling. You can have the best customer service, flawless execution, and your team can guide the homeowner through the entire process, but if you don’t tell the full story, you will face problems down the road. You and your team are responsible for showing what happened, what the source was, what actions you had to take, and show the work you completed.

John gives a good quick overview of what good documentation looks like:

Document every day, not just at the end. You should include photos, notes, moisture readings, PPE usage, progress steps, every piece matters.
Ensure the customer understands (and receives) what you completed. Signed agreements, job summaries, and copies of reports.
Save everything, and stay organized. Homeowners may call a year later needing documents for reconstruction permits, FEMA requirements, or insurance requests.
Don’t forget debris tracking. Where did it go? How was it handled? CAT events generate massive debris, and not all debris is disposed of the same way. Local, state, and even city‑level regulations differ. Restorers must stay aware of those statutes to ensure compliant disposal.

Remember: Gaps in your documentation = gaps in the story. Those gaps usually occur in the middle of the job, where most of your work occurs.

A special thank‑you to John and the Paul Davis Restoration team for sharing their expertise throughout this month’s series.

We’ll see you next month for another round of Technical Tip Tuesday.

Take care!

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Kayla McGowan is the SPAR Partner Manager for PuroClean, where she manages and strengthens the company’s vendor partnership ecosystem. In her role, she serves as a key liaison between PuroClean, approved vendor partners, internal stakeholders, and Franchise Owners, helping connect the network with trusted tools, services, and products that support operational success.

With more than 10 years of experience in marketing and communications within the restoration and cleaning industry, Kayla has built her career around connecting people, ideas, and resources that move the industry forward. She is the former Editor-in-Chief of Restoration & Remediation (R&R) Magazine and continues to contribute to R&R as a writer, bringing her industry knowledge and perspective to its audience.

Kayla holds a B.S. in Criminal Science and an M.S. in Public Safety and Emergency Management from Grand Canyon University. She also serves as Co-Chair of the Restoration Industry Association’s Marketing Committee.

Her industry credentials include Microbial Warrior®️, Certified Forensic Operator®️, and High Risk/High Level Decontamination Specialist™️. Passionate about elevating the restoration industry and the professionals within it, Kayla enjoys building meaningful relationships, sharing knowledge, and creating opportunities for collaboration. Outside of work, she is a food lover who enjoys spending time with her family and being outdoors.