The row schema
Every row answers two questions: which business has a documented problem right now, and who do I call about it.
Identity
| Business name | As it appears in the public record, unaltered. |
| Property address | Street, city, ZIP — the location address from the inspection or license record. Never an officer or registered agent address. |
| Property type | Food service establishment or lodging property. |
The record
| Record type | Inspection violation, emergency closure, or status carried forward. |
| Violation code | The state's own category identifier for the citation. Never a sub-code, because the state does not publish one. |
| Record date | The date on the record itself. Never the date we pulled it. |
| Record status | The state's inspection disposition for that visit, quoted, with its own date. On a carried-forward row it also carries the earlier visit's date and identifier; on a closure row it also carries the closure condition and its date. Each fact separately dated, none joined by a causal claim. |
| Record excerpt | The state's published category language for the cited category, quoted in full. Not trimmed, not paraphrased. |
| Source | The named agency and extract the record came from. |
| Record ID | The inspection visit identifier, which resolves to that specific inspection rather than to the establishment generally. |
Counted facts
| Times cited | Integer, within the delivery window. |
| Days since inspection | Arithmetic on the state's own date. Not a judgment. |
| Prior citations on record | The count of distinct inspection sequences carrying your trade's category for this license, within the archive lookback. It is a count, and it is never labeled "repeat offender". |
Contact
| Decision-maker | Name and business title, where publicly available. |
| Phone / email / website | Publicly listed business channels. Unresolved fields are marked as unresolved, never left ambiguously blank. |
| Date delivered | The date this row was sent to you. |
What a record status actually reads like
Two facts, two dates, no sentence joining them. This is the entire vocabulary the sheet is permitted to use, and it is what makes a row defensible when a prospect asks where you got it.
The state records a disposition for a visit as a whole. Nothing in the published data links that disposition to the particular violation that caused it, so nothing on your sheet asserts one. You get "cited under the pest category on July 10; a follow-up visit on July 28 recorded 'Call Back - Extension given, pending'" — not "warned for pests".
The seven bands
The sheet is grouped and delivered in band order, so the citations with the most regulatory pressure behind them sit at the top. Each band header on the sheet quotes the state rather than summarizing it. Empty bands are suppressed rather than shown as gaps.
Emergency closure
In the weekly emergency closure extract with a closure condition relevant to your trade, license matched. Closed doors, revenue lost daily.
Open enforcement, not complied
The latest disposition is an administrative complaint or emergency order callback recorded as not complied, with a citation on your trade's categories earlier in the same inspection sequence. The state has said, in its own words, that the problem was not fixed.
Open enforcement, clock running
The latest disposition is an extension, pending, with an earlier citation on your trade's categories in the sequence. An open problem with a deadline the owner already knows about.
Repeat across sequences
The same license cited under your trade's category in two or more distinct inspection sequences within the lookback. Recurrence as a counted fact, not a characterization.
Multiple findings, single sequence
More than one finding on a visit, or the citation appearing on more than one visit inside the window.
Direct hit, cleaner class
A single citation in whichever inspection class carries the purer signal for your trade. For pest control that is the lodging class, a narrower category than the food equivalent, against accounts that tend to be larger and recurring.
Direct hit, baseline
A single citation in the broader class, most recent first. The baseline row on any sheet.
The band model is trade-neutral. Bands 1 through 5 are built from the state's own dispositions and from counted facts, neither of which cares which code was cited. Only the last two vary, and only because which inspection class gives the cleaner read differs by trade. A new trade inherits the ordering unchanged.
These are the rows most people never see. Anyone working the same public records with a simple filter gets the bottom three bands only, misses the citations carrying the most regulatory pressure, and has no way of knowing what is missing.
What is never on the sheet
The schema is the safeguard. Everything below is prohibited on a delivered list, and the prohibitions are asserted against the saved workbook rather than against the renderer's intentions.
- No severity rating or risk grade. No "likelihood of infestation" score, no priority tier, no urgency flag.
- No derived numeric score, however it is labeled. The internal sort key that produces band order never appears as a column.
- No color or shading encoding priority. Color may distinguish structure. It may never distinguish rank.
- No icons or symbols encoding priority. No flames, stars, arrows or exclamation marks.
- No bold-for-hot. Emphasis weight is a rating if it encodes rank.
- No ordinal rank column. Row identifiers reset per band so they read as references, not rankings.
- No inspector narrative or sub-code, unless a detail record was actually retrieved and can be quoted exactly.
Rank is carried by position and by band headers that quote the state. That is the entire permitted vocabulary, and it is what lets you show a prospect the row it came from.
The two tabs
- Weekly List. A masthead, a provenance strip naming every input and when the state's publication was detected, the ordering note, then the bands, each under a header that quotes the state.
- About this list. The citation key and the full disclosure block, so the rules governing the sheet travel inside the file rather than living in an email somebody deleted.
There is deliberately no third "all rows" tab. Two copies of the same rows in one file is two records of what was sent, and the delivery log depends on there being exactly one. You sort and export by selecting the block under a band header; because the excerpt travels on every row, a pasted selection carries its own citation into your CRM.
Volume, timing and scope
- Best-efforts volume, no minimum. Weekly counts depend on what the state publishes, and that is written into the agreement so a thin week is not a breach.
- A zero-row week gets a note, not a spreadsheet. It names what was searched and the dates covered. Never an empty attachment, and never silence.
- Your first list covers seven days, the same shape as every list after it. There is no backfill and no "big first list".
- Delivery is the day the state publishes. Usually Monday. You get it the same day we do.
- Non-exclusive. Lists are licensed for your own use in your service area, are not transferable, and may not be resold.
The state's Division of Hotels and Restaurants covers licensed food service establishments and lodging properties. Groceries, convenience stores and retail food outlets are inspected by a different agency that does not publish this data in bulk, so they will never appear on your list. Neither will warehouses, offices, schools or healthcare facilities.