How Do I Maintain Water Well Records?

Have you ever wondered what the right way is to keep track of everything related to your water well so you can protect your water supply and your investment?

How Do I Maintain Water Well Records?

Keeping accurate, organized water well records is one of the most valuable things you can do as a well owner. Good records help you maintain water quality, schedule preventative maintenance, prove compliance with local regulations, and increase property value when you sell.

Why maintaining water well records matters

When you maintain thorough records, you create a history that helps you and professionals diagnose problems faster and make informed decisions. Records let you spot trends in water quality, track changes in water level or pump performance, and demonstrate that required tests and maintenance were completed. This saves time, money, and worry.

What benefits you get from good records

You save time during emergencies, reduce the cost of repeated testing, protect public health if others use the water, and preserve resale value when you transfer ownership. Accurate records also reduce the risk of overlooking issues like contamination, pump wear, or seal failures. In short, you gain clarity and control over your water supply.

What records should you keep?

Knowing what to keep is the first practical step. You should collect anything that documents construction, installation, operation, testing, maintenance, repairs, inspections, and legal actions related to the well. Keep originals when possible and make digital copies for backup.

Key categories of records

You’ll want to assemble several types of documents: construction logs, water quality tests, pump/equipment invoices, maintenance logs, inspection reports, permits, property transfer documents, and photos. Each type offers a different perspective on the health and history of your well. Below is a table summarizing what to keep and why.

Well construction and design documents

Construction records are the most critical documents you can have. They tell you how deep the well is, how it was constructed, what materials were used, and where the water-bearing zones are located.

What a driller’s log includes

A driller’s log typically documents the well depth, casing size and material, screen intervals, type of grout used, static water level at completion, and sometimes measured yield. It often lists the driller’s name and license number. You should store this in a safe place and be able to provide it when scheduling major repairs or a sale.

Why the grout or seal details matter

Grout and seal records tell you how well the annular space between the casing and borehole was sealed from surface contamination. If you have questions about contamination pathways or need to inspect for possible surface infiltration, these details help you assess risk and take corrective action.

Water quality testing records

Testing records are essential for protecting health and tracking trends. You’re the first line of defense in noticing changes that could indicate contamination or a failing system.

What tests you should run and how often

At minimum, you should test for total coliform bacteria and nitrates annually. If you notice taste, odor, cloudiness, or health issues, test immediately for bacteria and other relevant contaminants. Additional tests (arsenic, lead, pesticides, volatile organic compounds, iron, manganese) depend on geology and land use nearby and should be done according to local recommendations.

How to interpret and store test results

Store lab reports with dates, sample point descriptions, and laboratory contact information. Keep a log of trends—rising nitrates or intermittent coliform positives can show evolving problems. When you get an unusual result, contact a certified laboratory or local health department for interpretation and next steps.

Sample water quality record table:

Pump and equipment maintenance logs

Your pump system is mechanical and needs scheduled attention. Keeping work orders, pressure switch settings, pump curves, and service dates helps you extend equipment life.

What to record after pump service

Note the date, technician, reason for service, parts replaced, voltage/amperage measurements, pressure tank pre-charge, and any adjustments. If the pump was pulled, record the depth it was set at and visual condition. That helps you know whether a problem is likely mechanical failure, electrical issue, or well yield decline.

Typical preventive maintenance tasks

Regular tasks include checking and adjusting pressure tank pre-charge, inspecting pressure switches, reviewing electrical connections, measuring amperage/current draw, and flushing or disinfecting as needed. Keep a schedule and record each completed task.

Sample pump maintenance table:

Operational logs and water usage

Monitoring how you use water can reveal patterns and highlight potential issues. Meter readings and documented usage help you detect sudden drops in water level or pump cycle frequency changes.

What to monitor daily/weekly/monthly

Record meter readings, pump run times, and pressures. If you notice more frequent pump cycling, longer run times, or declining yield, those records will help a technician identify whether the problem is demand-related, mechanical, or geological.

How operational logs help troubleshooting

Stored operational data is invaluable when you need to diagnose intermittent problems. If a pump faults when use exceeds a certain amount, the log will show it. If water levels drop seasonally, your records will reveal the pattern and support decisions for deeper testing or alternative supply.

Inspection and maintenance schedule

Adopting a simple inspection schedule ensures you don’t miss important tasks. Regular eye-level inspections prevent small problems from becoming big ones.

Recommended schedule for routine tasks

A simple schedule: external visual inspection monthly, pressure tank and pump check annually, water quality tests annually (bacteria and nitrates), and a thorough inspection by a licensed well professional every 3–5 years. More frequent checks may be needed if you experience problems or if the well serves public or multi-family systems.

Table: Suggested inspection and maintenance frequency

How to organize records — paper vs digital

Organization is key. You should maintain both paper originals (when provided) and digital scans for security and ease of access.

Best practices for paper records

Store originals in a fireproof, water-resistant file or a safe. Use labeled folders by category (construction, testing, equipment, repairs). Keep a printed index in the front so you can quickly find key documents.

Best practices for digital records

Scan documents using a consistent naming convention and save them in PDF format. Use cloud storage plus a local backup (external drive). Consider using a spreadsheet or simple database to provide quick indices and searchability. Tag files with the well’s address, permit number, and date.

Naming convention examples

Use consistent, searchable names. Examples:

• WellLog_123MainSt_2008_DrillerReport.pdf
• WaterTest_123MainSt_2025-08-03_XYZLab.pdf
• PumpService_123MainSt_2025-01-22_WellCo.pdf

Backups and security

Protect your records against loss, theft, and accidental deletion by keeping multiple backups. Also protect sensitive personal information.

Backup strategy

Use a 3-2-1 backup approach: three copies of your records, on two different media types, with one copy stored offsite (cloud or offsite drive). Update backups after significant events (test results, repairs).

Security measures

Encrypt sensitive files and use strong passwords for cloud storage. Limit sharing to trusted contractors or family members and log whenever you share records.

How long should you keep different records?

Retention periods vary by document type and local rules, but when in doubt keep records permanently. Many records (construction logs, decommissioning documents, major repair invoices) are useful indefinitely.

Minimum recommended retention times

• Well construction/driller’s report: keep permanently.
• Permits and approval documents: keep permanently.
• Water quality test results: keep permanently.
• Maintenance and repair invoices: keep permanently.
• Routine inspection notes: keep at least 7–10 years; longer if they show trends.

Transferring records during property sale or ownership change

Records add value and reduce buyer uncertainty. You should organize and present a complete file for buyers and their inspectors.

What you should provide to a buyer

Provide copies of the construction log, recent water tests, maintenance records, pump/equipment documentation, and any permits or decommissioning forms on file. A well-documented history speeds transaction and may reduce liability.

How to prepare a transfer packet

Create a single digital folder and a paper packet that includes the most important documents and a summary sheet that lists everything included. Give the buyer contact info for the driller and service technicians if possible.

When to contact authorities or professionals

Some situations require immediate contact with local health or environmental authorities or a licensed contractor.

Situations that require immediate action

• Positive E. coli or repeated coliform positives in water tests.
• Sudden strong odors or unusual tastes.
• Sudden drop in water level or pump failure.
• Suspected contamination from spills, floods, or septic issues.
• Signs of structural damage to the casing or wellhead.

Contact your local health department, your licensed well driller, or a certified laboratory for guidance. Document your calls and follow-up actions.

Using records to troubleshoot problems

Your records are a diagnostic tool. Comparing past and current data helps you narrow down root causes.

Example troubleshooting steps using records

1. Review water quality and pump logs for patterns.
2. Check the driller’s log for construction details that might explain contamination pathways or yield limits.
3. Verify whether recent work could have introduced contaminants.
4. Share relevant records with the service technician before they visit to reduce diagnostic time and cost.

Can tree roots damage my well?

This is a common concern for well owners. Yes, tree roots can damage your well in several ways, but understanding the mechanisms and taking preventative action reduces the risk.

How tree roots interact with wells

Tree roots naturally seek moisture and often grow towards water sources. In doing so, they can exert pressure on buried components, infiltrate weak seals, or cause soil movement that stresses well casings and surface pads. Roots can also complicate repairs by physically obstructing access to buried fittings.

Types of damage roots can cause

• Physical displacement or bending of above-ground and shallow buried pipes.
• Cracking or destabilizing concrete pads and wellhead structures.
• Damaging or dislodging the well cap or pitless adapter, creating entry points for contamination.
• Growing into cracks in grout or joints if the structure is compromised.
• Causing soil heave or settlement that can change the well’s alignment.

Species and distance considerations

Some trees have aggressive, deep-reaching root systems (e.g., willows, poplars, silver maples, cottonwoods) while others have more compact root systems (e.g., oaks in many conditions). The distance a tree should be from a well depends on species, soil type, and local conditions. A general guideline is to avoid planting trees with aggressive roots within 50–100 feet of a well, but larger trees may need more space.

Table: Rough tree distance recommendations

Note: These are general guidelines—consult a local arborist and your well professional for site-specific recommendations.

Signs that roots may be affecting your well

• New or worsening siltation or sediment in water.
• Sudden or gradual changes in pump performance unrelated to age.
• Visible cracks or movement in the concrete well pad.
• Blocked or damaged pitless adapters or buried piping.
• Roots visibly close to the wellhead or exposed piping.

If you see these signs, document them and call a qualified well technician and, if necessary, an arborist.

Preventive measures and fixes

• Maintain a tree-free radius around the wellhead. The closer the tree, the greater the risk.
• Install root barriers (plastic or metal) between trees and the well when planting near potential risks. Barriers should be professionally installed to appropriate depths.
• Use a concrete collar and mechanically sound well caps to resist root pressure and surface infiltration.
• Remove problem trees if they’re too close; root removal must be done carefully to avoid destabilizing soil and causing sudden shifts.
• If roots are already an issue, professional excavation and removal of roots with repair of damaged components is often required.
• Avoid trenching new utility lines near trees that will put roots in direct conflict with buried well components.

Working with professionals

Don’t attempt major root removal or structural repairs without consulting licensed well contractors and arborists. Improper root removal can destabilize a tree and create falling hazards; improper well repairs can introduce contamination.

Well decommissioning and record updates

Proper decommissioning (abandonment) of a well is a regulated process in many areas. When a well is taken out of service, you should keep records of how and when decommissioning occurred.

What to record when you abandon a well

Record the decommissioning permit, the contractor’s report detailing the method used (e.g., filling with bentonite grout), dates, photos, and any inspections. These records are often required by local authorities and should be retained permanently.

Updating your records after major changes

Whenever you perform major repairs, replacements, or upgrades, update your main index and maintain copies of before/after photos, invoices, and testing that confirms system integrity.

Sample record templates

These sample tables are simple formats you can copy and adapt to your needs. Keep one master file for each well on your property.

Sample well log summary

Sample maintenance log

Checklist: immediate steps you can take today

• Collect all existing paperwork and place it in a single folder or box. Create both paper and digital copies.
• Scan critical documents (construction log, recent water tests, pump invoices) and save them in the cloud and on an external drive.
• Start a simple maintenance log spreadsheet that lists dates, tasks, technicians, and costs.
• Schedule an annual water test for bacteria and nitrates if you haven’t had one recently.
• Walk around the wellhead to inspect for obvious problems—loose caps, cracked concrete, vegetation within a few feet—and take photos.
• Note the names and contact details of your driller and pump service contractor in your records.

Frequently asked questions

Q: How often should I test my well water? A: Test for total coliform and nitrates at least annually. Test immediately after any well servicing, flooding, septic system work nearby, or if the water looks, smells, or tastes different.

Q: Who should I contact if my water tests positive for E. coli? A: Contact your local health department and a licensed well contractor immediately. Follow their instructions for shock chlorination and retesting.

Q: Can I rely solely on digital copies of my records? A: Digital copies are convenient, but it’s wise to keep original paper documents (especially permits and driller’s reports) in a safe place. Use both storage methods.

Q: Do I need to hire a professional for routine well inspections? A: You can do basic visual inspections yourself monthly, but schedule professional inspections and yield tests every 3–5 years or whenever you notice problems.

Final tips and summary

Maintaining water well records is an ongoing but manageable task that pays off in safety, cost savings, and peace of mind. Keep thorough construction documents, routine water quality records, and detailed maintenance logs. Back up your files, follow a simple inspection schedule, and take tree root risks seriously. If a problem arises, your organized records will make it much easier for you and professionals to respond quickly and effectively.

By treating your well records as a living document—updated after every test, repair, or inspection—you’ll preserve the value of your well and protect the water you depend on.