Private well file: 6 sources on records to keep
Dewgate Editorial Team ·
Keep the original well record, dated service entries and inspection dates together in a private well file.
Key takeaways
- Keep the well completion report or well log, which according to Penn State Extension is normally supplied to you by the well driller.
- Note who did each job, and according to Montana State University Extension, you should keep a record of who did the work.
- Record inspection dates so you can compare visits with the guidance from Penn State Extension.
- File the records with other important property documents, which according to Minnesota Department of Health is what MDH recommends.
Six official sources give the pieces of that file in their own words, and this guide compares them without ranking any one of them as correct. The checklist below is a starting point for your own well, and each item is worth checking against the paperwork you actually have.
The file needs dates for individual visits and checks. Each visit or check gets its own dated line, which lets you compare it with the schedules described later in this article.
What should a private well file contain?
Keeping records can make it easier to schedule water system maintenance, according to Montana State University Extension. On the front page of the folder, list the systems in your home, such as the well, the pump, and any treatment unit. That list gives you one place to check when a service date needs attention.
If you have a water treatment system, according to Montana State University Extension, it requires some type of maintenance. That system deserves its own section in the folder, with a dated entry for each service call. Anyone considering a new unit can read the related page before a purchase.
The EPA page lists records of maintenance such as disinfection or sediment removal, which according to US EPA may require the use of chemicals in the well. Each such job gets its own dated entry, with the name of the person who did it on the same line. This article does not describe how any such job is done, so the entry records the facts of the visit.
The University of Arizona page, according to University of Arizona Cooperative Extension, says that up-to-date records on aquifer characteristics, well construction, and pump equipment are necessary for efficient troubleshooting and repair of wells. The pump's installation papers belong beside the original record, so both sit in one place when a question arises.
In Minnesota, once a well is fully sealed, the contractor is required to submit a Well and Boring Sealing Record to MDH, according to Minnesota Department of Health. If a well on your property is ever sealed, ask the contractor whether a copy of that sealing record can go into your file.
How we compared the six official sources
This guide reviews six publishers: Montana State University Extension, Penn State Extension, Minnesota Department of Health, US EPA, University of Arizona Cooperative Extension, and Cornell Cooperative Extension. Those six publishers account for seven pages, because the Minnesota Department of Health provided two separate pages, one on construction and one on sealing. Each page was read for the records it names, any time, distance or size it gives, and any other point it makes about the well.
The article links to the original pages so you can read the context. Where publishers give different timing, this article notes the difference and gives no verdict on which timing is right. This article does not reach a water-safety conclusion, does not give test results or test schedules, and does not offer repair, chemical or disinfection steps.
The table in the reference section lists a row for each publisher, with each cell drawn from that publisher's wording. Read each row against its own publisher, since a cell from one page is not a statement about another. Before you rely on any sentence, open the original link and read it in context, because the pages may have changed since they were read.
Start with the original well record
Your first record is the reference point that later entries get compared against. According to Penn State Extension, this reference is often the original well construction and pump test data, which arrive on a well completion report or well log when the well is installed. If you hold a paper copy, scan or photograph each page, then label the file with the installation year.
In Minnesota, the well contractor must provide a copy of the "Well and Boring Record" to the well owner and to MDH, and according to Minnesota Department of Health, that record documents well depth, depth to groundwater, geology, well components, and pump information. On your copy, check each of those items, and note any missing item in pencil so the gap stays visible.
The pump's own papers belong beside the record, since the Minnesota record includes pump information. One envelope or sleeve, labeled with the well's location, keeps them together so a later reader can match them without searching.
If the original record is missing, write that fact on the first page of the folder with the date you noticed it, so the gap is recorded rather than remembered. The first page of the folder can serve as a plain index that names the original record, its date, and where a copy is kept.
What to log each time work is done
The Montana page, according to Montana State University Extension, covers "your well or septic system" in its log advice, so a septic service visit belongs in the same folder as the well work. Add a short line for each septic visit, with the date and the name of the person who did it. That keeps both systems in one place.
The Penn State page, according to Penn State Extension, says that generally, a decrease of 25% or more in well yield indicates that rehabilitation is in order. The log should hold any yield figure from a visit, so the numbers can be compared across visits.
The EPA's advice on the well opening, according to US EPA, is to install a well cap or sanitary seal to prevent unauthorized use of, or entry into, the well. At each visit, note whether the cap or seal was in place, so the log records the same check every time.
Plain sentences with one job in each entry are easiest to follow later. A short note on what was seen works as well as a long one.
Each entry belongs in the folder on the day of the job, not reconstructed from memory later.
Inspection rhythm and the area around the well
According to Penn State Extension, inspect annually for obvious signs of damage or contamination and get a professional inspection by a water well contractor every ten years. A line for that visit belongs in the calendar section of your file, with the date you expect the next one.
The Montana page, according to Montana State University Extension, describes the area with rings: "rings around it at 50, 100, and 250 feet like a bull's-eye." On a site map, sketch those rings and mark the well, the septic tank, and any outbuildings inside them.
The Penn State page, according to Penn State Extension, says the area within 100 feet around the well should be clear of debris or items that might pollute the water supply. On a walk around that 100-foot area each season, list anything that does not belong, such as loose material or stored items.
The Minnesota page on sealing describes dug wells, according to Minnesota Department of Health, as typically appearing as a ring anywhere from 1 foot or several feet in diameter, made of concrete, tile, bricks, or rocks. If your well is a dug well, note the ring material and its diameter in the folder, so the record describes the structure in your own words.
Each season's walk belongs in the log beside the annual check, so the pattern of visits stays in one place. Keep upkeep dates separate from water results; the related page is another reference to keep with your water papers.
Reference table: what each publisher covers
Use the links to revisit the topics covered by each publisher.
| Publisher | Page | Records or duties named |
|---|---|---|
| Montana State University Extension | Well owner responsibilities | Records of work on the well or septic system |
| Penn State Extension | Water well maintenance and rehabilitation | the original well construction and pump test data |
| Minnesota Department of Health | Constructing a new water-supply well in Minnesota; sealing unused wells | Well and Boring Record; Well and Boring Sealing Record |
| US EPA | Protect your home's water | accurate records of well maintenance, such as disinfection or sediment removal |
| University of Arizona Cooperative Extension | Maintaining and troubleshooting wells | up-to-date records on aquifer characteristics, well construction, and pump equipment |
| Cornell Cooperative Extension | Well water | maintaining their own water supply |
A well log layout
The layout below is an editorial format, not a form published by any of the six sources. Each job gets one row, and the newest row goes at the top, so the latest work is easy to see. The example row describes what to record; replace its wording with details from the actual visit in your own file.
| Entry | Date | Who did the work | What was done | Cost | Next check due |
|---|---|---|---|---|---|
| Example | Date of visit | Person who did the work | Description of the job | Actual charge | Date of next check |
Illustrative example: put a visit in context
Suppose you have papers from 2 service visits. Put the original well record first, then add a dated entry for each visit with the worker and the work recorded. Keep any yield figures with their visit dates so you can compare the entries later. These are illustrative visits, not an inspection schedule.
Next step: Find the original well log or completion report for your well and put a copy in one folder with your next set of service papers.
Questions about your well file
What is a well log or well record and where do I get it?
A well log is the record of construction and pump test data for your well. If you do not have one, ask the driller or installer for a copy.
What should I write down after a pump or well service visit?
Each entry should include the date, the name of the person who did the work, what was done, and the cost, using the layout above. Add the next check date beside the entry, so the schedule sits with the record. The entry belongs in the same folder as the original well record.
How should I record well inspections?
Keep routine checks and professional inspections as separate dated entries. Use the inspection guidance above to plan the calendar section of your file, and keep any yield figures alongside the visit that produced them.
Where should well records be kept?
Keep your well records in a clearly labeled folder. Keeping one copy in the folder and a second copy outside the house is an editorial suggestion, not a publisher's rule. Label the folder with the well's address, so it is easy to find.
Do the rules in this article apply in every state?
No, state rules differ. According to University of Arizona Cooperative Extension, the Arizona Groundwater Management Act of 1980 defines wells with a pump capacity of not more than 35 gpm as "exempt wells," which is one state's definition. Those rules do not carry over to other states. Your state or local agency, or an extension office, can tell you which rules apply where you live.
Who is responsible for keeping up a private well?
Homeowners with private wells are responsible for maintaining their own water supply, according to Cornell Cooperative Extension. The file in this guide suits that responsibility, since it keeps the records in one place.