Heirloom Chain-of-Custody & Mold SOP Template Pack

SOP-01  HEIRLOOM AND VALUABLES CHAIN-OF-CUSTODY INVENTORY AND FAMILY RELEASE LOG
Company: [COMPANY NAME]          Revision: 1.0          Effective: [DATE]
Owner: [OPERATIONS MANAGER]      Applies to: estate cleanouts, hoarding, trauma, unattended death, mold contents work

1. PURPOSE
Protect the family, the estate, and the company by documenting every item of value found on a job
from the moment it is discovered until it is released to an authorized person.

2. AUTHORIZED RELEASE PARTY (complete before work starts)
   Name: ______________________   Role: [ ] Executor/Administrator  [ ] Owner  [ ] POA  [ ] Other: ______
   Proof reviewed: [ ] Letters Testamentary/Administration  [ ] Deed/ID  [ ] POA document  [ ] Other: ______
   Phone: ______________   Email: ______________
   Additional people allowed to receive items (in writing from the party above): ______________

3. MANDATORY SEARCH CATEGORIES (search before ANY item is discarded)
   [ ] Cash and coins (check books, freezers, mattresses, clothing pockets, envelopes, vents)
   [ ] Jewelry and watches            [ ] Firearms and ammunition (do not unload; notify supervisor)
   [ ] Photographs, albums, letters   [ ] Wills, deeds, titles, bonds, stock certificates
   [ ] Bank, brokerage, insurance and tax records   [ ] Keys, safe combinations, lockboxes
   [ ] Medications and controlled substances (log only; dispose per family or law enforcement direction)
   [ ] Military medals, collectibles, items on the family's "keep list"

4. DISCOVERY PROCEDURE
   a. STOP work in that area. Do not move the item more than needed to see it.
   b. PHOTOGRAPH in place (wide shot showing location + close-up with the item tag number visible).
   c. TAG the item with the next sequential number (e.g. [JOB#]-001).
   d. LOG it in the table below immediately. Two crew members sign for cash, jewelry, and firearms.
   e. SEAL in a tamper-evident bag or container; write the tag number and initials across the seal.
   f. SECURE in the locked job-site lockbox or supervisor vehicle safe. Never in a personal vehicle.
   g. NOTIFY the authorized release party the same day for cash, firearms, or legal documents.

5. INVENTORY LOG
Job #: ________  Property address: ______________________________  Date(s): ____________

Tag #  | Item description        | Room / exact location | Found by | Witness | Photo # | Seal # | Stored at
-------|-------------------------|-----------------------|----------|---------|---------|--------|----------
______ | _______________________ | _____________________ | ________ | _______ | _______ | ______ | ________
______ | _______________________ | _____________________ | ________ | _______ | _______ | ______ | ________
______ | _______________________ | _____________________ | ________ | _______ | _______ | ______ | ________
______ | _______________________ | _____________________ | ________ | _______ | _______ | ______ | ________
______ | _______________________ | _____________________ | ________ | _______ | _______ | ______ | ________
(Count cash in front of the witness; record denomination totals, e.g. "$20 x 14 = $280".)

6. TRANSFER LOG (every time an item changes hands)
Tag #  | From (print/sign)       | To (print/sign)       | Date/time        | Seal intact? (Y/N)
-------|-------------------------|-----------------------|------------------|-------------------
______ | _______________________ | _____________________ | ________________ | ___
______ | _______________________ | _____________________ | ________________ | ___

7. FAMILY / ESTATE RELEASE
I received the items listed by tag number below, with seals intact unless noted.
   Tag numbers released: ____________________________________________
   Exceptions / notes: ______________________________________________
   Received by (print): ____________________  Signature: ____________________  Date: ________
   Released by (company): __________________  Signature: ____________________  Date: ________

8. RECORD RETENTION
Keep this log, the photos, and the signed release with the job file for at least [7] years or as
directed by your insurer or attorney. Give the release party a copy.

SOP-02  NEGATIVE-AIR MOLD CONTAINMENT AND POST-REMEDIATION CLEARANCE
Company: [COMPANY NAME]   Revision: 1.0   Effective: [DATE]   Reference: ANSI/IICRC S520 (current edition)

1. PURPOSE AND GOAL
Remove mold contamination at its source while preventing spread to unaffected areas. The goal is to
return affected areas to Condition 1 (normal fungal ecology) as defined in IICRC S520:
   Condition 1 = normal fungal ecology   Condition 2 = settled spores   Condition 3 = actual growth

2. PRE-WORK
   [ ] Identify and correct (or document the plan to correct) the moisture source. Remediation without
       moisture control will fail.
   [ ] Review any independent assessment / protocol from the indoor environmental professional (IEP).
   [ ] Written scope and work authorization signed. Occupants informed; vulnerable occupants
       (infants, elderly, immunocompromised, respiratory conditions) relocated as advised.
   [ ] Photograph and moisture-map affected areas (meter readings recorded on the moisture log).
   [ ] Shut down and seal HVAC supply/returns serving the work area.

3. PPE (minimum, adjust to the hazard assessment)
   [ ] NIOSH-approved respirator (at least N95; half- or full-face with P100 filters for larger or
       heavier contamination) used under a written respiratory protection program with fit testing
   [ ] Disposable coveralls with hood, gloves, goggles or full-face protection, boot covers

4. CONTAINMENT BUILD
   [ ] 6-mil polyethylene walls and ceiling, sealed to floor, walls, and ceiling with tape/spray adhesive
   [ ] Zipper door or airlock / decontamination chamber at the entry
   [ ] Cover and seal all openings, vents, and penetrations inside the containment
   [ ] HEPA air filtration device(s) (AFD) exhausted to the exterior where practical
   [ ] Size AFDs for the volume: commonly at least 4 air changes per hour (follow project protocol)
       Containment volume: ______ cu ft   AFD rated CFM: ______   Units: ____   ACH: ______
   [ ] Verify NEGATIVE PRESSURE: poly walls draw inward; record manometer reading
       (a common target is -0.02 in. w.c. / -5 Pa relative to adjacent areas)
       Time: ______  Reading: ______  Initials: ____ (record at start, each shift, and before teardown)

5. REMOVAL AND CLEANING
   [ ] Mist surfaces lightly to limit dust; do not dry-sweep
   [ ] Remove porous materials with growth (drywall, insulation, carpet pad) at least [2 ft] beyond
       visible growth or as the protocol directs; bag in 6-mil poly inside containment
   [ ] HEPA-vacuum and damp-wipe semi-porous and non-porous surfaces; physically remove growth
       (sanding, wire-brushing, soda/dry-ice blasting) from structural wood as needed
   [ ] Antimicrobials only as labeled and only as a supplement to physical removal
   [ ] Goose-neck seal waste bags, wipe exterior, and pass through the airlock; dispose as directed
   [ ] Final HEPA-vacuum and damp-wipe of all surfaces inside containment, including poly

6. POST-REMEDIATION VERIFICATION (PRV) / CLEARANCE
   [ ] Visual inspection: no visible mold, debris, or dust inside the containment
   [ ] Moisture readings at or below dry standard for each material
   [ ] Independent PRV by a third-party IEP / industrial hygienist when required or requested.
       The remediator does not self-clear its own work for a client's clearance test.
   [ ] Keep containment and negative air running until clearance is passed
       PRV by: ______________  Firm: ______________  Date: ______  Result: [ ] Pass  [ ] Re-clean
   [ ] Containment teardown only after pass: mist, fold poly inward, bag, HEPA-vacuum the footprint

7. CLOSE-OUT FILE
Moisture log, manometer log, photos (before, during, after), waste record, PRV report, signed
completion certificate. Retain for [7] years.

SOP-03  BIOHAZARD AND TRAUMA SCENE DECONTAMINATION
Company: [COMPANY NAME]   Revision: 1.0   Effective: [DATE]
References: OSHA 29 CFR 1910.1030 (Bloodborne Pathogens), 29 CFR 1910.134 (Respiratory Protection),
ANSI/IICRC S540 (Trauma and Crime Scene Cleanup), state regulated medical waste rules

1. PREREQUISITES (every technician, verified before dispatch)
   [ ] Bloodborne pathogens training within the last 12 months (record on file)
   [ ] Hepatitis B vaccination series offered; record or signed declination on file
   [ ] Respirator fit test current (if respirators are used)
   [ ] Company Exposure Control Plan reviewed within the last 12 months: date ______

2. ARRIVAL AND SCENE RELEASE
   [ ] Confirm law enforcement / medical examiner has released the scene (name, agency, time)
   [ ] Written work authorization signed by the property owner or authorized party
   [ ] Discreet arrival: unmarked vehicle if requested; no discussion of the scene with neighbors
   [ ] Walk-through in street clothes NOT permitted beyond the threshold; assess from the entry
   [ ] Photograph conditions (for scope and insurance only; never for social media)

3. ZONES
   Hot zone (contaminated) / Warm zone (decon and doffing) / Cold zone (clean staging and vehicles).
   Mark zones with tape or signage. Nothing moves from hot to cold without decontamination.

4. PPE (minimum; upgrade per hazard assessment)
   [ ] Fluid-resistant or impervious coveralls with hood   [ ] Double nitrile gloves, outer taped
   [ ] Boot covers or washable boots                       [ ] Eye/face protection (goggles or face shield)
   [ ] Respirator per hazard assessment (odor, aerosol, chemical)
   Doff in the warm zone: outer gloves, suit (roll inside out), boot covers, eye protection,
   respirator, inner gloves. Wash hands immediately. Report any exposure to the supervisor at once.

5. GROSS REMOVAL
   [ ] Remove bulk biological material with absorbents and scrapers; do not spread
   [ ] Sharps: pick up with tools, never hands; place in a closable, puncture-resistant, leakproof
       container labeled with the biohazard symbol or color-coded red
   [ ] Remove and bag porous items with saturation (carpet, pad, mattresses, upholstered furniture)
   [ ] Cut out affected drywall, subfloor, or trim to beyond the visible extent of contamination;
       check under flooring, behind baseboards, and in fasteners and seams

6. CLEAN, DISINFECT, VERIFY
   [ ] Clean first: detergent solution to remove soil (disinfectants do not work through soil)
   [ ] Disinfect: EPA-registered disinfectant with bloodborne pathogen claims (e.g. HBV/HIV);
       follow the label dwell time exactly. Product: ____________  Dwell time: ______
   [ ] Rinse / wipe per label   [ ] Repeat if visual residue remains
   [ ] Verification: visual inspection with bright light; ATP or protein swabs where the scope
       calls for it. Result: ______
   [ ] Seal remaining porous structural surfaces with an encapsulating primer if odor persists
   [ ] Odor control (hydroxyl or ozone): ozone ONLY in an unoccupied, secured space; ventilate
       before re-entry

7. REGULATED MEDICAL WASTE
   [ ] Package in red bags inside rigid, leakproof, labeled containers per state rules and DOT
   [ ] Transport only by the company if permitted by your state, otherwise by a permitted hauler
   [ ] Manifest / tracking form number: ______________  Hauler: ______________
   [ ] Non-regulated debris disposed as municipal waste per local rules

8. CLOSE-OUT
   [ ] Tools and equipment decontaminated in the warm zone before loading
   [ ] Final walk-through with the client or authorized party; completion certificate signed
   [ ] Found valuables logged and released per SOP-01
   [ ] Job file: photos, authorization, PPE log, waste manifest, verification results

SOP-04  ICD HOARDING LEVELS 1-5 SCOPING AND SALVAGE/DISCARD AUTHORIZATION WORKSHEET
Company: [COMPANY NAME]   Revision: 1.0   Effective: [DATE]
Reference: Institute for Challenging Disorganization (ICD) Clutter-Hoarding Scale

PART A - SITE INFORMATION
Job #: ______  Address: ______________________________  Date of walk-through: ________
Occupant status: [ ] Occupied  [ ] Vacant  [ ] Deceased occupant (estate)
Client / payer: ______________________  Relationship: ______________________
Referral source: [ ] Family  [ ] Probate attorney  [ ] APS  [ ] Code enforcement  [ ] Landlord  [ ] Other

PART B - ICD LEVEL ASSESSMENT (score the overall home; note rooms that differ)
Score each area, then assign the overall Level as the highest level with multiple indicators present.

Area                         | Observation                                       | Level 1-5
-----------------------------|---------------------------------------------------|----------
Structure (doors, stairs,    | Exits/stairs accessible? Damage? Leaks?           | ____
  exits, roof, floors)       |                                                   |
Animals and pests            | Pets appropriate? Rodent/insect evidence?         | ____
Household functions          | Kitchen, bathroom, bed usable for intended use?   | ____
Health and safety            | Odors, human/animal waste, mold, spoiled food?    | ____
Utilities and appliances     | Water, power, heat, HVAC, appliances working?     | ____

Reference summary (confirm against the current ICD scale document):
   Level 1  Standard. Doors, stairs, exits accessible; no odors; housekeeping within normal range.
   Level 2  One exit blocked or one major appliance not working; light odors; limited pet or pest
            evidence; clutter beginning to restrict some room use.
   Level 3  Clutter in hallways/outside; one or more rooms unusable for intended purpose; strong
            odors; excessive pets or visible pest activity; one bathroom or bedroom not usable.
   Level 4  Structural damage evident; sewage or plumbing problems; mold; rotting food; rodent
            infestation; bedroom(s) unusable; excessive or unsafe animal conditions.
   Level 5  Severe structural damage; failed utilities (no water, power, or sanitation); human waste;
            severe infestation; rooms and exits unusable. Specialized PPE and possible
            condemnation or code-enforcement involvement.

OVERALL ICD LEVEL: ____     Assessed by: ______________   Signature: ______________

PART C - SCOPE AND RESOURCES
   Crew size: ____   Estimated days: ____   Dumpster(s): ____ x ____ yd
   PPE level: [ ] Standard  [ ] Respirator + coveralls  [ ] Full biohazard (see SOP-03)
   Specialty: [ ] Mold (SOP-02)  [ ] Biohazard (SOP-03)  [ ] Pest control referral  [ ] Animal services
   Utilities to restore before/after: ______________________

PART D - SALVAGE / DISCARD AUTHORIZATION (must be signed before any discard)
Category                      | KEEP | DONATE | SHRED | DISCARD | Family to review first
------------------------------|------|--------|-------|---------|------------------------
Photographs and albums        |  [ ] |   [ ]  |  [ ]  |   [ ]   |   [ ]
Papers / mail / documents     |  [ ] |   [ ]  |  [ ]  |   [ ]   |   [ ]
Clothing and linens           |  [ ] |   [ ]  |  [ ]  |   [ ]   |   [ ]
Furniture                     |  [ ] |   [ ]  |  [ ]  |   [ ]   |   [ ]
Kitchenware and food          |  [ ] |   [ ]  |  [ ]  |   [ ]   |   [ ]
Electronics / computers       |  [ ] |   [ ]  |  [ ]  |   [ ]   |   [ ]
Collectibles / named items    |  [ ] |   [ ]  |  [ ]  |   [ ]   |   [ ]
Items listed on "keep list": ____________________________________________________________
Cash, jewelry, firearms, legal and financial documents are ALWAYS logged and held per SOP-01,
regardless of the selections above.

Authorization: I am legally authorized to direct the disposition of the contents at this address.
   Name (print): ____________________  Role: ____________  Proof: ____________
   Signature: ______________________   Date: ________
Company representative: ______________________   Signature: ______________   Date: ________

PART E - OCCUPIED-HOME NOTES (if the occupant is living in the home)
Work at the occupant's pace with their consent; never discard over an objection without the
legally authorized party's written direction. Coordinate with any therapist, case manager, or APS
worker involved. Respect dignity: no judgmental language, no photos beyond scope documentation.

[COMPANY NAME]  |  Discreet Biohazard, Hoarding, Mold and Estate Cleanout Services
[PHONE]  |  [EMAIL]  |  [WEBSITE]  |  Service area: [COUNTIES / RADIUS]
BMRA member - C.B.R.S. verification status: [Unverified / In progress / Verified as of DATE]

FOR PROBATE AND ESTATE ATTORNEYS
   - We take direction only from the executor/administrator or their counsel, in writing.
   - Written heirloom search before any discard: cash, jewelry, firearms, deeds, titles, account
     records. Every find is photographed, logged, sealed, and released against a signature.
   - Itemized invoices suitable for estate accounting; we can bill the estate or escrow at closing
     [confirm your billing policy].
   - Photo documentation for the file; no photos are ever posted publicly.

FOR ADULT PROTECTIVE SERVICES AND CASE MANAGERS
   - Occupied-home hoarding work at the client's pace, with consent; we coordinate with the
     caseworker, therapist, or guardian.
   - Every job is scored on the ICD Clutter-Hoarding Scale (Levels 1-5) so scope and safety are
     documented consistently.
   - Unmarked vehicles available; we do not discuss clients with neighbors.
   - Typical response: walk-through within [__] business days; urgent health and safety cases [__] hours.

FOR HOSPITAL DISCHARGE PLANNERS AND SOCIAL WORKERS
   - Safe-discharge cleanouts: clear egress paths, restore a usable bed, bathroom, and kitchen.
   - Before-and-after photos and a completion letter for the discharge record, with consent.
   - We can coordinate with family, landlords, and code enforcement on deadlines.

WHAT WE CARRY (verify with our current COI)
   [ ] Commercial General Liability: [CARRIER], limits [__]
   [ ] Contractor's Pollution Liability (mold/bacteria): [CARRIER], limits [__]
   [ ] Bailee / Care-Custody-Control coverage for client property: [CARRIER], limits [__]
   [ ] Workers' compensation   [ ] Commercial auto
   [ ] OSHA 1910.1030 bloodborne pathogens training current for all technicians
   Request our certificate of insurance naming you or your client as certificate holder: [EMAIL]

HOW TO REFER
   1. Call or email with the address, contact person, and authority (executor, guardian, POA, owner).
   2. We schedule a discreet walk-through and send a written scope and estimate within [__] days.
   3. Work begins only after written authorization. You receive a completion report and the
      signed custody/release log for any recovered items.

Referral contact: [NAME], [TITLE]  |  Direct: [PHONE]  |  [EMAIL]