Frequently Asked Questions about the SWIS Digital Inspections Program (SWIS DIP)
I am getting a "No Inspections Found" response after I submitted an inspection. Where did it go?
There is a difference between SWIS DIP and SWIS. SWIS DIP replaces the physical process of “mailing in” your inspection; Viewing the reports in the database (SWIS) remains the same. The SWIS DIP system only contains reports that have been submitted but not yet approved by CalRecycle staff. Once your report has been approved, it moves to the SWIS database just like it did when you mailed it in. The report you’re looking for has already been approved and is in the SWIS database. You’ll find a link to the SWIS Database on the SWIS Home Page on the left navigation bar. Once there, click the SWIS Facility Database link.
My saved draft disappeared. Where is it?
- Drafts can only be saved for 45 days. If the reports were left in draft for 45 days or longer, the system may have deleted them. Be sure to “Submit To Board” before 45 days have passed.
- The program is still in development. Occasionally, a user may “time out” while inputting information and the system does not save automatically. To avoid losing drafts, save periodically while entering your information.
The digital form isn’t displaying correctly?
The program operates best with Microsoft Explorer 7 or a later version. Free downloads are available online for Explorer 7.
Is there a spell check function?
Currently, there is no spell check function. A suggested method of working around this is to type your comments in Word (since it has spell check capability) and then copy and paste into the comment area. We are exploring the possibility of adding spell check.
Can I print a copy of the “final” inspection report before submitting it to CalRecycle?
Yes. Click on the “View Report” button and print the PDF. Or, email a copy to your inspection by pressing the “Email Inspection Report” link next to the “View Report” button. You will receive a PDF version of the inspection in your email inbox. This can be done while in “Draft” or “submit to board” status.
Can SWIS accept XML coding for Adobe form?
The system does not accept Adobe forms with XML coding.
I can’t view my attachments in my saved drafts.
To view attachments in reports that have been saved as “Draft,” click the “Edit” button. Then, click to open attachments. Click the “Cancel” or “Save” button when finished viewing the attachment.
I forgot my Password. What should I do?
Visit the CalRecycle WebPass Home Page. You may try to recover your WebPass by clicking on the “Forgot Password” link.
About SWIS DIP
What is it?
The Solid Waste Information System Digital Inspections Program (SWIS DIP) is a voluntary program allowing Local Enforcement Agencies to electronically transmit statutorily mandated solid waste facility inspection reports.
Why is CalRecycle offering this program?
SWIS DIP is the answer to requests from LEAs and California Conference of Directors of Environmental Health for an easy, electronic way to submit inspection reports. With minimal implementation costs, and paperless processing, the program meets CalRecycle’s commitment to eliminating waste and reducing its carbon footprint.
How secure is the program?
SWIS DIP adheres to industry‐standard data exchange methods such as XML and web services. LEAs establish a password and designate which employees may submit reports. Not only are reports secure, the program reduces errors by only accepting reports that have been filled out correctly.
Are LEAs required to submit their inspection data electronically?
This is currently a voluntary program for LEAs. However, there are cost, time, and environmental benefits of electronic data submittal for LEAs, CalRecycle, and taxpayers that are not associated with the older paper methods. CalRecycle can assist you with the transition to the electronic submittal process, which should result in reduced staff hours spent filling out forms, reduced mail costs, and increased accuracy of inspection reports.
How do I sign up for SWIS DIP?
Print one of the data exchange agreements found on the SWIS DIP home page, fill out and fax to Cody Oquendo. Include the name and email addresses of all inspectors from your agency that will use SWIS DIP to submit reports.
We’ve mailed our agreement. When can we begin submitting reports electronically?
You will receive an e-mail within 10 business days after submitting your agreement. If after 10 business days you haven’t received an email authorizing you to begin using the program, contact Melissa Parker.
How do we add/delete representatives from our SWIS DIP agreement?
To add or delete representatives from your agreement, email Melissa Parker. Multiple users may be included on your initial agreement form.
How can I begin submitting official reports?
Working in SWIS Online
When do we submit digital forms?
The rules and timelines for submitting forms haven’t changed. Follow your standard business practice for submitting forms. As with paper forms, inspection reports must be submitted within 30 days of inspection.
How do I submit inspector and owner/operator signatures to CalRecycle?
LEAs participating in the electronic filing program do not need to submit digital signatures or electronic replicas of signatures either from inspectors or owner/operators. The names of owners/operators and inspectors that are entered on the form are sufficient.
How can I find inspection reports that I’ve already entered into the program?
There is a “Search Inspections” button on the left menu to locate “Draft” or “Submit to Board” status reports. Reports may be accessed by SWIS number. Once reports have been approved by CalRecycle staff, they may be found in the facility database on the SWIS Home Page.
How can I change information on an inspection I’ve already submitted?
If your inspection is saved in “Draft” status, you may find the report in “Search Inspections” on the left menu. When located, click “Edit” on top left of report, and change information. If your inspection is “Submit to Board” status, contact Cody Oquendo to have the document returned to “Draft” status. Please include: the SWIS #, name of LF and date submitted.
How can my supervisor review my inspection report before it is officially submitted to CalRecycle?
Once information has been entered, if supervisor approval is needed or changes might need to be made, save the report as “Draft” status. Anyone with access may click on the “Search Inspections” button to review the draft, and edit the report. When the report is cleared within the LEA and ready for submittal to the CalRecycle, change the report status to “Submit to Board.” Initially saving as “Draft” allows reports to be composed over a period of time, or allows multiple levels of review within the LEA if necessary.
How can I e-mail a draft or final version of my inspection report?
Find the “E-mail Inspection Report” link at the top of your saved inspection report. You may e-mail a copy of the report to multiple parties by separating addresses with a semi-colon.
How can I keep an original copy for my records?
LEAs are required to keep an original copy of the inspection report. You may e-mail yourself a PDF copy of the report to print or save. First, save your report, and then pull it back up through the “Search Inspections” menu. Click “View Report,” then “E-mail Inspection” at the top of the report. You may enter multiple e-mails by separating addresses with a semi-colon.
Solid Waste Facilities' Digital Inspection Program, http://www.calrecycle.ca.gov/SWFacilities/Inspections/DIP/
Cody Oquendo: Cody.Oquendo@CalRecycle.ca.gov (916) 341-6719