The GBBS System of Record

The independent proof of bed bug due diligence

The system of record holds every check, sighting, remediation, and clearance carried out under the Global Bed Bug Standard. Captured at the point of action. Time-stamped, attributed, and incapable of being reconstructed. Held offsite, independently of the property. Retrievable on demand as a complete, chronological record. The evidence exists before anyone asks for it.

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Four record types. Every entry verifiable.

The standard defines what must be recorded. The system of record captures it at the point of action so the evidence is structured, dated, and attributable from the moment it is created.

Checks

Every check carried out against the protocol defined by the standard is captured at the point of completion. Room identifier, date, time, responsible identity, check sequence, and outcome are logged together as a single entry in the offsite record.

Sightings

Every reported sighting, whether from staff or guest, is logged with the full intake detail required by the standard. Location, description, reporting party, time of report, and the escalation path followed are captured against the event reference.

Remediation

Every remediation action is logged against the sighting that triggered it. Containment, pest control coordination, treatment details, and the clearance sequence that follows are captured in the order they occur, with responsible identity attached at each stage.

Clearance

Every clearance is logged as the closing entry on the event. The sequence of checks that confirm clearance, the responsible identity, the date the clearance is issued, and the conformity reference are captured so the event is closable against a defined outcome rather than left open.

Evidence cannot sit inside the property it documents

Operational systems owned by the property are useful for running the property. Evidence cannot sit inside the system being audited. Under the standard, the record is held offsite by GBBS AB, separately from the property. Entries are timestamped at capture, attributed to the individual, and immutable after submission. No member of the property's staff can alter, backdate, or remove an entry once it has been logged. That is what makes the record evidence rather than operational data.

Every entry retrievable at the moment it is needed

When an insurer asks for the record of risk controls in place over a defined period, the system produces it. When a legal team reviews the response to a demand letter, the chronology is already structured. When an investor asks how bed bug risk is governed across the portfolio, the record is the answer. Retrieval is filtered by property, by event, by individual, or by date range, so the record produced matches exactly what has been asked for.

Documented defense, produced from the record, not reconstructed

The distinction between operational data and evidence is the difference between reconstructing an account and producing one. The system of record produces a chronology that existed before anyone asked for it, held independently of the property, attributable to named individuals on named dates. Under the standard, every action taken against bed bug risk enters the record at the point of action. When the account is called for, it is already written.

The record closes the evidence requirement

The standard defines what evidence must look like for bed bug due diligence to be demonstrable. The system of record holds that evidence in the form the standard requires. When scrutiny arrives from an insurer, a legal team, or an investor, the record is already in place, already structured, already attributed.

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Questions about the record

Where is the record held?

The record is held offsite by GBBS AB, separately from the property and its operational systems. Every entry is captured at the point of action, attributed to the individual who logged it, and held in a form no member of the property’s staff can later alter, backdate, or remove. The independence of location is what makes the content evidence.

How is this different from what operational software already captures?

Operational software captures task completion for the property’s own use. The system of record captures evidence against the requirements of the Global Bed Bug Standard. Two distinctions matter. The record sits outside the property, not inside it. And entries are immutable after submission, so what was logged at the point of action remains exactly as it was logged. Operational data is useful for running the property. Evidence is what a legal team, insurer, or investor produces when scrutiny arrives.

Who has access to the record?

Access is defined by role. Operational staff log entries at the point of action and see what is relevant to their work. Property and portfolio management hold read access across all entries at the properties they are responsible for. GBBS AB holds the independent custody function and the audit access that supports certification. External parties, such as a legal team or an insurer, are provided retrieval through defined channels, not direct access.

Can the record be edited after an entry is logged?

No entry can be edited, backdated, or removed after submission. If a correction is needed, the original entry remains in the record and a correction entry is logged against it with its own timestamp, responsible identity, and reason. The audit trail reflects both the original and the correction, so nothing in the record is ever silently changed.

What happens if the property changes ownership or management?

The record remains with the property as a continuous chronology. Because the record sits offsite, ownership or management changes do not interrupt the evidence trail. Incoming owners or operators inherit the certified record and continue logging against it. For acquirers, this is often the first concrete signal that bed bug risk has been governed under a recognised standard rather than managed informally.

How quickly can the record be produced under pressure?

Retrieval is filtered by property, by event, by individual, or by date range, and produced in a form suitable for an insurer request, a legal team review, or an investor due diligence query. What matters in practice is not the speed of retrieval but the completeness of the record being retrieved. The record was created under the requirements of the standard. What is produced is what is needed.

How long is the record retained?

Retention follows the defined cycle set by the Global Bed Bug Standard, which reflects the statute of limitations on premises liability claims in the jurisdictions covered by certified hotels. Records are retained for the full period in which a claim could credibly be brought, so the evidence is still available at the moment a demand letter might arrive.

Does the record replace the pest control provider’s own reporting?

No. Pest control providers report on the treatment they deliver. The system of record captures what the property did under the standard, including the coordination with the pest control provider, the containment preparation, and the clearance sequence after treatment. The two records sit at different layers. Both are referenced in a conformity audit.

What if the property loses connectivity at the point of action?

Entries are captured at the point of action whether or not the property is online at that moment. When connectivity is restored, the entries are submitted with the original timestamps from when the action was taken, and a secondary timestamp of when the entry was submitted is logged alongside. The audit trail is always intact, and the chronology reflects when the work was actually done.