Fixture Inventory Checklist

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Why this matters

The inventory is step one of everything else

Every other part of a drinking water plan — testing, maintenance scheduling, corrective action, budgeting — depends on first knowing exactly which fixtures exist, where they are, and what condition they're in. Facilities that skip a formal inventory almost always discover gaps later: a fountain in a rarely used hallway nobody remembers testing, a kitchen tap that's technically part of two different maintenance schedules, or a bottle filler installed during a renovation that never made it onto anyone's list. Building the inventory once, properly, saves far more time than it costs.

Checklist

Building the inventory

• Walk every floor of every building, room by room, rather than relying on memory or old records
• Log each fixture's location (building, floor, room number), fixture type (fountain, bottle filler, kitchen tap), and manufacturer/model if visible
• Note the installation date where known, or an estimated age if not
• Flag any fixture in a building or wing constructed before 1986, when lead solder and lead-containing fixtures were still in common use
• Record the last test date and result for each fixture, if testing has been done previously
• Note current filter type and last replacement date for any filtered fixture (bottle fillers, hydration stations)
• Assign each fixture a unique ID or tag so it can be referenced consistently across the inventory, maintenance log, and any test results
• Store the inventory in a format more than one staff member can access and update, not a single person's personal notes

Keeping it current

Maintaining the inventory over time

An inventory is only useful if it stays accurate. Update it any time a fixture is added, removed, or replaced, and review the full list at least once a year as part of your broader drinking water plan review — ideally timed to the same cycle as your school lead-in-water testing regulation testing decision or public meeting discussion. Our School Drinking Water Plan Checklist covers how the inventory fits into the rest of your building's plan.

When to get help

When to get professional help

a qualified local provider can walk your buildings and build a complete fixture inventory for you, particularly useful for larger facilities or districts with multiple buildings where an internal walk-through isn't practical.

FAQ

Frequently asked questions

What counts as a drinking water fixture for this inventory?

Any fixture used for drinking or food preparation: drinking fountains, bottle filler stations, kitchen and cafeteria taps, and any sink used to fill water for cooking. Bathroom sinks and janitorial fixtures generally aren't included unless a fixture is also used for drinking or food prep.

Do we need to inventory fixtures in unused or mothballed parts of a building?

Yes, if there's any chance the space could be reoccupied or the fixture reconnected. An overlooked fixture in a rarely used wing is a common gap that surfaces later, often at the worst time (an audit or a parent question).

How often should the inventory be updated?

At minimum, annually alongside your broader drinking water plan review, and immediately after any renovation, fixture replacement, or new construction that adds or removes a drinking water fixture.

Who should own this checklist?

Most schools and facilities assign it to facilities/maintenance staff, with a single named point of contact so updates don't get lost between different people's informal notes.

Last reviewed: July 9, 2026

Template

Download the Fixture Inventory Template

Build and maintain a drinking-water fixture inventory across a building or campus, with columns for location, type, testing, and filter changes. It is a free, printable, fillable PDF — print it or fill it in and save it as a PDF.

Download the Fixture Inventory Template (PDF)