The virtual inspection conducted by the Office of Cannabis Management (OCM) Compliance Unit is a crucial step toward receiving final licensure for your cannabis dispensary in New York. This inspection ensures your facility meets all regulatory requirements before you can begin operations. Thorough preparation can help you pass this inspection smoothly and without delays.

This guide provides a detailed overview of what to expect during the virtual inspection process, along with best practices to prepare your facility, showcase compliance, and handle follow-up requests from the OCM.

What to Expect During the Virtual Inspection

1. Purpose of the Virtual Inspection

The OCM uses the virtual inspection to verify that your dispensary:

• Complies with New York state cannabis regulations.
• Meets safety, security, and operational standards.
• Is ready to operate as a licensed cannabis retailer.

2. Scheduling the Inspection

The virtual inspection is scheduled after you’ve submitted and received approval for all required documentation, including:

• Facility floorplans.
• Security system details.
• Certificate of Occupancy (CO).
• Initial inventory plans.

You’ll be contacted by your assigned Compliance Inspector to arrange a time for the live video walkthrough.

3. Technology Requirements

The inspection is conducted via video chat using platforms like Microsoft Teams. You will need:

• A smartphone, tablet, or laptop with a high-resolution camera.
• A reliable internet connection.
• A quiet environment to avoid interruptions.

4. What Happens During the Inspection

The Compliance Inspector will ask you to:

1. Show Specific Areas of the Facility: Using live video, you will guide the inspector through:
   • Entrances and exits.
   • Secure storage areas.
   • Retail spaces.
   • Employee-only zones and break areas.
2. Demonstrate Security Measures:
   • Show security cameras in operation, including live feeds.
   • Confirm alarm systems are functional.
   • Showcase any crowd control measures, such as stanchions or physical barriers.
3. Confirm Inventory Systems:
   • Provide a demonstration of your inventory tracking and point-of-sale (POS) systems.
   • Share sample receipts to verify compliance with regulations.

Best Practices for Preparing Your Facility

1. Prepare Your Security System

Security is one of the most heavily scrutinized aspects of the inspection.

Checklist:

• Ensure all security cameras are installed and operational, covering entrances, exits, storage areas, and the sales floor.
• Install a central alarm system monitored by a third-party service.
• Keep a backup power source ready for at least 8 hours of security system functionality during outages.
• Prepare screenshots from cameras showing date and time stamps to submit if requested.

2. Organize and Clean Your Facility

A clean and well-organized dispensary demonstrates professionalism and preparedness.

Checklist:

• Clear clutter from retail and storage areas.
• Label all cannabis product storage locations.
• Ensure all signage (e.g., health warnings, possession limits) is properly displayed.

3. Verify Facility Floorplan

Your floorplan must match what you submitted to the OCM.

Checklist:

• Label all rooms and areas, such as retail space, secure storage, and employee areas.
• Highlight the locations of security cameras, entry/exit points, and product display cases.

4. Test Your Inventory Systems

Your inventory tracking and POS systems should be fully operational and capable of integration with the OCM’s seed-to-sale system.

Checklist:

• Run test transactions and generate receipts to ensure compliance with regulatory requirements.
• Verify that inventory tracking includes batch numbers and Certificates of Analysis (CoAs) for all products.

5. Ensure Signage Compliance

Signage must meet strict guidelines for content and placement.

Checklist:

• Display exterior signs that include only your business name, location, and contact information.
• Post mandatory legal notices inside the facility, including health and safety warnings.
• Secure cannabis products in locked display cases.

Showcasing Compliance During the Inspection

1. Provide a Smooth Walkthrough

• Be Organized: Follow the order of the inspection checklist provided by the OCM.
• Be Thorough: Show every area listed in the Compliance Inspector’s request.
• Be Clear: Use good lighting and ensure your camera captures all required details.

2. Answer Questions Confidently

• Be ready to explain how your facility complies with specific regulations.
• Have relevant documents, such as the Certificate of Occupancy and security monitoring letters, easily accessible.

3. Proactively Address Concerns

• If the inspector points out a compliance gap, note the issue and commit to resolving it promptly.
• Ask for clarification if you are unsure about any requirements.

Handling Follow-Up Requests from the OCM

If the OCM identifies issues or requests additional information, it is critical to respond promptly and thoroughly.

Steps to Follow:

1. Acknowledge the Request: Confirm receipt of the follow-up request in writing.
2. Resolve Issues Promptly:
   • Fix non-compliance issues immediately (e.g., repositioning cameras or updating signage).
   • Gather and submit any additional documentation requested.
3. Provide Updates: Communicate progress with your Compliance Inspector to demonstrate your commitment to compliance.

Pro Tips for a Successful Inspection

1. Conduct a Mock Inspection:
   • Practice walking through your facility using video to identify any gaps or areas needing improvement.
2. Involve Your Team:
   • Train key staff members to understand inspection requirements and answer questions if needed.
3. Stay Calm and Professional:
   • Remember, the inspection is an opportunity to showcase your readiness, not a punitive process.
4. Keep All Records Ready:
   • Maintain a binder or digital folder containing essential documents, such as floorplans, security details, and inventory reports.

Conclusion

The virtual inspection is a critical milestone on your journey to operating a cannabis dispensary in New York. By preparing thoroughly, showcasing compliance, and addressing follow-up requests promptly, you can ensure a smooth and successful inspection process. Use this guide to navigate the inspection confidently and move one step closer to opening your doors to the public.

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