Navigating the Permitting Process for Rack Storage Systems
Setting customer expectations from the start is crucial. It’s not just the jurisdiction’s timeline; it’s also how quickly the customer can provide the necessary documents.
By Nicole Needles
WHEN IT COMES to installing commercial rack systems, permitting can feel like an obstacle course filled with complex documents, unfamiliar requirements and unpredictable timelines. But according to Rebecca Butao, founder of About the Rack, understanding the “why” behind the process is just as important as knowing what to submit.
Butao is a material handling expert with more than 15 years of experience in warehouse operations, racking systems and project management. She has held key roles at Catalina Material Handling and Hannibal Industries, earning recognition for her expertise in rack systems and permit compliance. Today, through her boutique consultancy, Butao helps distributors navigate permit management, submittals and training, ensuring safe, compliant and efficient storage solutions for their clients.
In a recent MHEDA webinar series, she shared her “Permit Playbook,” designed to give members a clear, actionable overview of permitting essentials. Her goal: to make the process less mysterious, more predictable and far less stressful.
“Every jurisdiction is different, so there is no one-size-fits-all,” Butao emphasized. “But there are general documents and strategies you can look for so you can navigate more efficiently.”
Two Types of Permits: Building and Fire
The first step is knowing which permits your project requires. For rack systems, these typically fall into two categories: building permits and fire permits.
The building permit package has two halves. The first is familiar to most in material handling: engineered stamped seismic calculations and rack drawings. These call out details like steel gauge, anchor embedment depth and rack layout.
The second half – often more challenging – is jurisdiction-specific forms. These can include applications, certificates of insurance, contractor identification or special inspection forms.
“A lot of this documentation is for liability purposes,” Butao explained. “It’s to ensure these storage systems are designed and installed safely – protecting the people who work in them and the city itself.”
Fire permits, on the other hand, may or may not be required, depending on the jurisdiction. When they are, they often involve High Pile Storage Analysis (HPS) or “high pile plans,” which classify stored products (commodities) and evaluate whether the sprinkler system can protect them in a fire.
Some jurisdictions accept a simpler commodity description letter in place of a full HPS analysis. In either case, safety remains the driving force.
“Firefighters may be on the roof during a fire. Ensuring the rack system is code compliant protects them, protects the workers and protects the facility,” she said.
The Permit Process Flow:
- Document Preparation: This is one of the hardest parts of the process and can also have the longest lead times. You need to gather all necessary forms, drawings, calculations and signatures.
- Submittal: Most jurisdictions now accept digital uploads, though some still require mailed hard copies.
- Plan Review: Waiting for the jurisdiction to review that the plans and calculations match and meet local codes. Timelines vary widely – from a week to several months – so ask early.
- Comments and Corrections: These requests might be minor or more involved. Quick responses help keep the process moving. It is important to reach out the jurisdiction if any comments are unclear.
- Approval: Plan check is approved, but the permit receives final approval after inspections are completed and approved. Once fees are paid and documents approved, you’re ready for installation.
Butao stressed the importance of a comprehensive initial package to limit back-and-forth. “No one’s perfect, and we can’t control every plan reviewer’s preferences,” she said, “but the better prepared your package, the smoother the flow.”
Installation and Inspections
The most important part of the permit process are the city inspections. Without the proper inspections the permit will not be considered complete. Building departments confirm the installation matches approved plans, while fire departments check for compliance with fire codes and life safety requirements.
Some jurisdictions also require third-party special inspections, often for anchor installation and torque testing.
“Calling for inspectors before you’re ready can result in delays and extra fees,” Butao warned. “Make sure security personnel and site contacts know when inspectors are arriving, keep a watch for them and have all necessary documentation on site and ready to hand over to the inspectors. Being prepared and ready is the best way to show the inspectors that you value their time and local codes.”
Managing Timelines and Expectations
One of the biggest challenges distributors face is underestimating the total time required.
Butao noted that preparing a permit package can take weeks, especially if drawings aren’t finalized or required building documents are missing. A professional engineer’s review of plans alone can take a week or more and high pile storage analysis can take up to one month to complete.
After submittal, plan review timelines vary dramatically. If revisions are needed, the clock may reset, meaning another full review period.
“Setting customer expectations from the start is crucial,” she said. “It’s not just the jurisdiction’s timeline; it’s also how quickly the customer can provide the necessary documents.”
Why Permitting Is Increasingly Required
Many distributors who previously didn’t need permits are now encountering stricter requirements. Butao pointed to two main reasons:
- Increased Awareness of Safety: More than ever, jurisdictions are looking to protect themselves and local businesses by providing guidance through both building and fire safety codes.
- Third Party Plan Check Firms: Fire and building departments can outsource reviews to specialized firms, making enforcement easier.
The growth of e-commerce and the shift of warehousing to new regions are also factors. “Jurisdictions that weren’t strict before are catching up,” Butao said.
The Bottom Line: Safety, Compliance and Insurance
While permitting requirements can sometimes feel unreasonable on the part of the cities, Butao encourages distributors to frame it as a value-add for clients.
“Permit submittal and compliance is all about insurance,” she explained. “It ensures your end user’s products are protected, their employees are protected and reduces the insurance company’s ability to deny a claim in the event of an emergency.”
At the end of the day, a well prepared permit package is not just about paperwork – it’s about safety, professionalism and building trust with clients and jurisdictions alike.
As Butao summed it up: “Our job is to help you navigate the process so you can focus on what you do best: serving your clients and keeping everybody safe.”
Article Takeaways
1. Know your jurisdiction. Every city or county has its own rules.
2. Ask about timelines early. From plan review to inspections, knowing lead times avoids surprises.
3. Prepare for inspections. Ensure your installation matches approved plans and has all documents on site.
