Legionella - The Need for Record Keeping

Part 9 of the HSE's Approved Code of Practice "Legionnaires' disease: The control of legionella bacteria in water systems"

Approved Code of Practice

66 - The person or persons appointed under paragraph 39 shall ensure that appropriate records are kept, including details of:

(a) the person or persons responsible for conducting the risk assessment, managing, and implementing the written scheme;

(b) the significant findings of the risk assessment;

(c) the written scheme required under paragraph 53 and details of its implementation; and

(d) the results of any monitoring, inspection, test or check carried out, and the dates. This should include details of the state of operation of the system, i.e. in use/not in use.

67 - Records kept in accordance with paragraph 66 should be retained throughout the period for which they remain current and for at least two years after that period. Records kept in accordance with paragraph 66(d) should be retained for at least five years.

Guidance

68 - To ensure that precautions continue to be carried out and that adequate information is available, a record of the assessment and precautionary measures and treatments should be kept. All records should be signed by those people performing the various tasks assigned to them.

69 - The following items should normally be recorded:

(a) names and position of people responsible for carrying out the various tasks under the written scheme;

(b) a risk assessment and a written scheme of actions and control measures;

(c) plans or schematic drawings of the systems;

(d) details of precautionary measures that have been carried out, including sufficient detail to show that they were carried out correctly and the dates on which they were carried out;

(e) remedial work required and carried out, and the date of completion;

(f) a log detailing visits by contractors, consultants and other personnel;

(g) cleaning and disinfection procedures and associated reports and certificates;

(h) results of the chemical analysis of the water;

(i) information on other hazards, eg treatment chemicals;

(j) cooling tower notification;

(k) training records of personnel;

(l) the name and position of the people or persons who have responsibilities for implementing the scheme, their respective responsibilities and their lines of communication;

(m) records showing the current state of operation of the system, eg when the system or plant is in use and, if not in use, whether it is drained down; and

(n) the signature of the person carrying out the work, or other form of authentication where appropriate.