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Legionella Logbooks

A Legionella logbook is an important part of the compliance process. Keeping records and providing evidence of the necessary checks will help ensure that nothing is missed and everything is covered. Our logbooks are bespoke to each site which means it'll be easier to implement the tasks that have been identified within the Legionella risk assessment.

Preventing Legionella and the process of achieving compliance doesn't have to be complicated. Following the guidances such as ACOP L8 and HSG274 and the information that is provided within the Legionella risk assessment will tell you what records need to be kept. 

The logbook should include the follow:

  • Legionella temperature checks

  • hot and cold outlets checks

  • Cold water storage tank inspection and reports

  • Thermostatic mixing valves (TMV's) checks

  • Water testing and analysis reports

  • System disinfection reports

  • Remedial action reports

  • Site schematic drawings

The logbook should be maintained by the site responsible person and ensure that it is kept up to date with all relevant records being held together if possible. All records should be kept for at least 5 years and all live records should be made available for 2 years. 

Our bespoke logbooks and written schemes of control are specific to each site and only contain the documents you need for the tasks that are required for your site. Unlike other logbook systems, ours are less bulky and less complicated. We pride ourselves on making compliance simple so ensuring that out logbooks are easy to use and understand is really important.

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Managing the risk
 

As an employer, or person in control of premises, you must appoint someone competent to help you meet your health and safety duties and to take responsibility for controlling any identified risk from exposure to legionella bacteria. A competent person, often known as the responsible person, is someone with sufficient authority, competence, necessary skills, knowledge of the system, and experience. The appointed responsible person could be one, or a combination of: 

  • yourself

  • one or more workers

  • someone from outside your business

If there are several people responsible for managing risks, eg because of shift-work patterns, you must make sure that everyone knows what they are responsible for and how they fit into the overall risk management of the system.

If you decide to employ contractors to carry out water treatment or other work, it is still the responsibility of the competent person to ensure that the treatment is carried out to the required standards. Remember, before you employ a contractor, you should be satisfied that they can do the work you want to the standard that you require. There are a number of external schemes to help you with this, for example, A Code of Conduct for service providers . The British Standards Institute have published a standard for legionella risk assessment

 

Preventing or controlling the risk, you should:

  • ensure that the release of water spray is properly controlled 

  • avoid water temperatures and conditions that favour the growth of legionella and other micro-organisms 

  • ensure water cannot stagnate anywhere in the system by keeping pipe lengths as short as possible or removing redundant pipework 

  • avoid materials that encourage the growth of legionella (The Water Fittings & Materials Directory references fittings, materials, and appliances approved for use on the UK Water Supply System by the Water Regulations Advisory Scheme)

  • keep the system and the water in it clean

  • treat water to either control the growth of legionella (and other microorganisms) or limit their ability to grow

  • monitor any control measures applied

  • keep records of these and other actions taken, such as maintenance or repair work 

 

Keeping records 

 

If you have five or more employees you have to record any significant findings, including those  identified as being particularly at risk and the steps taken to prevent or control risks.  If you have less than five employees, you do not need to write anything down, although it is useful to keep a written record of what you have done.

Records should include details of the:

  1. person or persons responsible for conducting the risk assessment, managing, and implementing the written scheme

  2. significant findings of the risk assessment

  3. written control scheme and details of its implementation

  4. details of the state of operation of the system, ie in use/not in use

  5. results of any monitoring inspection, test or check carried out, and the dates  

 

These records 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 legionella compliance should be retained for at least five years. 

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