After completing a legionella risk assessment, it is essential to keep records of all tasks performed as a result of the assessment. This includes logging sampling results and planned activities such as temperature checks, tank cleaning, and chlorination.
Our Legionella logbooks are tailored to your site and guide you through routine tasks on a weekly, monthly, quarterly, six-monthly, and annual basis as outlined in your control plan.
What is a Legionella Log Book?
A Legionella logbook is essential for compliance. It ensures all required checks are documented, and nothing is overlooked. Our logbooks are tailored to each site, making it easier to carry out tasks identified in the Legionella risk assessment.
Managing Legionella and staying compliant can be straightforward. Following guidelines like ACOP L8 and HSG274, along with the Legionella risk assessment, clarifies which records need to be maintained.
The logbook should include:
- Legionella temperature checks
- Hot and cold outlet checks
- Cold water storage tank inspections and reports
- Thermostatic mixing valve (TMV) checks
- Water testing and analysis reports
- System disinfection records
- Remedial action reports
- Site schematic drawings
- Competency and training records
Managing the Risk
As an employer or person in charge of a premises, you must appoint a competent person to manage health and safety duties related to legionella risks. This person, known as the responsible person, should have the authority, skills, knowledge, and experience to carry out the role effectively.
The responsible person can be:
- You
- One or more of your workers
- An external professional
If multiple people are involved, such as during shift work, ensure everyone understands their specific responsibilities and how they contribute to overall risk management.
If you hire contractors for water treatment or other tasks, the responsible person must ensure the work meets the required standards. Before hiring a contractor, make sure they have the necessary expertise and can meet your expectations. External schemes, like the Code of Conduct for service providers or standards published by the British Standards Institute and the LCA Legionella Control Association, can help you assess contractors.
Preventing or Controlling the Risk, you Should:
- Control the release of water spray effectively.
- Use water temperatures and conditions that prevent the growth of legionella and other microorganisms.
- Prevent water from stagnating by keeping pipes short and removing unused pipework.
- Avoid using materials that promote the growth of legionella (refer to the Water Fittings & Materials Directory for approved options).
- Keep the system and water clean.
- Treat the water to control or limit the growth of legionella and other microorganisms.
- Regularly monitor the control measures in place.
- Maintain records of all actions, including maintenance and repairs.
Keeping Records
If you have five or more employees, you must record any significant findings, including individuals at higher risk and the actions taken to manage or reduce risks. If you have fewer than five employees, written records are not required but can still be helpful.
Records should include:
- The person responsible for the risk assessment and its management.
- Key findings from the risk assessment.
- The written control plan and how it is implemented.
- The operational status of the system (e.g., in use or not in use).
- Results and dates of any inspections, tests, or checks.
These records must be kept for as long as they are relevant and for at least two years afterwards. Records related to legionella compliance should be kept for at least five years.
Legionella Risk Assessments and Legionella Control
A Legionella risk assessment helps identify risks in buildings and facilities. The results determine what actions and systems are needed to control these risks effectively.
Under UK Health and Safety law, landlords, business owners, employers, and property managers must assess and manage the risk of Legionella in their properties.
Legionella Bacteria
Legionella is a dangerous bacterium found in natural water sources like rivers, lakes, and ponds. It can also grow in manmade water systems, posing a serious health risk.
Legionnaires’ disease, a type of pneumonia caused by Legionella, can be deadly in up to 30% of cases. Prompt antibiotic treatment is critical and should begin even before the disease is confirmed.
Landlords and business owners need to take steps to prevent the spread of Legionella and protect people’s health. Hiring a professional to carry out a risk assessment ensures all necessary precautions are in place.
ACOP L8 Compliant
In the UK, risk assessments are a legal requirement under key health and safety laws. These include the Health and Safety at Work Act 1974, the Management of Health and Safety at Work Regulations 1999, and the Control of Substances Hazardous to Health Regulations 2002 (COSHH).
The Health & Safety Executive provides detailed guidance on this through the Approved Code of Practice ACOP L8, which focuses on controlling Legionella bacteria in water systems, and the supporting document HSG274.
Get a Legionella Risk Assessment and Legionella Logbook from Comfort Services Group
We are the UK’s leading company in commercial water safety risk management.
Our team offers affordable and reliable solutions to control waterborne pathogens, such as Legionella, ensuring your workplace remains secure and comply with UK regulations.
If you manage a large or complex water system with potential Legionella risks and don’t have the necessary expertise, hiring a specialist is essential to implement whichever measures are required.
We provide risk assessments and a water management Legionella log book as part of the ‘written scheme of precautions’ required under the Approved Code of Practice L8 Ed 4.
Our experts are highly trained, follow all health and safety regulations, and can customise suitable solutions to suit your specific water management needs.
FAQs
How long should the record keeping of Legionella be maintained and archived?
Keep these records while they are current and for two years after they are no longer relevant. For instance, if your business had a cooling tower until May 3, 2018, and it was removed, you should keep the records until May 3, 2020. Records of monitoring, checks, or tests should be kept for at least five years.
What should be included in your Legionella records?
Legionella records must include the names of those responsible for the initial risk assessment. Include anyone managing or maintaining water systems as well.
Record key findings from the assessment, along with inspection dates, tests, and any incidents. Document any agreed maintenance plans or control schemes to ensure all details are covered. Write more than you think is necessary to ensure you have enough information if needed later.
What is the purpose of Legionella logbooks?
A Legionella management log book is created based on a Legionella Risk Assessment. It helps ensure UK safety compliance, keep your systems safe, and maintain accurate records over time.
We are proud to share our experience and knowledge and take pride in offering this to all clients when required. If I, or one of the team can help then please schedule a meeting via the office or get in touch via one of our social media platforms.
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