Implementing and managing a Legionella control regime can sometimes seem daunting and complex. Invariably, a lot of resources, time, and effort are needed to achieve the required standard and provide assurance to senior management and auditors that controls are effective and those that are not are being managed and rectified appropriately.
Why have Legionella Logbooks?
Logbooks are an effective tool for recording all water hygiene-related activities, and when properly maintained, provide hard evidence that gives assurance in the event of scrutiny or audit.
When it comes to water hygiene, having concise and accurate water safety records is key. Not only does it help you stay compliant with guidance and regulations such as HSG274, ACoP L8, and HTM04-01, but it also ensures that everyone is aware of the status of your water systems.
If your business has five or more employees, it's a legal requirement for you to keep records of significant findings on hand, including Legionella Risk Assessments and the steps taken to prevent and control Legionella. This not only keeps you compliant but also helps create a safer environment for everyone involved.
If there are fewer than five employees, there is no requirement to record anything; however, it is good practice to keep a written record.
How long should I keep my logbook for?
Understanding how long to keep records is vital for any organisation. Here’s a breakdown of the key guidelines:
Current Records: All records must be retained for the period they remain current. After records are no longer current, they must be kept for at least two years. This allows for any necessary reviews or audits related to those documents.
Monitoring and Inspection Records: Certain records, specifically kept for monitoring and inspection purposes, have a longer retention requirement. These should be maintained for at least five years to comply with regulatory standards.
It’s also a good idea to keep a list of your staff’s Legionella training records handy, so you can track who has been trained and when they completed their training. Other valuable records to keep include records of any external service providers, such as water treatment specialists, and information on other hazards, including chemical safety data sheets.
When it comes to maintaining a logbook, whether in written or electronic form, caution is paramount. Records should contain accurate information about who completed the work and when it was conducted. This level of detail is not just best practice; it's often a legal requirement. Keeping records that are vague or incomplete can lead to serious repercussions down the line.
It's also essential that all records are signed, verified, or authenticated by a signature and date or other appropriate means. Failure to do so can undermine the credibility of your documentation and may result in disputes regarding accountability.
What should my log book include
Log Book and records should include details of the following:
- The names and positions of the individuals who are responsible for implementing your written scheme, along with lines of communication.
A Legionella risk assessment and a Legionella written scheme- Schematic diagrams of the water systems
- Specific details of what precautionary measures you've taken. The key is to be clear and detailed enough that anyone reading your log can see precisely what was done. Don’t forget to include the dates! It’s super important to track when each measure was implemented. This not only helps you stay organised but also provides a timeline that can be useful for future reference or audits.
- Any remedial work that’s needed, and what has already been completed, along with dates.
- Details of names and dates of visits from contractors, consultants and all other appropriate personnel
- Relevant Information on all other hazards, e.g. treatment chemicals
- Cooling tower and evaporative condenser notification (if applicable to your site)
- Legionella Training records of personnel
- Contractor accreditation/competency records – i.e. LCA registration
- Method statements for any works carried out. Think of these as your blueprint for what you did and how you did it. Including method statements in your logbook not only makes it easier for you to track what you've accomplished but also serves as a valuable reference for future projects
When it comes to keeping a logbook, you want to ensure it's both informative and easy to follow. Be sure to include the results of any monitoring or inspections you've had, as well as the results of any tests or checks completed. Don’t forget to record the all-important dates of when each activity took place. Things to think about include
- Results of any microbial or chemical analysis of the water
- Temperature monitoring records
- Water treatment chemical usage
- Inspections and checks you perform on the water treatment equipment help to confirm correct operation
- Any Inspections or checks on the water system components and equipment to confirm correct and safe operation
- Records of any maintenance performed on the water system components and equipment. Don't forget to document any information related to your water treatment system as well.
- Cleaning and disinfection procedures, supported by any reports and certificates. This includes detailing the products used, the frequency of cleaning different areas, and any special techniques employed.
Auditing your Logbooks
When completing log books and records, it is essential that an audit trail is in place, indicating the individual concerned and the dates and times when monitoring or maintenance activities took place.
The devil is in the details. Subcontractor reports, in particular, should be as comprehensive as practicable. For example, TMV maintenance, cold water storage tank inspections, and calorifier annual inspections can be easily enhanced with photographs that include live time and date stamps. A picture speaks a thousand words and is solid evidence of the maintenance activity undertaken on your behalf.
Conclusion
A well-maintained Legionella Logbook system will provide assurance that you are managing the risk from Legionella and other waterborne pathogens in line with current guidance. It provides evidence and an audit trail for all your water hygiene monitoring and maintenance activities.
In our day-to-day work, we often think we’ve accomplished tasks just because they’re in our heads or we’ve discussed them in passing. However, when it comes to audits or compliance checks, having everything well-documented is crucial. It not only protects us but also shows that we are accountable and organised.
If you require any additional assistance or support, please don't hesitate to contact us and consult with one of our experts for further guidance on water hygiene.
Editor’s Note: The information provided in this blog is correct as of the date of original publication – July 2025.
© Water Hygiene Centre 2025
