Any organisation in control of premises in the UK has a responsibility to control the risks of legionella and Legionnaires’ disease to their workers, residents and site-visitors.

As well as the legionella risk assessment and corrective measures, however, an often overlooked aspect of maintaining compliance is legionella record-keeping.

Does everybody need to keep records?

The HSE states that not every organisation needs to keep records of any legionella work undertaken at the premises.

Only those with five or more employees are legally required to record any significant findings, including areas of risk and the steps taken to prevent or control risks.

Those with less than five employees do not need to write anything down, but it is strongly recommended they do so.

Why are records needed?

Keeping records of any legionella risk assessments, results and actions will prove useful in the event of an audit. They can provide a comprehensive paper trail, proving to auditors that the right approach has been taken to keep the legionella risk under control.

These records will also be invaluable for future staff, especially in the event the appointed competent person or water treatment company changes. They will allow any successor to know what needs to be done to ensure continued legionella compliance – and avoid any costly mistakes.

What information needs to be recorded?

Your records should include:

• Details of the person or persons responsible for conducting the risk assessment, and managing and implementing the written scheme for legionella control.
• Any significant findings from the legionella risk assessment.
• A written copy of the advised legionella control scheme and details of its implementation.
• Confirmation of the state of operation of the water system (eg in use/not in use).
• The dates and results of any legionella monitoring inspections, tests or checks carried out.

How long do you need to keep your records for?

The HSE suggests that your legionella records should be kept for the entire period for which they are current, and for at least two years after that.

However, the results of any legionella checks or tests – such as the ones outlined in the final bullet point above – need to be retained for at least five years.