5. Monitoring and keeping records
If you have 5 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 fewer than 5 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:
- person or people responsible for conducting the risk assessment, managing, and implementing the written scheme
- significant findings of the risk assessment
- written control scheme and details of its implementation
- details of the state of operation of the system (in use/not in use)
- 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 2 years after that period.
Records kept in accordance with the results of any monitoring inspection should be retained for at least 5 years.
Remote temperature/flow monitoring
Legionella can grow in water systems between 20°C and 45°C, especially where there is a risk of stagnation. Avoiding this temperature range in a hot and cold-water system for as long as possible is a key control measure for reducing the risk of legionella bacteria growth in the system.
Traditionally, water temperature is periodically checked manually at outlets or on the surface of pipework to give some reassurance that the system is performing as it should. You can find guidance in hot and cold water systems - things to consider.
Remote monitoring systems can be used to monitor a hot and cold-water system. Part 2 of Legionnaires' disease: Technical guidance advises that automated monitoring programmes are increasingly used, and they allow for early detection of control regime failures. It is recommended that their implementation and use has been based upon a specific legionella risk assessment and agreed by a competent person.
Remote monitoring systems use temperature sensors to check the temperature of your water system at more frequent intervals, without having to physically visit the system. They normally consist of sensors attached to or inserted into water pipes which can measure the temperature, of either the water directly or indirectly through the pipe temperature. These sensors will send temperature readings back to a processing unit which will then present the data for review.
Most remote temperature monitoring systems can also provide some information on outlet usage. The remote monitoring system may achieve this by detecting changes in temperature as the water moves through the pipe when an outlet is used. This flow data can sometimes be helpful in the identification of and, when assessing the risk posed by, infrequently used outlets.
There is Water Management Society guidance on remote monitoring systems which provides more details on considerations to be made if you are considering implementing such a system.