Record keeping

Record keeping ensures accurate and reliable baseline data and records are available during a review, incident or audit process.

Scope

Under section 61D(d) of the Public Health Act 2005, a water risk management plan (WRMP) must include record keeping (how results obtained from procedures and schedules set up to implement the control measures will be kept).

Components of a WRMP that require record keeping include but are not limited to:

• minutes of meetings of the water risk management team
• operational monitoring
• verification monitoring
• completion of maintenance tasks, such as servicing of thermostatic mixing valves, changing filters
• Legionella detections
• flushing programs.

Records should have details of, but not limited to: when; where; who performed the task, the result and the corrective action followed (if required).

Records should be checked for completeness of the record entry or document (minutes), either by the supervisor of the person undertaking the task, or another position specified in the WRMP.

Example

Record keeping entry for the operational monitoring parameter, temperature: