The value of record-keeping has come into sharp focus as a result of "the most fertile Legionella season in recent history" in Sydney, Australia. Following the death of one man and hospitalisation of several other people, the health authority has requested copies of all paperwork relating to Legionella risk control for 13 cooling towers which are under investigation, including "service reports, cleaning reports, microbiological analysis reports and any information related to visual checks of the water quality, such as the presence of scum, algae, biofilm or the colour of the water."

For any duty holder, the risk assessment paper trail is vital, not least for constructing a legal defence in any ensuing court case. As landlords and business owners have found to their cost, poor record-keeping can make a huge difference to the outcome of a trial and any resulting fine or sentence.

Of course, the real value in paperwork is not quantity of paper but the quality of information it contains. Whether you are handling your own Legionella risk management process or working with an expert consultant like Compliance for Landlords, here is our guide to making sure your paperwork passes with flying colours.

1. Get the basics right

When doing a risk assessment, make sure that you’ve captured the basic details about the property e.g. property type (flat/house), location, type of occupants (highlighting if they are in a high risk group).

2. Who is responsible?

You need to specify who is responsible for Legionella control (the duty holder), and who is undertaking the risk assessment and completing the paperwork (they may or may not be the same person)

3. Plumbing particulars

Outline the type of water system in use at the property e.g. number of water tanks (hot and cold), source of the water, number of plate heat exchangers.

4. Summarise the system

Detail how the risk assessment system works e.g. how often it is inspected, what is inspected, are records kept, is any training required?

5. Step-by-step inspection

Go through the plumbing system methodically, risk assessing each element e.g. cold water storage, hot water storage, sinks, baths, showers, pipework etc.

6. Action points

For each element, include details of any remedial action needed e.g. repairs, cleaning, maintenance, ensuring that highest priority is given to the greatest risk areas. Include a deadline for each action point to be completed, and note who is responsible for completion.

7. Gather the evidence

It’s important to take photographs as a visual record of each major element of the plumbing system. You should also do a schematic drawing of the entire system.

8. Review regularly

The Health & Safety Executive recommends that risk assessments are reviewed at least once every two years, or whenever there have been any changes to the plumbing system. Make sure you diarise your reviews to prevent delays or omissions.

9. Safe storage

Remember to file the paperwork carefully. We recommend keeping a hard copy in a safe place and storing it electronically on a secure server where it is also backed up.

10. If in doubt, call in the experts

For total peace of mind – especially if you are managing a portfolio of properties – it may be worth considering working with an external provider. At Compliance for Landlords our team of qualified engineers inspect over 25,000 properties a year and, using our specialist software, we can create a detailed audit trail accessible at the click of a mouse or swipe of a screen. You can view a sample report here.

Contact us now to find out more or book a visit from an engineer.