Regulations / Electronic Systems

H₂O CHEMICALS AND ELECTRONIC RECORDS

WHAT THE REGULATIONS SAY

The Approved Code of Practice and Guidance L8, “Legionnaires’ Disease – The Control of Legionella Bacteria in Water Systems” does not contain any guidance specifically regarding the use of electronic monitoring systems.

However, The Approved Code of Practice and Guidance for The Control of Substances Hazardous to Health Regulations 2002 applies to legionella control, as legionella is a pathogen.  COSHH regulations state in section nine, paragraph 183 that:-

“Employers may keep records in any format, e.g. on paper or electronically.  They should be kept readily accessible and retrievable at any reasonable time for examination by safety representatives or inspectors, etc.”

WHO IS USING ELECTRONIC RECORD SYSTEMS?

The HSE are using electronic record systems to improve information management and records management in line with Freedom of Information Act requirements and E-government targets.  They have set specific targets for the modernisation of government electronic records management.
 
The government state at the National Archives that:-
“Electronic records management is a key technology ….. The replacement of manual and paper-based processes with electronic processes … will generate electronic records as evidence in policy making, casework and service delivery areas.”
“…. organizations need to manage electronic records as valuable corporate information resources.”

UP2DATE is H₂O Chemicals' electronic monitoring system, which enables the storage of all electronic records for every aspect of building control.  Features and benefits include:-

• Security. Each user is given unique user I.D.s and passwords which are valid as an accountable and traceable “electronic signature”. 
• The database is simultaneously backed up to two separate servers every hour, guaranteeing the safe storage of your information and eradicating the vulnerability of paper records 
• The system meets health and safety statutory compliance for the storage of data and records 
• Approved individuals can simultaneously view and discuss a particular record from different offices, as the database can be accessed from any computer 
• Records can be used interactively.  For example, many audits summarise recommendations in the form of action plans, which can be amended, updated and used for budgetary purposes 
• The UP2DATE database can store records for many systems of control, including Legionella, Asbestos, Fire Risk Assessments, Air Hygiene Assessments, PAT testing, etc.  It is therefore possible to use the system to monitor every aspect of your buildings and store all building health and safety records in one place

To find out more about the UP2DATE database and how it can assist your record keeping, click here or contact an H₂O Chemicals sales representative.

OTHER RELATED READING 

BIP 0008-1:2008 - Evidential Weight and Legal Admissibility of Information Stored Electronically
ISO 15489-1:2001 Information and documentation -- Records management -- Part 1: General
The National Archices - Information and records management