Legionella control records: what to keep and for how long

What the records must contain

Legionella control records must:

• identify the person(s) responsible for the risk assessment and written scheme;
• capture the significant findings;
• describe the control scheme and how it was implemented;
• state whether each system is in use;
• log the results of all monitoring, inspection, tests and checks with dates;
• record corrective actions taken, water analysis, chemical usage, equipment inspections, and cleaning/disinfection certificates.

Control limits come from your own scheme

Temperature thresholds and monitoring frequencies must be drawn from the dutyholder's own competent written control scheme for that site. Generic or hard-coded universal limits must not be applied — legionella controls are site-specific and scheme-specific.

How long to keep records

• General risk-assessment and control records: kept for as long as they are current plus at least two years.
• Records specifically of monitoring, inspection, tests or checks: kept for a minimum of five years.

These periods come from HSE L8 ACOP guidance under COSHH and the Management Regulations.

The responsible person

The dutyholder must appoint a competent responsible person to manage the control scheme day to day. Where in-house competence is lacking, an external competent person must be appointed. Evidence of the competence of everyone involved in monitoring and control must also be retained.

PropertyActions is an admin and recordkeeping tool. This guide explains the duty and the records involved; it is not legal advice and does not replace a competent person carrying out the statutory assessment.