Having to keep your records all in one place can be a serious issue especially if they are coming from different sources. Tracking your Legionella Water Management plan logs and reports and preparing them for inspection at a moment’s notice can be stressful, but very important. What happens if something isn’t printed, and put where it belongs? What if the binder is locked in an office? What happens if it is misplaced, damaged or destroyed?
The best way of logging this information is with a digital management plan and log binder. It takes all the tasks that must be performed by a multitude of people, companies, or smart controls and automates the process entirely. By simply scanning an image of a QR code, you are able to not only ensure you are capturing the right data, but can verify that you are storing it in the right location for when the DOH inspector requests it.
What Is A Digital Water Management Plan And Log Binder?
This is what we call a smart binder. Today, you have a 3-ring binder which houses all of the elements of a water safety plan as dictated by the Department of Health, sectioned as the water treatment or compliance company you use sees fit. You may also have another 3-ring binder that houses all of your daily/weekly readings, Legionella testing and inspecting, cooling tower cleaning and disinfection, maintenance records , and annual certification. This is a lot of paperwork to keep organized and several people that are handling these binders regularly.
The smart binder receives information from all sources and feeds a virtual binder into the proper sections in chronological order. The binder will monitor what is missing, alert your TW compliance inspector and notify whoever has not completed a task, so that the situation can be rectified prior to your next DOH inspection. The smart binder can be accessed from any smart device by simply scanning a QR code or providing your own username and password.
Benefits Of A Digital Platform And Why Implement It Today?
We have gone through a few of the benefits thus far, below is a list of additional benefits:
- Reduced violations and exposure due to missing documents and/or plans.
- No more paper- All vendors and controllers send reports directly into the binder.
- Data entered from a smart device- This data is added to the appropriate sections in real-time, in the order in which it is received.
- If something is missing, it will notify TW each month so that it can be addressed prior to any inspection.
- Can’t be lost or damaged – Plan and logs remain in the cloud and will be accessible for years to come.
- Changes can be made easily – People, systems, chemicals, etc can be changed from our office.
- Can be easily accessed by smart device.
- DOH acknowledges our system and has accessed it successfully.
Easy Access To Information
While a physical binder can be an easy place to store and organize information, it can often get lost in the shuffle. Finding the right page to log the information and then be able to deliver that information to the inspector can be a daunting task. Transitioning to the digital binder will allow for very easy access of information when the time is needed. You will be able to find the exact document you need by simply pulling up the digital binder and searching for the right section. You will feel confident in having all the information when you need it. Again, QR code access will give everyone a quick and easy way to obtain this information.
Compatible With Most Devices
No matter what smart device you have, the digital log binder is compatible. You are able to use the device that you are most comfortable with, providing you can scan a code and access your email. While there is a little learning involved with the process it is very simple and user friendly. Once you do it a few times you will be amazed at how much faster this process can be.
Once the binder been set up and you walk through it with one of our support teams, you are able to scan the QR code with your device and the rest is automated. The QR code is a small sticker which is placed on your equipment. Scanning it automatically opens the plan and necessary documents and you can enter your data. Click submit, and it automatically puts the data into the correct folders. Of course, ongoing technical service and support is available if needed.
Simplifies Your Responsibility To Tasks
While water management is a very important task, it is not the only responsibility of the building owners and managers. By implementing a digital water management plan and log binder you will be freeing up your time to dedicate to your other tasks. Don’t spend time grabbing paper and transferring it into the binder. Let the digital binder do that work for you.
The digital binder is able to monitor incoming information and know when it has received data last to ensure that you are tracking the right info when the time calls. If a report is needed it will send an automatic alert which is generated and sent out to notify the correct people responsible for collecting that data. The digital log binder is also able to automate oversight for reporting purposes. This allows us to make sure you are never missing deadlines or collecting samples later than needed.
Once our compliance reports are generated and emailed, a copy goes directly into your smart binder. The same happens with Tower Water’s cleaning and disinfection reports. The software is able to automatically read the information and classify it correctly. This eliminates the need for you to go though and manually input the data so there is no reason to worry about information being lost or put into the incorrect spot. It is automatically responsive and collected.
The ultimate result is an intelligent and connected digital infrastructure model that helps with water safety.
What Happens When Your Inspected By The DOH In A Digital Platform
Oftentimes, finding the right information when DOH comes for their inspection can be stressful. While you have been writing down and tracking your data, pulling out the right piece of paper, or papers, needed can be a time consuming task and bothersome for you to have to deal with. This is exactly where the digital binder comes in. You will know exactly where the information is and what you need to show the DOH right away.
There will not be any excess time spent looking for the right paperwork or worrying about having all the correct information written down. You can have peace of mind knowing that both management and DOH regulatory bodies will have the access they need to inspect your plans and logs easily with no chance of messing them up or deleting something. If something were to be missing at the time of inspection our office can easily feed it to your binder and within minutes it is entered into your binder.
How Is Legionella Compliance Division Of Tower Water Handling The Transition?
Tower water is using the startup team at Vitralogy to assist in the process. They will contact you with a scheduled date to make the transition. During this transition they will:
- Load the website site on your computer and smart devices as many as you need
- Will provide a QR Code to gain access to your smart binder
- Walk you step by step through your individual tasks
- Show you how to gain access to both th Water Management plan and all of the binders sections of your log book
- Show you how the DOH will be able to see the plan and your logs.
- Direct you to the TW and Tower Water websites where videos are housed in case you forgot what you were trained on.
- Provide you with a tech support number incase you get stuck after everyone leaves
What To Expect After Fully Transitioning To Digital Binder
As you transition, you will need to hold on to your previous years documentation for a while longer. You must keep a minimum of 3 years of records at all times. The DOH always references back to their last inspection date. However after the next inspection you will be solely on the Smart Binder version of your plan and logs, and for the future it will be a QR scan away from compliance.
Remember you must continue to complete tasks as you have been. Make sure you never miss on your obligations, and just like in the past you must still perform your responsibilities.
This will not take the place of not doing the work.
Please discuss with Tower Water on any way that they can help streamline some of your responsibilities such as:
Tower Water: Your Water Treatment Solution
Tower Water is the industry leader in water treatment and HVAC protection. Learn how to reduce Legionella risks, expenses, and violations through their legionella compliance division. Make an appointment for a free water treatment/Legionella Compliance evaluation today.