APPENDIX G – REQUIREMENTS FOR MAINTENANCE AND MONITORING

REQUIREMENTS FOR MAINTENANCE AND MONITORING OF RISK SYSTEMS

These recommendations are provided for general guidance and should be modified to suit the situation found on site. The results of all
tasks, observations, test results, test certificates and resulting actions should be recorded in a dedicated log book.

Item Description Task Frequency Remarks

Hot water services Check temperatures in flow and return at
Calorifiers calorifiers (gauge and/or binder/contact),
plus temperature of drain water. Record
minimum temperatures indicated by fixed
max/min thermometers.
Monthly Action limits to be given.
Gauge readings should not be trusted
unless the gauges are regularly calibrated.
Electronic temperature sensors inserted
through binder points are preferable to
pipe surface contact measurements.

Visually check internal surfaces of Annually

calorifiers for scale and sludge. When
necessary, clean and chlorinate at same
time as the cold water system. Check
thermostat settings and operation, check
pump operation and alternation of
duty/standby pumps

If temperatures or condition of calorifiers According to risk Action limits to be given, action identified
are unsatisfactory, arrange for samples to and signed off when satisfactorily
be taken. Where a drain point is available, completed.
note condition of drain water. Where
there is no drain point available, take a
post-flush sample from the nearest outlet
to the calorifier. Samples should be
analysed by an accredited laboratory.

Outlets Check time for water to reach 50°C at
most remote and little used outlets,
recording maximum temperatures.
Monthly Action limits to be given. Temperature
should rise to 50°C or greater within 1
minute.
May not apply if operating with an on-line
disinfection regime at reduced
temperature.

If temperatures are unsatisfactory, According to risk Action limits to be given, action identified
arrange for samples to be taken from and signed off when satisfactorily
most remote and little-used outlets, completed
noting condition of water and outlet
(scale, discoloration). Samples should be
analysed by an independent laboratory.

Cold water storage tanks Check tank water temperature remote Summer and winter Action limits to be given
from float valve and mains temperature
at float valve, noting sources of heat gain.
Record maximum temperatures indicated
by fixed max/min thermometers. If access
impossible, record post-flush temperature
at nearest outlet.

Visually inspect internal condition of tank. Annually

 APPENDIX G – REQUIREMENTS FOR MAINTENANCE AND MONITORING

REQUIREMENTS FOR MAINTENANCE AND MONITORING OF RISK SYSTEMS

These recommendations are provided for general guidance and should be modified to suit the situation found on site. The results of all
tasks, observations, test results, test certificates and resulting actions should be recorded in a dedicated log book.

Item Description Task Frequency Remarks

If temperature or condition of tank is According to risk Action limits to be given, action identified
unsatisfactory (or cannot be determined) and signed off when satisfactorily
arrange for samples to be taken from cold completed
water storage tanks remote from float
valve, noting condition of internal
surfaces and water. If access is
impossible, a post-flush sample should be
taken from the nearest outlet to the tank.
Samples should be analysed by an
accredited laboratory.

Clean and chlorinate cold water storage Depending on

tanks and entire down services through to condition
cold and hot outlets, tank-fed water
heaters and calorifiers. Where access is
possible, clean calorifiers internally.
Record on certificate and insert in
dedicated log book.

Cold water services Check time for water to fall below 20°C at Monthly Action limits to be given.
most remote and little used outlets, Temperature should fall to 20°C or less
recording minimum temperature and within 2 minutes.
sources of heat gain. Note condition of
water and outlet (scale, discoloration).

Where temperatures or condition of
water are unsatisfactory, arrange for
samples to be taken from most remote
and little-used outlets. Samples should be
analysed by an accredited laboratory.
According to risk Action limits to be given, action identified
and signed off when completed
satisfactorily

Shower heads Dismantle, clean, de-scale and disinfect Quarterly or as

shower heads and hoses. Record in necessary
dedicated log book.

Little-used outlets Flush little-used outlets most remote from Weekly

storage until temperature steadies then
repeat for all little-used outlets working
back towards storage.
 APPENDIX G – REQUIREMENTS FOR MAINTENANCE AND MONITORING

REQUIREMENTS FOR MAINTENANCE AND MONITORING OF RISK SYSTEMS

These recommendations are provided for general guidance and should be modified to suit the situation found on site. The results of all
tasks, observations, test results, test certificates and resulting actions should be recorded in a dedicated log book.

Item Description Task Frequency Remarks

Cooling towers, Monitor water quality, water use and Weekly to monthly, Action limits to be given, action identified
evaporative condensers, chemical use to assess and ensure according to risk and signed off when completed
condenser water circuits effectiveness of water treatment regime, satisfactorily
including key chemical and
microbiological parameters, and
observations of internal condition of
pond, pack and water.

Check control function, conductivity Monthly to 3 monthly,

sensor calibration, blow-down function, according to risk
uniformity of water distribution, condition
of sprays/troughs, eliminators, pack,
pond, immersion heater, fans and sound
attenuators.

Clean and disinfect cooling 6 monthly

towers/evaporative condensers, make-up
tanks and connected condenser water
systems, including all wetted surfaces, de-
scaling as necessary.

Take dip slide samples from as near as Weekly Action limits to be given
possible to the heat source, noting
condition of internal surfaces and water.

If high dip slide results are obtained, According to risk Action limits to be given, action identified
arrange for further samples to be taken and signed off when completed
from cooling tower/ evaporative satisfactorily
condenser ponds and make-up tanks,
remote from float valves, noting condition
of internal surfaces and water. Samples
should be analysed by an accredited
laboratory.

Spray humidifiers and air Confirm the operation of non-chemical Weekly

washers water treatment (if present)

Monitor water quality to assess and Weekly to monthly Action limits to be given, action identified
ensure effectiveness of non-chemical according to risk and signed off when completed
water treatment regime (if present) satisfactorily
and/or maintenance regime, including dip
slides (or equivalent) observations of
internal condition of pond, spray nozzles,
coils/moisture eliminators and condition
of water.

Clean and disinfect spray humidifiers/air 6 monthly

washers and make-up tanks including all
 APPENDIX G – REQUIREMENTS FOR MAINTENANCE AND MONITORING

REQUIREMENTS FOR MAINTENANCE AND MONITORING OF RISK SYSTEMS

These recommendations are provided for general guidance and should be modified to suit the situation found on site. The results of all
tasks, observations, test results, test certificates and resulting actions should be recorded in a dedicated log book.

Item Description Task Frequency Remarks

wetted surfaces, de-scaling as necessary.

Where water quality or condition of plant According to risk Action limits to be given, action identified
is unsatisfactory, arrange for samples to and signed off when completed
be taken from spray humidifier ponds and satisfactorily
make-up tanks, remote from float valves,
noting condition of internal surfaces and
water. Samples should be analysed by an
accredited laboratory.

Water softeners Clean and disinfect resin bed and brine As recommended by
tank (DO NOT USE CHLORINE BASED manufacturer
DISINFECTANT) - check with manufacturer
what chemicals can be used to disinfect
resin bed.

Emergency showers and Flush through for 2 minutes and check Weekly
eye wash sprays that temperature reached is below 20°C,
reset water heater thermostat as
necessary.

Sprinkler and hose reel Witness tests of sprinkler blow down and 6 monthly to coincide
systems hose reels to ensure that maintenance with tests
operatives are exposed to minimum risk
from legionella.
NB There should be a written procedure
for the safe operation of these tests.

Lathe and machine tool Clean and disinfect storage and 6 monthly
coolant systems distribution system.

Spa pools Check filters. Daily For detailed guidance refer to section
2.3.8 of the HPA guide[11]
Check water treatment. Up to 3 times daily

Clean and disinfect entire system. Weekly

Check indicator organisms Monthly

Check legionella Quarterly

Horticultural misting Clean and disinfect distribution pipework, Annually

systems spray heads and make-up tanks including
all wetted surfaces, de-scaling as
necessary.

Confirm the operation of non-chemical Weekly

water treatment (if present)
 APPENDIX G – REQUIREMENTS FOR MAINTENANCE AND MONITORING

REQUIREMENTS FOR MAINTENANCE AND MONITORING OF RISK SYSTEMS

These recommendations are provided for general guidance and should be modified to suit the situation found on site. The results of all
tasks, observations, test results, test certificates and resulting actions should be recorded in a dedicated log book.

Item Description Task Frequency Remarks

Monitor water quality to assess and Monthly in warm Action limits to be given, action identified
ensure effectiveness of non-chemical weather, according to and signed off when completed
water treatment regime (if present) risk satisfactorily
and/or maintenance regime, including dip
slides (or equivalent). Observe internal
condition of tank, spray heads and water.

Where water quality or condition of tank According to risk Action limits to be given, action identified
is unacceptable, arrange for samples to be and signed off when completed
taken from distribution pipework and satisfactorily
make-up tanks remote from float valves,
noting condition of internal surfaces and
water. Samples to be analysed by an
accredited laboratory.

Fountains and water Clean and disinfect ponds, spray heads Interval depends on
features and make-up tanks including all wetted condition and rate of
surfaces, de-scaling as necessary. soiling

Monitor water quality, including dip slides Monthly according to Action limits to be given, action identified
(or equivalent) and observations of risk and signed off when completed
internal condition of ponds, tanks, spray satisfactorily
heads and water, recording all results,
observations and actions taken in a
dedicated log book.

Where water quality or the condition of According to risk Action limits to be given, action identified
the system is unsatisfactory, arrange for and signed off when completed
water samples to be taken from the pond satisfactorily.
and make-up tanks remote from float
valves, noting condition of water and
surfaces in contact with water. Samples
should be analysed by an accredited
laboratory.

Dental equipment Drain down & clean Every working day

Car/bus washes Check filtration system. Clean and Weekly or according

disinfect. to manufacturer’s
recommendations

Cooling coils, drip trays, Remove sludge from drip trays and
moisture eliminators, eliminators, wipe clean all soiled surfaces, Annually
ductwork remove scale and rust if present and
disinfect all wetted surfaces. Review need
to paint internal surfaces of air handling
unit casing. Note actions in dedicated log
book.
 APPENDIX G – REQUIREMENTS FOR MAINTENANCE AND MONITORING

REQUIREMENTS FOR MAINTENANCE AND MONITORING OF RISK SYSTEMS

These recommendations are provided for general guidance and should be modified to suit the situation found on site. The results of all
tasks, observations, test results, test certificates and resulting actions should be recorded in a dedicated log book.

Item Description Task Frequency Remarks

Filters, sound attenuators, Check for moisture damage. Annually

duct lining

Temperature gauges, Arrange for calibration to be checked. Annually

altitude gauges, sensors
and thermometers