Effective Record Keeping Practices
R
ECORD
K
EEPING
1.
Operator’s logbook
2.
Reception book
3.
Manifest form
4.
Store room supply report
5.
Monitoring logbook
6.
Chain-of-Custody and analysis request form
7.
Confined Space Entry permit
F
ORMS
O
PERATORS
L
OGBOOK
W
h
e
n
:
E
v
e
r
y
o
p
e
r
a
t
i
o
n
a
l
d
a
y
W
h
o
f
i
l
l
s
o
u
t
:
O
p
e
r
a
t
o
r
F
o
r
w
h
o
m
:
W
S
P
W
h
a
t
i
s
i
t
a
b
o
u
t
:
•
Report time schedule
•
On-site daily record on O&M
and monitoring activities
•
Report extraordinary events
and emergency responses
•
Report instructions from
supervisor and
recommendations from
operator
R
ECEPTION
B
OOK
W
h
e
n
:
E
v
e
r
y
o
p
e
r
a
t
i
o
n
a
l
d
a
y
W
h
o
f
i
l
l
s
o
u
t
:
O
p
e
r
a
t
o
r
+
s
i
g
n
a
t
u
r
e
o
f
e
x
h
a
u
s
t
e
r
d
r
i
v
e
r
F
o
r
w
h
o
m
:
W
S
P
W
h
a
t
i
s
i
t
a
b
o
u
t
:
•
Keep record on
any entrance in the
DTF
•
Monitor the
discharged volume
M
ANIFEST
F
ORM
W
h
e
n
:
A
t
e
v
e
r
y
d
i
s
c
h
a
r
g
e
o
f
a
n
e
x
h
a
u
s
t
e
r
W
h
o
f
i
l
l
s
o
u
t
:
E
x
h
a
u
s
t
e
r
d
r
i
v
e
r
+
s
i
g
n
a
t
u
r
e
o
f
o
p
e
r
a
t
o
r
F
o
r
w
h
o
m
:
W
S
P
W
h
a
t
i
s
i
t
a
b
o
u
t
:
•
Report on origin of the sludge
•
Keep record on the
exhausters
S
TORE
R
OOM
I
NVENTORY
W
h
e
n
:
A
t
l
e
a
s
t
o
n
c
e
a
y
e
a
r
W
h
o
f
i
l
l
s
o
u
t
:
O
p
e
r
a
t
o
r
+
s
i
g
n
a
t
u
r
e
o
f
S
u
p
e
r
v
i
s
o
r
F
o
r
w
h
o
m
:
W
S
P
W
h
a
t
i
s
i
t
a
b
o
u
t
:
K
e
e
p
r
e
c
o
r
d
o
n
t
h
e
m
a
t
e
r
i
a
l
a
n
d
e
q
u
i
p
m
e
n
t
s
t
o
r
e
d
a
t
t
h
e
D
T
F
(
q
u
a
n
t
i
t
y
,
s
t
a
t
e
,
e
t
c
.
)
E
FFLUENT
M
ONITORING
L
OGBOOK
O
N-SITE
W
h
e
n
:
A
t
l
e
a
s
t
o
n
c
e
p
e
r
m
o
n
t
h
W
h
o
f
i
l
l
s
o
u
t
:
O
p
e
r
a
t
o
r
o
r
l
a
b
t
e
c
h
n
i
c
i
a
n
F
o
r
w
h
o
m
:
W
S
P
W
h
a
t
i
s
i
t
a
b
o
u
t
:
R
e
c
o
r
d
o
n
-
s
i
t
e
m
e
a
s
u
r
e
m
e
n
t
s
(
l
e
v
e
l
o
f
s
l
u
d
g
e
&
s
c
u
m
,
t
u
r
b
i
d
i
t
y
,
o
d
o
u
r
,
p
H
,
t
e
m
p
e
r
a
t
u
r
e
a
n
d
d
i
s
s
o
l
v
e
d
o
x
y
g
e
n
)
EFFLUENT MONITORING
LOGBOOK
LABORATORY
W
h
e
n
:
A
t
l
e
a
s
t
q
u
a
r
t
e
r
l
y
a
f
t
e
r
r
e
c
e
i
v
i
n
g
t
h
e
l
a
b
r
e
s
u
l
t
s
W
h
o
f
i
l
l
s
o
u
t
:
O
p
e
r
a
t
o
r
o
r
l
a
b
t
e
c
h
n
i
c
i
a
n
F
o
r
w
h
o
m
:
W
S
P
W
h
a
t
i
s
i
t
a
b
o
u
t
:
•
Report on sampling conditions
•
Record the measurements given
by the lab tests (physico-
chemical and bacteriological)
C
HAIN
OF
C
USTODY
AND
A
NALYSIS
R
EQUEST
F
ORM
The form accompanies samples to
the laboratory. It contains the
following:
•
Sample number
•
Signature of collector
•
Date and time of collection
•
Sample preservation
requirements
•
Signature of persons involved in
the chain of possession
•
Date and time of possession
Field portion
is completed by the
collector and
laboratory portion
is
completed by the lab personnel
(name of person receiving the
sample, lab sample number,
determination to be performed, etc.)
C
ONFINED
S
PACE
E
NTRY
P
ERMIT
W
h
e
n
:
E
v
e
r
y
t
i
m
e
a
s
t
a
f
f
m
u
s
t
e
n
t
e
r
a
t
a
n
k
W
h
o
f
i
l
l
s
o
u
t
:
S
u
p
e
r
v
i
s
o
r
o
n
-
s
i
t
e
+
s
i
g
n
a
t
u
r
e
o
f
W
S
P
A
u
t
h
o
r
i
t
y
F
o
r
w
h
o
m
:
W
S
P
W
h
a
t
i
s
i
t
a
b
o
u
t
:
•
Ensure that all precautions
measures are taken and
procedures are respected
•
Keep record of the all process
(time in and out, exact location,
entrants and attendants, etc.)
Establishing and maintaining accurate records is essential for organized and efficient operations in any field. Proper record-keeping ensures data integrity, compliance with regulations, and informed decision-making. This process involves creating, storing, and managing records systematically throughout their lifecycle. By implementing effective record-keeping practices, businesses and individuals can enhance productivity, facilitate audits, and streamline workflows. Explore the significance of record-keeping and discover strategies to optimize this fundamental aspect of data management.
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Presentation Transcript
FORMS 1.Operator s logbook 2.Reception book 3.Manifest form 4.Store room supply report 5.Monitoring logbook 6.Chain-of-Custody and analysis request form 7.Confined Space Entry permit
OPERATORSLOGBOOK When: Every operational day Who fills out: Operator For whom: WSP What is it about: Report time schedule On-site daily record on O&M and monitoring activities Report extraordinary events and emergency responses Report instructions from supervisor and recommendations from operator
RECEPTIONBOOK When: Every operational day Who fills out: Operator + signature of exhauster driver For whom: WSP What is it about: Keep record on any entrance in the DTF Monitor the discharged volume
MANIFESTFORM When: At every discharge of an exhauster Who fills out: Exhauster driver + signature of operator For whom: WSP What is it about: Report on origin of the sludge Keep record on the exhausters
STORE ROOM INVENTORY When: At least once a year Who fills out: Operator + signature of Supervisor For whom: WSP What is it about: Keep record on the material and equipment stored at the DTF (quantity, state, etc.)
EFFLUENT MONITORING LOGBOOK ON-SITE 1 2 3 4 5 When: At least once per month Who fills out: Operator or lab technician For whom: WSP What is it about: Record on-site measurements (level of sludge & scum, turbidity, odour, pH, temperature and dissolved oxygen)
EFFLUENT MONITORING LOGBOOK LABORATORY When: At least quarterly after receiving the lab results Who fills out: Operator or lab technician For whom: WSP What is it about: Report on sampling conditions Record the measurements given by the lab tests (physico- chemical and bacteriological) 1 2 3 4 5
CHAINOF CUSTODY AND ANALYSIS REQUEST FORM The form accompanies samples to the laboratory. It contains the following: Sample number Signature of collector Date and time of collection Sample preservation requirements Signature of persons involved in the chain of possession Date and time of possession Field portion is completed by the collector and laboratory portion is completed by the lab personnel (name of person receiving the sample, lab sample number, determination to be performed, etc.)
CONFINED SPACE ENTRY PERMIT When: Every time a staff must enter a tank Who fills out: Supervisor on-site + signature of WSP Authority For whom: WSP What is it about: Ensure that all precautions measures are taken and procedures are respected Keep record of the all process (time in and out, exact location, entrants and attendants, etc.)
