How Can Software Improve Legionella and Water Safety Compliance?
Managing Legionella and water safety compliance is a legal and operational necessity for organisations of all sizes, yet many still rely on outdated tools such as paper logbooks, spreadsheets, or basic word processing documents to do so. While these methods may meet the minimum requirements, they leave room for human error, missed actions, and fragmented data, all of which can lead to increased risk. With Legionnaires’ disease outbreaks being entirely preventable, there is a growing need for smarter, more reliable ways to ensure compliance, streamline management tasks, and maintain a clear audit trail. This is where dedicated Legionella software has begun to transform how businesses approach water safety.
In this article, the water safety compliance specialists at Legionella Control International explore whether software can improve the management of Legionella risks and regulatory compliance. It outlines the key dangers posed by Legionella bacteria, current UK guidance and legal obligations, and the critical role of a Legionella logbook. The article then highlights how digital solutions can enhance compliance through automated scheduling, real-time access, centralised record-keeping, and simplified audits, making a strong case for why software could be the future of effective water safety management.
A version of this article investigating the benefits of water safety software and if it can improve the management of legionella compliance first appeared in Legionella Control International’s newsletter. To get it in your inbox, sign up for free here.
Is there a place for Legionella software in managing building water systems?
If you’re responsible for managing the risk of Legionella and similar waterborne bacteria in building water systems, chances are there will be low levels of bacteria in that system as you read this article, no matter how thorough your efforts are. However, providing the bacteria stays at safe levels, there should be no issues of safety to worry about.
On the other hand, if your water safety management programme is not sufficient, you may miss crucial steps that could prevent Legionella bacteria and other dangerous microorganisms from getting out of control. Given that Legionnaires’ disease outbreaks are preventable; it makes sense to ensure you’re taking the most robust approach to managing Legionella and water safety in general.
That’s where Legionella software comes in. In this article, we’ll find out how Legionella software can help make sure you plan properly, do the right things at the right time, track what you do and retain all appropriate data regarding your water safety management processes. You’ll always know where you stand if you take this route.
What is Legionnaires’ disease?
Legionnaires’ disease is a serious health condition that affects the lungs. It’s a type of pneumonia that can cause serious health issues, even death. Legionella bacteria causes the disease, but it can also cause a less serious version known as Pontiac fever.
Many of the symptoms of Legionnaires’ disease are initially like those you might experience if you’ve got a very bad cold or the ‘flu. Some people are at greater risk of becoming seriously ill than others, such as those who are aged over 50. Those with chronic lung conditions are also more likely to be affected, as are smokers and those with immune-suppressed illnesses.
How are Legionella bacteria transmitted?
Legionella bacteria poses a danger when it is inhaled via water vapour or mist. This can occur via the tiny water droplets created in a shower, vapour emitted via cooling towers, and via other items such as hot tubs or even water fountains or features. Anything that can create a fine water spray presents a risk for spreading Legionella if that bacteria has been allowed to multiply and spread throughout the water system.
The importance of good water safety management
Most water systems will have Legionella bacteria present, but this usually occurs at very low levels – not enough to be of concern. Those responsible for managing a building or workplace should make sure they adhere to regulations for water safety which includes the Health and Safety Executives ACOP L8 and HSG274, and in healthcare, the Department of Health’s HTM 04-01. These documents focus on regular Legionella risk assessments, good water hygiene, maintenance and monitoring processes, and on-going testing. Those responsible for managing water safety should also be properly trained and competent to be able to perform this role.
Do you need a Legionella logbook?
According to the Health and Safety Executive, any business with five or more employees must keep suitable records of all their water safety management actions, which includes risk assessment reports, testing, maintenance and any remedial actions required. However, even though businesses with smaller numbers of employees do not legally need to keep such records, they are a useful guide and reminder to what has been done.
Many people choose a paper logbook based on Microsoft Word or Excel to keep records in, but this does have its limitations. For starters, a paper logbook is easily lost or destroyed should anything happen. Even a leaking roof over the top of the filing cabinet it is kept in would be a disaster.
You can see one of the advantages of switching to Legionella software to help you keep records regarding your water safety management processes. Yet there are many others.
Software makes it easier to be fully compliant with current legislation
Better yet, all test results, risk assessments, remedial actions, training records, management processes and procedures, and other documents can be centrally stored within the software, so you’ve got everything in one place. Holding it online means you and others can access it from anywhere too, rather than deciding which location any paper logbook or paperwork needs to be stored in. With a good data back-up plan in place there’s no chance of anything getting lost with this approach.
Legionella software is suitable for all sizes and types of business
It doesn’t matter whether you’ve got one location with 10 employees or multiple-sites around the country, or even globally to cover – some with more complex water systems than others. The software is completely scalable. This means that regardless of the scale of your business, how many locations you’ve got, or how it might grow in future, Legionella software can always keep up. You’ve got all the tools and guidance you need in one place.
Automated scheduling of tasks removes the risk of forgetting something
This could be a reminder to review the Legionella risk assessment for the site to see if anything has changed. It might be an alert to schedule regular maintenance tasks, or perhaps take samples from one or more parts of the water system.
The best Legionella software provides reminders and alerts to ensure that you always keep on top of all the required testing, maintenance, and other processes needed to achieve compliance. Forgetting to do something is no defence against a potential Legionnaires’ disease outbreak – something that may well lead to significant disruption, hefty fines or a PR disaster for a business.
Safety auditing becomes straightforward rather than cumbersome
Keeping track of which person performed a certain action, when they did it, and what the outcome was is crucial to proper water safety management. This includes things like maintenance processes and testing water samples. It’s easy to miss a step, forget to record something, or lose track of when certain things should be done. Legionella software removes these potential hazards, making it easier for you to keep track of all procedures and checks. This in turn makes compliance easier to achieve – and you also have a complete audit-trail of everything you’ve done to get there.
Legionella compliance does not need to be difficult
Regardless of the size, geography or type of business you run, you must make sure all water systems are safe to use… it’s a legal requirement. They should also pose no risk to anyone else in the vicinity, whether that involves cooling towers, ornamental fountains, or spa baths.
Our LegionellaSafe software covers all the above areas, advantages, and much more. If you’ve been wondering how best to reduce admin but still adhere to the regulations for water safety, this software will make it much easier to do so. As we’ve already seen, Legionnaires’ disease is preventable. If Legionella bacteria are kept within safe limits, there is little risk that an outbreak could occur. Using software to help you manage this process will make the task much easier to achieve, leaving nothing to chance.
LegionellaSafe demonstration
To learn more about LegionellaSAFE and how it could streamline your water safety compliance activities please contact us to request an on-line demonstration.
If you would like to speak with one of our water safety specialists about reviewing your Legionella management processes call us today on 0330 223 36 86 or contact us here …
