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Recordkeeping is a simple, easily implemented, and cost effective management tool which can protect water quality by helping to prevent future leaks and soills. Complete, well-organized records can help ensure proper maintenance of facilities and equipment and can aid in determining the causes of spills and leaks. A facility should maintain records for least five years from the date of sample observation, measurement, or spill report.
Contents of Records
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The date, exact place, and time of material inventories, site inspections, sampling observations, etc.
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Names of inspector(s) and sampler(s)
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Analytical information, including the date(s) and time(s) analyses were performed or initiated, the analysts’ names, analytical techniques or methods used, analytical results, and quality assurance/quality control results of such analyses
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The date, time, exact location, and a complete characterization of significant observations, including spills or leaks
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Notes indicating the reasons for any exceptions to standard record keeping procedures
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All calibration and maintenance records of instruments used in stormwater monitoring
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All original strip chart recordings for continuous monitoring equipment
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Records of any non-stormwater discharges
Limitations of a Recordkeeping System
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Records must be updated regularly
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Personnel completing and maintaining records must be trained to update records correctly.
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The records need to be readily accessible
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Records containing any confidential information must be secured
Materials For Documenting and Reporting Results Accurately
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Field notebooks
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Timed and dated photographs
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Videotapes
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Drawings and maps
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Computer spreadsheet
Estimating the Cost for Developing and Implementing a Recordkeeping System
The cost estimation for developing and implementing a recordkeeping system needs to include the following factors:
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Staff hours used to develop and implement a recordkeeping system
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Costs for analyzing samples
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Company overhead costs
Click here for a sample worksheet that can be used to estimate annual recordkeeping costs.
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Copyright @ January,2005 Prepared by Transportation Environmental Resource Center (TERC)