Built for UK water hygiene· five-year retention
Legionella logbook software that finds the record before the auditor finishes the question
Five years of monitoring records, risk assessments and certificates — and the test isn't whether you have them, it's whether you can put your hand on the right one while someone watches.
Record-keeping and retention defaults reviewed .
The problem it kills
Shared drives hold records the way a glovebox holds receipts. The folder structure made sense to whoever created it, the naming convention lasted six weeks, and now the disinfection certificate from March 2023 is somewhere in three places called "Site Docs", "SITE DOCS OLD" and "FINAL v3". Everyone's fine until the Legionella Control Association (LCA) audit, the insurance claim, or the HSE letter.
A library that files itself
Every job sheet is filed against the customer, site, asset and job the work belongs to, and the Library finds it again by customer, site, asset, engineer, status or date. Filing stops being a job someone does afterwards: capturing the work does it.
- Customer → site → asset → job, navigable in both directions
- Records created by the work, filed by the structure
- No naming conventions to enforce, because there's nothing to name
An audit trail you don't have to keep
Every change to every record is logged: who, what and when. BlueWave deletes nothing on a timer, so records stay for the five years LCA guidance expects, and longer.
- Every change logged: who, what and when
- Five-year retention as the default, not a policy document
- What the auditor sees is what happened
The paperwork lives with the work
RAMS, schematics and disinfection certificates you upload attach to the customer, site or asset they belong to rather than to an email thread. Search finds the customer, site, asset or job in seconds, and every booking's service report downloads as a PDF for an auditor or a departing client.
- RAMS and schematics against the right site and asset
- Search across customers, sites, assets and jobs
- Every booking's service report, one download away
Records start life as structured forms
Every record here began as a digital form filled in at the asset — which is why nothing needs filing afterwards and nothing arrives illegible. The templates behind those forms are versioned, so a record made in March still shows March's form, whatever the template looks like now.
- Job records keep the form's structure: every reading in its own field, not a scan
- Template versioning means history never changes shape underneath you
- Ready-made ACoP L8-aligned templates, or forms you build yourself
Structure beats discipline
A shared drive works exactly as well as the most junior person's worst Friday afternoon. That's not a people problem — it's what happens when filing depends on discipline. BlueWave takes most of the discipline out of it: the structure files the record, the trail logs the change, and nothing is deleted on a timer. Discipline takes holidays; structure doesn't.
What the logbook legally has to hold is its own guide — Legionella logbook requirements — the full standards map lives on the compliance hub, and the form templates these records are born from have a page of their own.
Common questions
How long does BlueWave keep water hygiene records?
Can I find a specific record quickly during an audit?
Does BlueWave keep an audit trail?
Can I hand over a customer's records when a contract ends?
BlueWave is not affiliated with or endorsed by the Legionella Control Association.
Bring your scariest audit question
In the demo, ask us to find a specific record the way an LCA auditor would — site, asset, date, document. Watch how long it takes.