Aquatics Record Management

In Blog by Aaron Donohue


We all know it to be true that keeping good records is not only important but is required by law for a few years. Typically between three and five years.

This usually means that log books are kept and old sheets are either transcribed into digital storage (spread sheets, pdf, etc.) or are filed into a paper archives where they are, for most purposes, out of reach.

When it comes to pools and pool equipment, knowing what is installed, when it was installed, when it was last serviced and if there have been any major repairs since install can be the difference between a simple repair or a series of troubleshooting sessions that you may or may not pay for. It also allows for planning budgets, down-time and scheduling.

Likewise, pool chemistry should be logged in detail as regularly as is required by code and is feasible.

Keeping accurate and detailed chemistry records helps to identify & correct troublesome chemistry trends before they become problems. Chemistry logs are also going to be required by many manufacturers for warranty purposes, especially those warranties that span multiple years.

At a minimum, we recommend the following testing schedule, though some areas may require more.

Daily: pH (x3), Chlorine (x3), Alkalinity (x1)

Weekly: Calcium, phosphates, salinity (when using a chlorine generator), Calculate & balance to L.S.I.

(Additional testing may be required in certain areas which may include lab testing for fecal coliform and/or turbidity.)

Enter the Digital Recordkeeping & Pool Management systems.

In the last few years there has been a rise in digital solutions to the recordkeeping requirements. Among the vast array of benefits these systems provide their users, the good ones all provide at least the following features.

-Log Storage-

Usually equipment and chemistry records are kept in binders or books and stored in separate locations (chemistry logs in the aquatics office and equipment logs in the facilities/maintenance office) , however with ever increasing mobile access to digital solutions (think spreadsheet apps, pool management apps/web suites) more and more facilities are able to connect these records into a unified platform which allows facilities to track their maintenance & chemistry logs together in an easy to use, searchable, and printable format. After all, if you have more data at your disposal, you can make better decisions about operation & maintenance.

-Data protection-

Paper logs, binders and books can be misplaced or damaged. Once those sheets of paper are compromised, the data is lost (unless you have transcribed them into a digital backup). Digital solutions create a layer of protection to guard against data loss. The digital solution allows for storage of data in apps(on phones & in web servers)  and generally allow for download/saving to your computer, this means that your data is safe even if you lose or damage the paper log book.

-Improved Communication-

With a digital solution, the data can be shared between multiple users automatically, this means that when guards test readings that should indicate a problem, the manager is aware of it and can take/direct action.

Likewise, when maintenance is required, or a problem with a piece of equipment is noticed, the facilities techs have all the historical service records at their fingertips so they know what needs to be done without searching through old records or invoices.

To request a Demo of our aquatic management solution e-LOG, go to and click the “Request Demo” button.

*Note – The open Beta is currently scheduled for Summer 2017