Good documentation proves control, speeds investigations, and protects your project when challenged. Treat air quality records as a system: plan what you will collect, capture it consistently, and store it so the story of control is obvious.

Plan your evidence

• Define objectives: verifying WEL compliance, validating new controls, or tracking improvements.
• Map sampling locations and frequency. Combine personal sampling for exposure with area monitors for trends.
• Align records to your COSHH assessments and method statements so each control has evidence behind it.

What to record day to day

• Monitoring logs: instrument ID, calibration status, location, time, activities underway, and readings.
• Control performance: extraction airflow under load (m³/h), pressure/DP, seal checks, and photos of setup.
• Filter management: installation dates, DP trends, and change-out logs for vacuums and air scrubbers; note hours run for units such as those supplied by MAXVAC.
• Housekeeping: cleaning schedule, method (vacuum only), and waste handling.
• RPE records: issue, face-fit tests, maintenance, and wearer checks.

When results exceed triggers

• Complete an exceedance report: task, controls in place, suspected causes, immediate actions, and re-monitoring results.
• Update the COSHH assessment and method; brief the crew and supervisors.

Storage, retention, and traceability

• Use a consistent file naming convention tied to project, zone, and date. Store raw data, photos, and signed PDFs together.
• Keep LEV test reports, monitoring data, and health surveillance records for statutory periods; maintain confidentiality where required.
• For lab samples, keep chain-of-custody forms and lab certificates linked to the task and location.

Practical takeaways

• Decide what you will prove before you start the job; then collect exactly that evidence.
• Record control performance under load alongside exposure data—numbers without context are weak.
• Make exceedance handling a one-page process with rapid re-monitoring.

Clear, consistent documentation turns dust control from a claim into a demonstrable fact that stands up to client and regulator scrutiny.