West Virginia Department of Health and Human Resources MANUAL OF ENVIRONMENTAL HEALTH PROCEDURES Section Administration Date June 10, 2013 Procedure # A-22 Subject Guidelines for Posting and Filing of Sanitation Records Page 1 of 7 The establishment of a uniform posting, filing and record keeping system for local health departments is desirable in order to facilitate the retrieval of information and statistics and to simplify the maintenance of such records. This guideline provides direction for the use and disposition of forms used by Sanitarians in carrying out the environmental health program. It is intended that pages/sections will be added, revise and/or deleted as policies and procedures are developed or modified by the Public Health Sanitation Division, Office of Environmental Health Services. I. LOGS FOR REQUEST FOR SANITARIAN SERVICES A. Logs should be maintained on each type of incoming requests of services. 1. Separate log should be provided for each: a. Complaint b. Loan evaluation c. Sewage system permit application d. Water analysis request e. Water well drilling permit applications f. Indoor air quality inspections 2. Each log sheet (punched for 3-ring notebook) should have column headings: a. Entry number b. Name and address of applicant (Complaints should be entered under the name of the alleged violator) c. Date received d. Date investigated or inspected e. Permit number issued (if applicable) f. Final action of disposition 3. Entry numbers within each log should be continuous II. PERMANENT RECORD CARDS AND LEDGERS A. Record Cards 1. File in alphabetical order under the appropriate heading: a. Water supply o Non-community o Semi-public b. Food Worker 2. Use standard filing cases for the size of card being used. 3. Filled record cards may be placed in the establishment s individual folder.
Page Two B. Ledgers 1. Place permanent record ledger sheets in alphabetic order in a binder under the appropriate heading. 2. Post inspection results in a timely manner. 3. Filled and completed ledger sheets may be removed from the binder and filed in the establishment s individual folder. 4. Appropriate updating of information shown at the top of the ledger sheet should be made as changes occur. III. HANDLING OF FILE FOLDER FOR EACH ESTABLISHMENT AND/OR PRIVATELY OWNED PROPERTY A. File the folders in alphabetical order under the appropriate section of the file system. 1. Insert inspection sheets, visit notes, notices, correspondence, permits, lab reports and other pertinent information in the establishment s or private property folder. 2. Materials (except for the items listed below) contained in each establishment of private property file may be removed after five (5) years provided that the material is no longer applicable and is not needed for any legal action. NOT to be removed are: permanent record ledger sheets, permanent record cards, information pertaining to a sewage disposal system, information pertaining to a water supply system, and information pertaining to an alleged complaint. IV. PROVIDE FOR SECTION OF THE FILE USING THE FOLLOWING SECTION HEADINGS (Sub-section heading and folders would be provided for the following) A. Administration 1. Annual Program Plan/Report 2. Monthly Reports a. Each Sanitarians b. Staff composite 3. Travel expense accounts 4. Program (Reviews) Evaluations 5. Surveys a. Food b. Milk c. Manufactured Home Communities d. Sewage 6. Personal Records and Correspondence
Page Three B. Training and Education 1. Notes and minutes of Conference and Courses attended 2. Notes and scripts of talks given 3. Notes and reports of In-Service Training Meetings 4. Food Workers Training Lecture Notes 5. Report of Attendance Food Workers Training (SF-21) 6. Copies of newspaper articles prepared (not limited to clippings) C. Disaster and Disease Control D. Food E. Milk 1. Animal Encounters a. Reports of investigations and attached laboratory analysis reports. 2. Disaster a. Reports and summaries of each disaster such as fires, floods, etc. (Reports of disasters limited to an establishment for which you have a folder elsewhere in the filing system should be placed in that folder). 3. Disease Control a. Reports and summaries of each foodborne and waterborne illness outbreak. b. Investigation reports of communicable/infectious diseases. c. Chemical, Toxic or Infectious Waste spills. d. Complaints (Investigation Reports). e. Indoor Air Quality Request (Investigation reports) f. Solid Waste (Inspections and Reports). g. Vector Control (Program Activity Reports). 1. Each food service establishment (except those that are part of a larger total establishment such as a regional jail or hospital) 2. Each temporary food service 3. Each food manufacturing facility 4. Each retail food market 5. Mobile food units and vending machines 1. Each milk hauler 2. Each processor and bobtail distributor 3. Each producer dairy
Page Four F. Housing and Institutions 1. Adult Care Facilities 2. Bed and Breakfast Facilities 3. Child Care Facilities 4. Homeowner Loan Evaluation Reports 5. Institutions a. Jail b. Hospital(s) c. Colleges d. Boarding school e. Correction centers f. Juvenile Detention Centers 6. Labor Camps 7. Manufactured Home Communities 8. Motel/Hotel/Lodging 9. Public Restrooms 10. Schools a. Public b. Parochial c. Private G. Recreation H. Sewage 1. Campgrounds 2. Fairs/Festivals 3. Organized Camps 4. Parks/Forests 5. Recreational Water Facilities 1. Indoor Pools 2. Outdoor Pools 3. Bathing Beaches 4. Hot Tubs and Spas 5. Interactive Water Features 6. Spray Parks/Pads 1. Onsite Disposal Systems 2. Package treatment plants 3. Stabilization ponds 4. Public sewage treatment systems a. city or municipality b. PSD 5. Sewage cleaners 6. Subdivisions
Page Five I. Water 1. Public Systems a. city or municipality b. PSD c. other 2. Non-Community systems (except those that serve a facility for while the file is located elsewhere) 3. Private supplies
ENVIRONMENTAL HEALTH FORMS (Filed by Local Health Departments) Stock Number Name Retain Disposal EG-1 MHC Plan Review 5 years after closure Destroy EG-2 MHC Application for Permit 5 years after closure Destroy EG-4 MHC Sewage System Information Permanent EG-5 MHC Water System Information Permanent EM-1 Water Bacteriological Report Form 5 Years Destroy ER-32 RWF Weekly Report 1 Year Destroy ES-57 Affidavit (septic system) Permanent EW-79A Registration for Water Haulers Permanent EW-79B Water Hauler Truck Inspection 5 Years Destroy EW-79C Water Hauler Quarterly Log 1 Year Destroy CD-7 form A, B & C Case History Permanent SF-1 Food Establishment Inspection 5 Years Destroy SF-2 Food Ledger Permanent SF-5 Food Establishment Application Life of Permit Destroy SF-5B Application Temporary Food Life of Permit Destroy SF-6 Food Establishment Permit Life of Permit Destroy SF-16 Fair/Festival Registration Form 1 Year Destroy SF-22 Food Handler s Permit Not filed SF-23 Food Handler s Record Lifetime of Worker Destroy SF-35 Food Plan Review Permanent SF-39 Notice of Embargo-Seizure Permanent SF-40 Foodstuff Destruction Permanent Destroy SF-41 Official Receipt Food Sample 1 Year Destroy SF-42 Food Sample Permanent SG-49 General Permit Application Life of Permit Destroy SG-50 Child Care Center Inspection 5 Years Destroy SG-51 Nuisance Report Permanent SG-52 General Sanitation Inspection 5 Years Destroy SG-53 Visit Report 5 Years SG-54 Official Notice Permanent SG-55 Home Loan Evaluation Permanent Destroy SG-56 Tattoo Studio Inspection 5 Years Destroy SG-57 Wall Chart 5 Years Archive
SG-58 Animal Encounter Report 2 Years Destroy SG-59 Notice of Animal Quarantine Permanent SG-61 Sanitarian s Monthly Report 1 Year Destroy SG-66 Sanitarian's Daily Report 1 Year Destroy SG-67 Emergency Shelter Inspection 1 Year Destroy SG-74 Index to Forms Until Revised Destroy SG-79 Requisition of Forms Until order received Destroy SG-86 Body Piercing Plan Review Permanent SG-87 Body Piercing Studio Inspection 5 Years Destroy SG-91 Permit Permanent - unless renewed SG-94 Manufactured Home Community Insp. 5 Years Destroy SG-99 Plan Review-Child Care Centers Permanent PM-98 Pasteurized Milk Sample Form 3 Years Destroy SR-152 RWF Inspection 5 Years Destroy SS-177 SS Inspection Permanent SS-179 ST Cleaner Truck Inspection 5 Years Destroy SS-181 Cleaner Permit Application Life of Permit Destroy SS-182 SS/Well Permit Application Permanent SS-182a Permit Application Permanent SS-182b Onsite Application Review Permanent SS-182c Site Survey Review Permanent SS-183 Permit Permanent SS-184 Cleaning Truck Permit Permanent-unless renewed SS-190 HAU Inspection Form Permanent SS-193 STC Quarterly Log 1 Year Destroy SS-194 Pump Station Inspection Permanent SW-253 Request for Sample 1 Year SW-256 Permit Application Permanent Destroy SW-257 Water Well Permit Permanent SW-258 Well Completion Form Permanent SW-259 Well Violation Report Permanent SW-260 Well Variance Request Permanent SW-261 Well Abandonment Report Permanent SW-262 Pump Installation Report Permanent SW-263 Well Construction Inspection Permanent References History Replaces November 9, 2012 Attachments