Documenting Information
Proper documentation and document control are important for:
- ensuring accurate communication;
- ensuring the quality of the data collected;
- providing the rationale for safety decisions; and
- substantiating possible legal actions.
Documentation can be accomplished by recording information pertinent to field activities, sample analysis, and site conditions in one of several ways, including:
- logbooks
- field data records
- graphs
- photographs
- sample labels
- chain-of-custody forms
- analytical records
Document Control
These documents should be controlled to ensure that they are all accounted for when the project is completed. The task of document control should be assigned to one individual on the project team and should include the following responsibilities:
- Numbering each document (including sample labels) with a unique number. Listing each document in a document inventory.
- Recording the whereabouts of each document in a separate document register so that any document can be readily located. The name and location of site personnel that have documents in their possession should be recorded.
- Collecting all documents at the end of each work period.
- Ensuring that all document entries are made in waterproof ink.
- Filing all documents in a central file at the completion of the site response.
Knowledge Check Choose the best answer for the question.
2-8. Why is proper documentation and document control important?
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