How Is Biohazard Documentation Managed

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Biohazard documentation is managed through a comprehensive system of record-keeping, labeling, and tracking to ensure the proper handling, transport, and disposal of biohazardous materials. 

 

Regulations are enforced by various government agencies, including the Occupational Safety and Health Administration (OSHA) at the federal level, and primarily by state environmental and health departments. 

 

Types of biohazard documentation:

Waste manifests and tracking logs:

• Waste manifests: When a licensed waste transporter picks up regulated biohazardous waste, a manifest is created and signed by both the generator (the facility) and the transporter.
• Detailed tracking: These documents record critical details, including the date of pickup, the types and quantities of waste, and generator information. A copy is returned to the generator after the waste is treated and disposed of, providing a paper trail for compliance.
• EPA ID numbers: For hazardous waste, an EPA ID number is used on manifests to track the waste's life cycle from generation to final disposal. 

 

Training records:

• Initial and annual training: Employers must document that all employees who handle biohazardous waste have received initial training and subsequent annual refresher courses.
• Content and dates: Records must specify the names of employees trained, the dates of training sessions, and the curriculum covered. 

 

Storage and disposal logs:

• Internal tracking: Facilities must maintain internal logs to track the management of biohazardous waste before it is sent for disposal. These logs should track details such as container change dates and storage room checks.
• Accessibility: These logs must be kept on-site in a secure yet accessible location in case of inspection. 

 

On-site treatment records:

• Verification: Facilities that treat their own medical waste, such as with an autoclave, must keep records of the treatment process.
• Required logs: Documentation includes standard operating procedures, temperature logs for each cycle, annual thermometer calibration checks, and monthly biological indicator tests to verify effectiveness. 

 

Incident and exposure logs:

• Incident reports: If a staff member is exposed to biohazardous waste, a detailed incident report must be created. This report should include the nature of the incident, when it occurred, and who was involved.
• Legal requirements: Documentation is necessary for compliance with OSHA's Bloodborne Pathogens Standard and for use in any workers' compensation claims. 

 

Licenses and permits:

• Facility permits: Facilities that generate biohazardous waste must keep a copy of their waste generator permit.
• Transporter information: Documentation must also include proof of the transporter's license and the treatment facility's certifications. 

 

Record retention and storage:

• Retention period: Records are typically retained for a minimum of three years, though this can vary by state and depending on the specific document type. Always follow the longest retention period required by any governing agency.
• Storage method: To ensure accessibility and security, facilities should maintain both physical and digital backups of their documentation.
• Organized and secure: Documents should be organized, with each type in a separate folder. Access to these records must be restricted to authorized personnel.