Work records: a reminder

Gas Safe Register sets out the records that must be completed and kept when you carry out gas work.
This article appears in the April 2023 edition of Registered Gas Engineer.

You may choose to use paper or electronic versions of work records provided that they incorporate the relevant details as required by Gas Safe Register’s Registration Policy. You’re free to design your own work record format as long as it includes all the information that’s required. Some of the requirements that must be met for the common records are set out below.

Landlord’s gas safety records
The Gas Safety (Installation and Use) Regulations 1998 Regulations (GSIUR) 36(3) sets out what’s needed. You should ensure that a record in respect of any appliance or flue checked is made and retained until there have been two further checks of the appliance or flue under this paragraph or, in respect of an appliance or flue that is removed from the premises, for a period of two years from the date of the last check of that appliance or flue. The record shall include the following information:
• The date on which the appliance or flue was checked
• The address of the premises at which the appliance or flue is installed
• The name and address of the landlord of the premises (or, where appropriate, their agent) at which the appliance or flue is installed
• A description of and the location of each appliance or flue checked
• Any safety defect identified
• Any remedial action taken
• Confirmation that the check undertaken complies with the requirements of an HSE-approved body
• The name and signature of the individual carrying out the check
• The registration number with which that individual, or their employer, is registered with a body approved by the Executive for the purposes of regulation 3(3) of these regulations.

These requirements must be met in order for the landlord’s gas safety record to be valid. If they are not met, Gas Safe Register will request that the record issued complies with the GSIUR.

Benchmark commissioning records
It is a requirement that the Benchmark Commissioning Checklist must be completed and it is essential to complete all the required sections.

Commercial catering
The correct information must be recorded on these records, as per the Registration Policy. Gas Safe Register often receives records that do not contain all the correct information – for example, domestic gas records used in a commercial environment.

Commercial pipework testing records
Suitable records are required for tightness testing, purging and strength testing as per the requirements of IGEM/UP/1 or IGEM/UP/1A.*

* IGEM/UP/1 Strength testing, tightness testing & direct purging of industrial & commercial gas installations; IGEM/UP/1A Strength testing, tightness testing & direct purging of small low pressure industrial & commercial natural gas installations.

What information needs to be recorded?
Gas Safe Register’s Registration Policy explains more about the requirement to keep work records and is available from the Gas Safe website. It states: “Notwithstanding any legal or normative requirements for records, registered businesses and anyone carrying out gas work on their behalf must ensure that records are kept and given to us, and the consumer, when requested (See Rules of Registration Section 2). These records must be retained for at least six years and accurately record the following as a minimum:

a. The name of the person carrying out the gas work
b. The Gas Safe registration number of the business/engineer carrying out the work
c. Description of the gas work carried out. This should include: the appliance make, model and location, and positive recording of essential gas safety checks and test results carried out. Where applicable, record:
• Flue operational checks
• Provision of ventilation
• Operating pressure and/or heat input
• Safe and correct installation and operation of the appliance/installation
• Combustion analysis readings
• Tightness test results
d. The date the work was completed
e. The address where the gas work was done
f. The actions taken for unsafe situations, ie, issuing of warning labels, etc.

Work records must be signed by the person carrying out the work, confirming that the information captured is true and accurate.

All new primary gas meter installations, irrespective of size and including primary meter exchanges, must be labelled with the following information:
• Gas Safe registration number of the installing business
• Date of installation
• Optional and preferred, the licence card number of the engineer who installed the meter or unique employee reference.

If the above requirements are not met, Gas Safe Register will request from the visiting business that a suitable record is provided that complies with the above.

You can download Gas Safe Register’s Registration Policy free at www.gassaferegister.co.uk/about-us/our-policies/

Don’t forget
• There are multiple work records available, so use a record that is suitable and record all the relevant test results for the work carried out.
• Ensure all relevant sections are completed.
• Ensure that records are legible: Gas Safe Register cannot accept records that are illegible.