An integral and essential part of any good occupational health and industrial hygiene program is the administrative effort that supports and documents the work done by the hygienist. Often this is not perceived as one of the “fun” or challenging aspects of health and safety, but it is very necessary to maintain an effective program. The administrative activities include financial support for conducting the programs and suitable and useful records and reports, including program audits.
Industrial hygienists collect, maintain, and use data for recognizing, evaluating, and controlling health hazards. Evaluation of exposure data for trends can be a useful tool for anticipating potential problems. Hygiene records include, but are not limited to, assessment of hazards, exposure measurements, development and maintenance of controls, training and education, and auditing. The industrial hygienist will need information to document which employee has worked at which job for what time period, including job descriptions from an exposure viewpoint and representative exposure data for the jobs.
Record keeping in itself serves no useful purpose unless certain objectives have been defined and the records are translated into some form of report. The industrial hygienist must present data in a report format that is readily understandable, and in sufficient detail to permit the user to make adequate decisions. The report should reflect the special expertise of the industrial hygienist to interrelate all facets of the worker and the worker's environment in evaluating the potential impact on the worker's health. Effective reports can assist in future budget preparation and justification.
One key report is an audit. A thorough audit is crucial to maintaining a strong program. The main purpose of an audit report is to keep senior management up to date on both the strengths and the opportunities for improvement. The industrial hygiene audit can stand alone or be integrated with safety and environmental audits.
This chapter reviews the scope and contents of record keeping and reports and gives a few examples of workable forms. It also covers regulatory requirements and the role of the computer in record‐keeping systems. Another key administrative factor for the industrial hygiene program is obtaining business support and financing for the programs. Historically, this was known as budgeting, but in today's environment it is often a more complex issue, and there is a growing need to show the business value added by the industrial hygiene programs.