Quick answer
Commercial and public pools are generally required to keep daily water chemistry logs, daily safety inspection records, maintenance and equipment records, a chemical inventory, incident and contamination reports, and staff certification records. Records must be available on site for inspectors, and many codes require them to be kept for one to three years — Wisconsin, for example, requires two.
- Daily chemistry log — the core record at every commercial pool.
- Daily safety inspection before opening, recorded in a log (MAHC).
- Chemical inventory of what was received and used (MAHC).
- Incidents, closures and reopenings documented.
Records most codes require
| Record | Contents | Where it lives |
|---|---|---|
| Daily chemical log | Tests, times, results, chemicals added, initials | Pool chemical log sheet |
| Daily safety inspection | Pre-opening checks of drains, gates, equipment | Daily checklist |
| Maintenance log | Backwashes, repairs, calibration | Maintenance log |
| Chemical inventory | Chemicals received, used, on hand | Inventory log |
| Incident log | Fecal/vomit/blood, injuries, closures | Incident log |
| Personnel records | Operator & lifeguard certifications | Office file |
| Permits | Operating permit, inspection reports | Posted / office file |
How long to keep pool records
Retention periods are set by your state or local code, and they differ. Many jurisdictions require one to three years; Wisconsin ATCP 76 requires two years. Insurance carriers and attorneys often recommend keeping incident records longer, because injury claims can be filed years after the event. When in doubt, archive rather than discard.
What makes a record defensible
- Written at the time of the test, not filled in later.
- Actual values, with units where they could be confused.
- Initialed by the person who did the work.
- Corrections struck through once and initialed — never erased or whited out.
- Separate records for each pool and spa.
Frequently asked questions
What records does a commercial pool need to keep?
Typically a daily water chemistry log, daily safety inspection log, maintenance log, chemical inventory, incident and contamination reports, and staff certification records.
How long should pool records be kept?
It depends on your jurisdiction — commonly one to three years (Wisconsin requires two). Keep incident records longer for liability purposes.
Do pool logs have to be kept on site?
Most codes require current records to be available at the facility during an inspection.
This page is an educational summary, not legal advice. Pool and spa codes differ by state and county and change over time — always confirm requirements with the health department that inspects your facility.