Vitralogy’s client is an expansive medical campus located in Manhattan. It operates numerous professional colleges and schools and is among the most respected medical institutions in the nation.
The client manages a number of facilities in Manhattan, an area that has been repeatedly affected by severe outbreaks of Legionnaires' disease in recent years and falls under the authority of Local Law 77.
A Vitralogy client for some time, the medical center had little fear of being the source of an outbreak, but given the recent rise in cases of Legionnaires' disease, buildings in the area have been under increased scrutiny from local health officials to maintain their Cooling Tower compliance. The client's challenge came not from difficulties with managing their water systems, but with being able to produce the necessary documentation supporting those compliancy efforts. Complicating matters further is the fact that the University has multiple roving engineers performing work at any given time; making the client’s goal of standardized recordkeeping practices all the more difficult.
Local Law 77 dictates that sites must properly monitor and document, in real-time, all activities relating to maintaining their cooling tower compliance. Under previous ANSI/ASHRAE standards—the set of Legionella management guidelines codified into New York Local Law 77—documents were required to be physically onsite.
At a number of the University’s sites, though, engineers struggled to print necessary documentation required for their physical binder, due to potential network connectivity issues, limited access to printers where the building engineers work, and the logistical issues of ensuring that jobs performed by multiple engineers with different shifts in varied locations are not only completed but also subsequently recorded and filed into the onsite logbook.
This meant that, in the event of a surprise inspection, they may not be able to gather all the documentation required to show physical evidence of their compliance, and consequently would receive violations, even if they had otherwise followed the process correctly.
With the 2018 updates to Section 4 of the ANSI/ASHRAE standards for Legionella management and mitigation, facilities are now permitted to produce their documentation electronically during inspection, rather than needing to have physical copies onsite.
In response to this development, the experts at Vitralogy developed a Virtual Logbook system, which pairs with their compliance platform and auto-populates all elements of a facility's documentation in a digital format that can be accessed by any stakeholder at any given moment.
"Electronic records are acceptable given that they are readily available upon request.” - New York City Department of Health and Mental Hygiene Official
To ensure that this Virtual Logbook would be useful to engineers during inspections, Vitralogy worked closely with officials from the New York City Department of Health and Mental Hygiene. The product of this collaboration is a Virtual Logbook, a fully automated centralized hub which satisfies all inspection requirements and includes the following features:
- Organized collection of all necessary documentation in cloud-based platform
- Data is entered and automatically updated in real-time
- Documentation performed on mobile app, text or email is auto-populated
- No paper logs to complete
- No documentation to print or organize
- No need to gather documentation from vendors
- No physical log binder to manage
Vitralogy = 100% Compliance
The client's locations have been inspected several times since the introduction of Vitralogy's Virtual Logbook. This client has had no difficulty producing their compliance documentation to inspectors and has received no violations. Additionally, the documentation and record keeping processes have been standardized across the client’s multiple facilities; regardless of which member of their engineering team does the work, saving valuable time and eliminating errors.