Recordkeeping
Records quite often get the least attention of any of the hearing conservation program's components. But audiometric comparisons, reports of hearing protector use, and the analysis of hazardous exposure measurements all involve the keeping of records. Unfortunately, records are often kept poorly because there is no organized system in place, and in many cases, those responsible for maintaining the records do not understand their value. People tend to assume that if they merely place records in a file or enter them into a computer, adequate record keeping procedures are being followed.
Many companies have found that their record keeping system was inadequate at the moment accurate information was most needed. This has often occurred during the processing of compensation claims. Problems can be avoided by implementing an effective recordkeeping system, in which: 1) management encourages that the system be kept active and accessible, 2) hearing conservation program implementers make sure that all of the information entered is accurate and complete, and 3) employees validate the information.
Hearing conservation program records should include all items for each phase of the program: 1) hearing loss prevention audit, 2) monitoring hearing hazards, 3) engineering and administrative controls, 4) audiometric evaluation, 5) personal hearing protective devices, 6) education and motivation, and 7) program evaluation. Each phase generates its own form of records, and the information from the various records must be considered in order to evaluate the effectiveness of the hearing conservation program.