Logbook Guidance

Here are the rules short and simple as it applies to New Jersey state code summarized from the 12:90 code:

A boiler operator's log shall be maintained in each plant containing over 100 horsepower. Every operator on the shift shall review the log and, at the end of each shift, shall sign the log. All logs shall include the date, name of the operator(s) on duty, and time of relief. Any personnel who are training to obtain their licenses under the requirements of N.J.A.C. 12:90-8.4 shall include within the log the actual time spent as a trainee. When the operator of a low pressure plant is not in the boiler room, as permitted in (c) above, the operator shall indicate in the log periodic tours of the boiler plant as required in (d) above.

1. High pressure boiler operator logs shall contain at a minimum the information as outlined in ASME Section VII, Recommended Guidelines for the Care and Operation of Power Boilers, paragraph 6.632, incorporated herein by reference.  FYI: Power Boiler is High Pressure in the state of NJ, if this applies to you, read more here about those recommendations: 

2. Low pressure boiler operator logs shall contain at a minimum the information as outlined in ASME Section VI, Recommended Guidelines for the Care and Operation of Heating Boilers, paragraph 6.09(b), incorporated herein by reference. FYI: Heating Boiler is Low Pressure in the state of NJ, if this applies to you, read more here about those recommendations: 

3. The boiler operator's logbook shall be kept in a hardbound book of the consecutively numbered type. In lieu of a hardbound book, the log may be kept on electronic media recording devices and be accessible for review or printing upon request. CLICK HERE TO ORDER A STATE COMPLIANT LOG BOOK

4. Other pertinent data referenced by the above noted ASME Guidelines means information that would impact the normal safe operations of a plant.  Every licensed operator on our team makes decision based on safety, reliability and efficiency as it relates to the operational and maintenace program of the facility.  

5. The Bureau of Boiler and Pressure Vessel Compliance may request a copy of the boiler operator's log for the examiner's review during approval of the boiler license test application.  (this means that non-licensed operators are required to document their training experience in the operations logbook)

6. No person shall deface, damage, destroy or, without permission of the user, remove this logbook from the plant. The Chief Engineer shall ensure that this logbook is kept accessible in the plant for at least three years after the last entry herein and shall produce this logbook for examination upon the request of an inspector.

Log Book Summary

In all cases there are minimum tasks and functions for an operator to perform in a plant. There are slight variations from one plant to another. All of these functions require a licensed operator depending upon the complexity, size and condition of the equipment. The rule of thumb is that the entire plant and associated accessory systems is the “realm”/oversight of the operator and any anomalies should be reported within the operator’s logbook entry. Management practices and policies should always ensure safety is fully addressed in the operation of the prospective plants. All engineers and operators should qualify prior to being given responsibility of operations and monitoring potentially hazardous equipment.

Typical entries might come from the following sources:

Logbook entries should always clearly identify the license operator(s) in charge of the shift, duration of shift, and general plant status. 

Entries in the logbook should include details of the existing operations (naturally occurring) and indicate all observations that are abnormal or unusual. This is typically the first entry once assuming shift responsibility.

Alarm, Trip, or general plant issue response should be recorded in the log book. This will include time of event issue, alarm/trip information, parties that participated in responding, and troubleshooting and resolving issues including if the issue is resolved or outstanding.  Any actions, communications, reports, and related information should be included.  

Routine boiler room tasks and duties of a licensed operators including but not limited to: safety interlock testing, bottom blowdowns, rounds, chemistry testing, readings, frequent maintenance tasks like weekly, monthly or annual maintenance assignments, and other site specific requirements that would include accessory systems supporting the utility functions of the plant. 

When maintenance actions are performed in the boiler room or plant, these operations should be recorded in the boiler operator’s logbook as well as documented and recorded in the maintenance log. The operator’s log details what is being done and identifying the item and who is working on it. The maintenance log details the specifics of the equipment and the work being done to fix the problem (scope).

The logbook should record vendors working or providing services to the facility.  Prudent information should be collected including name, company, contact information and purpose/objective of their visit.  Any impact to facility equipment from such a visit should also be recorded.  Alternatively, this information can be posted on an equipment status board or visitor log should a facility require separate documentation practices.  

The logbook should report observable mechanical and operational conditions. Documentation of any changes in their condition or status of operation through the course of the shift must be notated accordingly. 

Rounds in the plant (boiler room, machinery room, mechanical room or refrigeration plant) should be a top to bottom and front to rear assessment of each specific plant and the controls and safety devices that are an integral part of its functions.

Important - The inspection period established in the NJ state regulation is the minimum required period, however, a more complex operation may dictate more frequent inspections.  Management of safety and health within each facility or plant environment - or organizational safety practices, requirements, or management procedure - may require more frequent checkst. Chief Engineers, if applicable, should contribute to the determination of this frequency along with other facility management as a best practice.

It is common practice for an operator to put into the logbook all issues and items specific to operating the facility. Therefore, if a low-pressure operator cannot make it back within the designated period established in the regulations, the operator should, when possible, have another trained and licensed operator perform a check of the plant. If no operator is present, then the licensed operator should take whatever action is necessary to expedite their return to the equipment entrusted to his or her care.

The operator, upon returning to the equipment room must indicate in the logbook all time away from the plant. Every logbook entry should be clear and indicate the reason why a check could not be made and the reason the inspection interval was exceeded. Any work assignments or instruction from management that the operator received specific to the plant should be indicated within the logbook. As such, and if an emergency arises, the same would apply by indicating the nature of the emergency and duration of the event.

The Bureau has not historically held an operator liable for an incident if an inspection or logbook entry is missed, provided the operator is not willfully negligent. For the licensed operator completing the operator's logbook, it can serve as a protection, but only if the information contained within it is factual, correct, and accurate. Thus, an operator must follow regulation and complete an accurate logbook at all times.

Licensed Operators trained to cover shifts and operators in training.  This is important with variation from state and local requirements.  It is ‘best practice’ to include the full name of the operators and the times/duration of their hands-on training period.   Exceptional facilities and plant management includes training as a foundation of their operation.  Communication and teamwork establishes a standard in the core leadership  which carries across all contributing members of the team.