Record-keeping is very important in day-to-day operations because it helps ensure that policies and procedures are followed by staff members.  Records should be kept for all activities offered at the facility and any maintenance performed on equipment. In the event that a lawsuit arises from an incident, record keeping is vital in proving that staff members acted properly in carrying out day-to-day operations and were properly trained to react to an emergency situation.  Documentation includes:

WAIVER OF LIABILITY
Management should require clients who participate in any type of activity within their facility to sign a waiver of liability stating that they understand and assume all risks inherent with that particular activity.  If your club's waiver is combined with financial arrangements on the same document, point out the waiver of liability and have the member initial the paragraph signifying that they understand the difference.  Ideally, waivers and financial documents should be presented to the client of separate forms.  TIP:  An attorney should always be used in creating waivers to ensure that all local and state guidelines have been met. 

INCIDENT REPORTS
Anytime a client is injured within the facility, an incident report should be filled out immediately.  Incident Reports should indicate who was injured, where they were injured, why (if known) they were injured, and if anyone was a witness to the incident.  It is imperative that all employees understand the importance of reporting any incident, no matter how small the incident might seem.  TIP:  Check with a local attorney to see what the statute of limitations is in your state to be sued.  Keep old Incident Reports on file for this length of time.  See a Sample.

HEALTH HISTORY FORMS (PAR-Q)  
Health History Forms are forms that require a client to disclose all pre-existing injuries and health related conditions.  This includes any family health history conditions. If there is a suspect condition that exists then a doctor’s release note should be obtained before they are cleared to exercise in the facility.  Health History Forms are highly recommended for use with personal training clients.  TIP:  Make sure that all staff members are aware of any high-risk clients using your facility.  See a Sample.

MAINTENANCE SCHEDULES
Maintenance Schedules are used to assign and dictate duties to staff members involving basic cleaning and lubricating procedures on exercise equipment.  Maintenance Schedules should clearly state what pieces of equipment should be cleaned and lubricated by a designated staff member.  See a Sample.

MAINTENANCE LOGS
Maintenance Logs are a means of documenting major repairs performed on exercise equipment. Maintenance Logs can help provide proof that management has followed the correct procedures in repairing equipment.  The document should indicate who performed the work, what repairs were made, what type of parts were used (factory or generic), and what date the work was completed.  TIP:  If you use an outside service to repair equipment, make sure you get a detailed invoice from them for every maintenance call they make.  See a Sample.