Every EBT device should have its own Calibration Logbook where records related to the maintenance of your instrument are kept. As part of your training, you should have been taught how to fill out a logbook every time you conduct an accuracy check. Logbook entries are routine procedures that become extremely important when an employee challenges a positive test result. If you were NOT taught about logbooks in your BAT training, contact us at email@example.com.
Intoximeters trainers have the occasional opportunity to examine calibration logbooks when we go to a customer site to do training or to audit their program. Unfortunately, we frequently see careless logbook entries that do not contain complete information.
If a positive test result is challenged by an employee, there is an extremely good chance that the logbook will be called into evidence. Although incomplete logbook entries do not automatically cancel a test, if the logbook is not filled out correctly it introduces doubt into the ability of the BAT to conduct a proper test – what else did they forget? It weakens your breath testing program and can also impede the ability to defend your program in a litigious situation.
DOT tells us in 49 CFR Part 40.233(c)(4) that the user of the EBT device must maintain records of the inspection, maintenance, and calibration of the EBT. DOT is not more specific about exactly what information must be kept, but legal assistance may be difficult if you do not keep complete records of all accuracy checks and calibrations.
We strongly recommend the following information be in your logbook:
- Handwritten entries for ALL accuracy checks and calibration adjustments
- No “dittos”
- Include test number, date/time, type of procedure, full name of Technician (not a signature), location, standard lot number, tank number, expiration date, expected value and result
- Factory repair and inspection records
- Copy the paperwork sent back with the unit from Intoximeters
- Keep in the same notebook or file as the logbook
- Entries for each time the EBT is out of service
- Training, repair, factory inspection
- Perform and record an accuracy check before putting the instrument back into service
Other OPTIONAL information may be included in the logbook:
- Printouts from accuracy checks or calibration procedures
- Entries when a new dry gas tank is placed into service
You should keep your logbook like you expect every single test to be challenged or a DOT inspector is going to walk through the door at any moment to audit your program.
Your customers will thank you if you are able to provide a litigation packet that includes copies of the logbook page(s) relevant to the test in question, copies of any service records for the device, and copies of the BAT’s training records.