What Information Should Be Recorded in Grease Trap Management Records?

Grease traps, an essential component of any commercial kitchen, are mandated by law due to their crucial role in managing waste and protecting the environment. These devices trap fats, oils, and grease (FOG) from kitchen wastewater before it enters the sewage system. Regular cleaning and maintenance of grease traps are not only a legal requirement but also vital for the effective functioning of the equipment. Keeping thorough and accurate records of grease trap management is essential for compliance and operational efficiency. Here’s what needs to be recorded and why each aspect is important.

Records should include calculations that demonstrate the volume and flow of water through the kitchen, alongside how the grease trap’s capacity was determined. This is essential because the size and capacity of a grease trap directly correlate to the amount of wastewater produced by your kitchen. If your business grows and the kitchen expands, your grease trap will need to scale up accordingly to ensure efficiency and compliance. A site survey is always recommended so that a professional can correctly size your grease trap, alternatively take a look at What Size Grease Trap Do I Need?

Having a manufacturer's certification for grease management solutions is crucial, whether that's a passive or manual stainless steel grease trap or an automatic GRU. This documentation serves as proof that the equipment meets necessary legal requirements and standards. It ensures that the equipment installed is capable of handling the amount of FOG generated by your kitchen operations.

Record the dates and times of cleaning and maintenance activities, including details of who carried out these tasks. Whether it’s in-house staff or registered third-party companies, having a detailed log helps in maintaining a schedule and provides accountability. This record is critical in demonstrating compliance with health and safety standards.

Top Tip: Grease traps should never be allowed to reach full capacity. Ideally, they should be cleaned when approximately 25% full, as a full grease trap loses its effectiveness.

It’s important to record the volume of FOG collected, along with the dates of each harvesting. This information helps in monitoring the efficiency of your grease trap and can be vital in identifying any changes in your kitchen’s waste production patterns.

Details of the authorised company used for the disposal of used oil, fats, and grease should be meticulously recorded. This ensures that the disposal of FOG is being handled responsibly and in accordance with environmental regulations. For more information read A Quick Guide to Grease Trap Grease Disposal.

Every time a load of waste leaves your site, you should receive and keep copies of the waste transfer notes. These notes are crucial for tracking the movement of waste and ensuring it is disposed of legally and safely. Under the Environmental Protection Act, these records should be retained for a minimum of two years.

Finally, keeping all reports from contractors who service or maintain your grease trap is essential for a comprehensive record. These reports can provide insights into the condition and performance of your grease trap, highlight potential issues, and ensure that all maintenance is up to standard.

In conclusion, maintaining detailed and accurate records of grease trap management is not only a legal requirement but a fundamental practice for the efficient and responsible operation of any commercial kitchen. These records not only ensure compliance with regulations but also contribute to the longevity and effectiveness of your grease management system.