Dive Logs and Records: What Regulators Ask For

By Ray Whitfield, ADCI-certified commercial dive supervisor. Reviewed by Amanda McCallister, editor.

Commercial Diving Contractors Alabama | Commercial Diving Contractors Alaska Six a.m. On a water intake structure, and the inspector's already standing on the catwalk with a clipboard. I'm in my wetsuit getting ready to splash, and I realize I left the previous day's log on the truck seat. That little mistake cost us two hours while I recreated the thing from memory and my dive computer's records. Regulators don't care how good you are underwater. They care about what's on paper. After 28 years as an ADCI-certified dive supervisor, I can tell you: the dive log is the single most important record we produce. It's not just a formality. It's your defense, your proof of compliance, and sometimes your only witness. Every dive we make on an inland or industrial job has to be documented. OSHA says so. ADCI says so. Your client's safety department says so. And if you're lucky, you'll never need to show them to anyone. But you won't be lucky. You'll get audited.

What Goes In a Dive Log

At a minimum, a dive log needs the date, the diver's name, the supervisor, the location, the dive time, the bottom time, the depth, the gas mixture, the method of decompression, and any incidents or anomalies. I use a standard hard-copy logbook from a company called Diving Unlimited International, or DUI. I also bring a backup bottom timer on a wrist unit. Some jobs I've been on require each diver to keep their own log, and the supervisor keeps a separate summary. The ADCI's standard for inland diving spells out the format—call it a template, not a straightjacket. Regulators look for consistency. If the dive times don't match between the diver's log, the decompression computer, and the supervisor's sheet, that's a red flag. I've seen auditors compare those numbers down to the minute. So I make a habit of writing down my run times as soon as I get out of the water, not later at the hotel.

Team and Training Records

ADCI-certified supervisors are supposed to have a file for every diver on the crew. That file includes current medical clearance, proof of first aid and CPR, and a record of previous diving experience. OSHA 1910.410 requires that dive team members have certain training and experience, and you need to show that on request. I keep photocopies in a three-ring binder on the truck, and I also carry electronic scans on my tablet. One thing I learned the hard way: don't wait for the client to ask. We had a job at a power plant intake, and the plant's safety manager stopped by to verify that every diver on site had a valid CPR card. One guy's card had expired two weeks prior. We had to pull him off the crew until he could get re-certified. That cost us a day and taught me to check everyone's paperwork the night before a shift.

Equipment Maintenance Logs

People forget that records aren't just about the divers—they're about the gear. An auditor will ask to see maintenance logs for your air compressor, your filter cartridges, your tanks, your umbilical hoses. We track every compressor service date, and we run air purity test strips at least once a month. I write the results on a wall chart in the shop, and I file the reports in a binder. The dive log should also note equipment problems, like a stuck inflator valve or a torn drysuit seal. That way you have a history. If a regulator asks why you replaced a cylinder, you can point to the entry where you flagged it. It's a pain in the neck, but it beats the alternative. Once, I had a dive supervisor who refused to write down a soft valve on a Kirby Morgan helmet. Three dives later the same valve failed at 30 feet. We all surfaced early, and the client's inspector got a full report from us—but we couldn't show him the earlier entry. He didn't fine us, but he didn't believe us either. That stuck with me.

How Long Do You Keep Records and Why

OSHA's rule for dive records is a bit confusing. The standard requires that dive logs and injury reports be kept for one year after the dive. But I keep everything for at least five years, and for decompression records, longer. If there's a decompression claim later, those records are your only evidence. I've had a diver file a claim for DCS eight months after a job. My log showed he was within limits for every dive, and the claim went away. Without that paper, I'd have been on the hook. Also, always keep the records for the job even after the contract ends. I've had clients come back two years later asking for a report on a valve replacement or a water sample. If you can produce it, you're a hero. If you can't, they'll think you're just a mark on a form.

Frequently Asked Questions

How long does OSHA require me to keep commercial diving records? OSHA 29 CFR 1910.440 says you must keep dive logs and injury reports for at least one year. For decompression records and anything involving an injury claim, I keep them longer—five years or more. Your insurance company might have its own rules, so check with your underwriter. Can my dive logs be electronic instead of paper? Yes. OSHA doesn't mandate paper. I use a combination of paper and digital—paper on the boat, digital copies stored in the cloud. Just make sure the electronic record is tamper-resistant and backed up. And don't forget to keep it readable for the inspection period. What does an ADCI audit look for in dive records? They'll ask for your supervisor certification card, your logbook, your divers' quals, their medical certificates, and equipment maintenance logs. They'll also check that your dive records match your decompression computer data. It's all about showing a chain of accountability. Do I need a separate log for every diver if I'm supervising six divers? Yes, you need a record of each dive by each diver, even if you summarize in a master log. The auditor wants to see the individual times, depths, and exposures for each person. I keep a grid on my master sheet and then attach each diver's entry.