Guide for dental office managers · United States
What must a dental sterilizer log entry contain?
A sterilizer log entry records what went through the machine, in which cycle, when, by whom, and what the monitors showed. For each sterilization cycle, record the type of sterilizer and cycle used, the load identification number, the load contents, the exposure parameters (e.g., time and temperature), the operator’s name or initials, and the results of mechanical, chemical and biological monitoring (CDC/HICPAC, 2008 guideline for disinfection and sterilization).
The fields
What to record
- Sterilizer and cycle usedWhich machine ran the load, and which of its cycles.
- Load identification numberThe number that ties the packs on the shelf to this run.
- Load contentsWhat went into the load.
- Exposure parameters (e.g., time and temperature)What the machine showed during the cycle.
- Operator’s name or initialsWho ran the load.
- Results of mechanical, chemical and biological monitoringWhat each check showed.
The readings are recorded load by load: assess cycle time, temperature, and pressure by observing the gauges or displays on the sterilizer and note these parameters for each load (CDC, 2003 dental infection-control guidelines). Some tabletop sterilizers have recording devices that print out these parameters (CDC, 2003 dental infection-control guidelines).
Monitor each load with mechanical (e.g., time, temperature, and pressure) and chemical indicators (CDC, 2003 dental infection-control guidelines). Place a chemical indicator on the inside of each package; if the internal indicator is not visible from the outside, also place an exterior chemical indicator on the package (CDC, 2003 dental infection-control guidelines).
The 2008 guideline words the same check slightly differently: monitor each load with mechanical (e.g., time, temperature, pressure) and chemical (internal and external) indicators, and if the internal chemical indicator is visible, an external indicator is not needed (CDC/HICPAC, 2008 guideline for disinfection and sterilization).
Packages should be labeled to show the sterilizer used, the cycle or load number, the date of sterilization and, if applicable, the expiration date (CDC, 2016 dental infection-prevention summary).
Results of biological monitoring should be recorded (CDC, 2003 dental infection-control guidelines). The checklist states the standard in one line: logs for each sterilizer cycle are current and include results from each load and comply with state and local regulations (CDC, infection-prevention checklist for dental settings).
Equipment upkeep is written down as well: routine maintenance for sterilization equipment is performed according to manufacturer instructions and documented by written maintenance records (CDC, infection-prevention checklist for dental settings).
Retention
How long to keep the log
CDC hands the question to state and local rules: results of biological monitoring should be recorded and sterilization monitoring records (i.e., mechanical, chemical, and biological) retained long enough to comply with state and local regulations (CDC, 2003 dental infection-control guidelines), and sterilization records maintained in compliance with state and local regulations (CDC, 2003 dental infection-control guidelines).
The 2008 guideline gives a length only as an example: retain sterilization records (mechanical, chemical, and biological) for a time period that complies with standards (e.g., 3 years), statutes of limitations, and state and federal regulations (CDC/HICPAC, 2008 guideline for disinfection and sterilization).
Georgia is the one state in our research with its own number: all sterilization records must be maintained for a period of not less than three (3) years (Georgia Board of Dentistry rule 150-8-.01).
The sources do not agree on one number to print on the wall. Three years appears in one CDC text as an example and in one state rule as a minimum, while four of the five state rule sets say nothing about retention at all (CDC/HICPAC, 2008 guideline for disinfection and sterilization; Georgia Board of Dentistry rule 150-8-.01).
State rules
What each state requires
Our research covers five states. Where a state’s text is silent on log contents or on retention, this page says so.
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Silent on both
New York
The rules set no log-entry contents and no retention period for sterilizer records. The state’s infection-control training syllabus lists record keeping and a recall or tracking system for each sterilization processing batch among its monitors, but it is training guidance, not a rule (New York State infection-control training syllabus, 2018).
There is no statute of limitations for charges of professional misconduct (New York State Education Department practice guidelines).
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Silent, adopts CDC
New Jersey
No log-entry contents and no retention period of its own. When providing dental services, licensees shall comply with the CDC’s Recommended Infection-Control Practices for Dentistry, as amended and supplemented (New Jersey rule 13:30-8.5).
The CDC field list therefore reaches New Jersey through that adoption, not through the state’s own text.
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Silent, adopts CDC
Pennsylvania
No log-entry contents and no retention period of its own. Failing to follow current infection-control recommendations issued by the Federal Centers for Disease Control is unprofessional conduct for dentists (Pennsylvania rule 49 Pa. Code 33.211).
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Silent on both
Florida
The dental sterilization rule sets no log-entry contents and no retention period (Florida rule 64B5-25).
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CDC + 3-year retention
Georgia
The CDC’s current recommendations are considered by the board to be minimum standards of acceptable and prevailing dental practice (Georgia Board of Dentistry rule 150-8-.01), and sterilization records are kept at least three (3) years (Georgia Board of Dentistry rule 150-8-.01).
When the board drafted its own rule, a proposed CDC field list was dropped from the draft; the committee noted that the language “comes directly from the CDC guidelines” (Georgia Board of Dentistry infection-control committee minutes, March 2023).
The adoptions do not name the same document. New Jersey’s rule names the CDC’s Recommended Infection-Control Practices for Dentistry “as amended and supplemented”, while Pennsylvania and Georgia speak of “current” recommendations (New Jersey rule 13:30-8.5; Pennsylvania rule 49 Pa. Code 33.211; Georgia Board of Dentistry rule 150-8-.01). We do not silently pick one; check which text your board is applying.
In the product
What Dental Logbook will do
Dental Logbook will prompt for each field above on every load, generate the load identification number per sterilizer, and stamp the operator’s name or initials on the entry.
A good log stays current as each cycle ends, keeps each result with its load, and holds the records where the office can produce them when they are asked for.
This guide is not legal advice; check your state board’s current rules.
In development
Dental Logbook is a sterilizer log for dental offices, built with the pilot offices that will use it.
Dental Logbook is in development: join the free pilot