Tattoo Shop Record Keeping Running a tattoo shop involves more than simply tattooing. In addition to practicing artwork, tattooing your own clients, managing artists, overseeing apprenticeships and implementing safety policies, you’re also responsible for keeping organized, accurate records of everything that happens in your business. If you aren’t keeping certain records, you could be both violating your state regulations and opening your business up to a potential lawsuit. It is much easier to create an organized way to store your records at the start of your business than it is to try and organize an existing jumble of papers. This guide brings together record keeping that is required by law in some states with general best practices to ensure you won’t be caught scrambling when inspection time rolls around.

WHAT TO KEEP FOR… Clients At minimum, you’ll need the following information for each and every client that comes in to your shop. Most states require, at minimum, this information, but this is also the basics you will need to confirm consent. Each client’s file should contain: Date of Procedure Full First and Last Name of Artist Name and Address of the Shop Full First and Last Name of Client Client Mailing Address Client Telephone Number Required Consent Form Medical History of Client (ie. Client verifies no history of bleeding disorders, etc.) Details of Procedure Carried Out (ie. Tattoo or Piercing Location, Size, etc.) Client Signature of Release/Acknowledgement Proof of Age Client’s Signed Acknowledgement of Aftercare Instruction Receipt Copy of Aftercare Instruction Provided to Client

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Time Client Was Released and Status at Time of Release (Required by Some States) You will want to keep all of this information together (staples are fine) on site for a minimum of six years, though some states require as few as three years of on-site storage. Client records are best stored in a locking metal filing cabinet and organized by date (newest to oldest). This will make it easier to find recent records during any inspections. You’ll want to make sure that the cabinet is locked at night for increased client privacy and to comply with any health privacy laws that may affect your state. If a client fills out a complete consent form and, at the last minute, backs out of the procedure, you should keep their completed consent form on file with a note stating that the client did not complete the tattoo or piercing. This is both to protect your business and the customer’s privacy. If a client calls the site after their procedure and requests you destroy their consent form for any reason (this happens very rarely, but there are clients are extremely sensitive about their privacy), do not do it. Remind the client that you are required by law to keep their information on hand and point them to the governing organization if required. If your state is unregulated, it falls to house rules, but you will want to retain consent records for as long as possible. You never know when someone is going to claim that their regrettable tattoo was never requested.

The Shop The shop has slightly different requirements than a person. You’re going to need your business license clearly displayed in the shop, as well as your health department license in required states. If you have any operation permits you’ll want to make sure that these are displayed as well. In general, it’s best to keep as much of your official paperwork visible in a place where an inspector will clearly see it in the shop. You can invest in a few decent frames and hang it behind the front desk for the quickest and easiest setup.

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Employees You need to keep accurate, thorough records for your employees on hand. You’ll want to make sure you check and update these records at least annually to ensure all state-required certifications are up-to-date. Each employee file should include: Employee’s Full Name Required Employment Paperwork and Documentation (ie. W-2, I-9, identification copies, etc.) Current Home Address and Mailing Address of Employee Current Phone Number Employment and Training History Copy of License (Original MUST be displayed.) Autoclave Training Certificate Proof of Hepatitis Vaccination Copy of Red Cross CPR and First Aid Certification (Originals MUST be displayed.) Copy of Red Cross Bloodborne Pathogen Training Certificate (Originals MUST be displayed.) Continuing Education Log & Achieved Certificates (if applicable) Some states do not require continuing education, but it is a good idea to have a continuing education policy in your shop. Safety and tattooing techniques are constantly changing, and this ensures your employees will always be up-to-date on the latest information. Employee records are best stored in individual folders in a locking metal filing cabinet.

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Supply Information The quality of your supplies is vital to your business, and it’s also vital that you keep hard copy records of your supply orders. The reason behind this is to make it easier to identify problems and notify your supplier as quickly as possible. Authorities have been able to trace outbreaks to a single supplier as recently as 2012, initiating a recall and preventing hundreds of others from becoming infected by Mycobacterium chelonae. You will need to retain the following information: Invoices Detailing Items and Quantities Purchased Lot and Batch Numbers of All Supplies Supplier Name, Address, and Phone Number Tracking Information and Date Received You’ll want to keep this information in a metal filing cabinet, in separate folders per vendor and sorted from newest to oldest. Some states require a hard copy of these records be stored on site, but it’s a best practice, even in states that do not.

Autoclave Information Your autoclave is one of the most important parts of your business, and it requires the same level of maintenance in your shop that it does in a hospital. Without proper care, you might find yourself facing more costly down time for repairs that could have been avoided. In addition to maintaining your autoclave, you’ll also need to verify on a regular basis that it is working properly. There are four types of records you will need to store on site: Autoclave Use Log Autoclave Machine Print Outs Autoclave Spore Test Results Autoclave Maintenance Logs, Invoices, and Details The last section is where you would store the invoice and details for your annual or semi-annual maintenance. Consult your user’s manual for the manufacturer’s suggestion of what maintenance to be performed. You will most likely want to store this information in either a binder (kept away in a closed, nonporous cabinet) or in a metal filing cabinet to which you have easy access.

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Accident/Incident Reports In an ideal world, educated artists and a safe environment would result in no injuries or contamination incidents. This isn’t an ideal world. When you’re working with a tattoo shop, you’re working with open wounds, sharp objects, people who may or may not be honest about their medical history and the openly squeamish. Accidents and incidents can happen, and when they do, they need to be documented. You need to have an incident report available to accurately record the events when they happened, just in case you need them for any legal or OSHA responses. In the event of an accident, you will need a documentation form with the following information (at minimum): Date of the Incident The Full Name, Address and Phone Number of the Affected Client or Employee The Shop Name and Address The Nature of the Injury The Name and Address of the Affected Person’s Health Care Provider Written Description of the Incident Date the Form Was Completed The Full Name and Signature of the Person Filling Out the Form If there is an incident, say, in which a client comes in with a badly infected tattoo or a viral infection, you’ll need to do some research on the possible causes prior to completing the paperwork. Those forms should include: Date and Time of the Incident The Full Name, Address and Phone Number of the Affected Client or Employee The Shop Name and Address A copy of the client’s consent form A full description of the incident, including which body part is affected A description of what equipment was implicated A copy of the involved artist’s license A copy of the medical history released by the client to the shop Information regarding any recommendation to see a physician You will want to store these documents in a locking metal file cabinet for the lifetime of your business. You never know when you will need this information, and it is best to keep it on hand just in case. Since there will not be as many, these can be sorted by the affected client or employee’s last name. Make sure to keep any files with sensitive information, such as medical, in a locked cabinet.

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