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ES&H
Manual Radiation Control Supplement |
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Chapter 7 – Radiological Records |
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Part 1
Requirements |
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This
chapter contains the prescribed practices for preparing and retaining
radiologically related records. Records
are maintained to document compliance with applicable parts of 10
CFR 835 and specifically with radiation
protection programs required by 10
CFR 835.101 [§835.701(a)].
Radiological control records are also needed to demonstrate the
effectiveness of the overall program.
The work force and management are required to use records to document radiological
safety afforded to personnel on-site.
Records of the Jefferson Lab radiological program may be required to
support worker health studies and future disputes or claims. Therefore, these records should be high quality, readily retrievable, and managed for the prescribed
retention period. Data necessary for future
verification or reassessment of the recorded doses shall be
recorded [§835.702(g)]. Unless otherwise
specified in 10 CFR 835, records are retained until Department of Energy (DOE)
authorizes final disposition [§835.701(b)].
Records shall be handled such that personal privacy is protected.
712
Records Management Program
712-01)
There are specific records maintenance requirements for
occupational exposure in excess of any 10
CFR 835 threshold and doses received during planned special exposures, accidents, and emergency conditions. A radiological records management program
ensures that auditable records and reports are controlled through the stages of
creation, distribution, use, arrangement, storage, retrieval, media conversion
(if applicable) and disposition. The
records management program shall include the following [§835.704(b),(c),(e),(f)]:
a)
Radiological Control Policy Statements
b)
Radiological Control Procedures
c)
Individual Radiological Doses
d)
Internal and External Dosimetry Policies and Procedures (including Bases Documents)
e)
Personnel Training (course records and individual records)
f)
As Low As Reasonably Achievable (ALARA) Records
g)
Radiological Instrumentation Test, Repair, and Calibration Records
h)
Radiological Surveys
i)
Area Monitoring Dosimetry Results
k)
Radiological Performance Indicators and Assessments
l)
Radiological Safety Analysis and Evaluation Reports
m)
Quality Assurance Records
n)
Radiological Incident and Occurrence Reports (and Critique
Reports, if applicable)
o)
Accountability records for sealed sources
p)
Records for release of material to Controlled and Uncontrolled Areas
q)
Reports of loss of radioactive material
r)
Internal and External Audits
s)
Descriptions
and/or records of changes in equipment, techniques, and procedures used for monitoring in
the workplace.
712-02)
Recording of the non-uniform equivalent dose to the skin caused by contamination on the skin is
not required if the dose is less than 2% of
the limit specified for the skin in Table 2-1B
[§835.702(b)].
712-03)
Where radiological services (for example, dosimetry and laboratory
analyses) are purchased, there should be a clear agreement regarding records
responsibility and auditability during performance of
the service. Records of results should
reside with the Radiation
Control Department (RCD).
712-04)
Records and reports containing private information should be
locked when unattended. Private
information, for the purposes of this Chapter, is records or reports that
contain information such as full social security number, age, sex, national
origin, etc. Magnetic media containing
Privacy Act Information shall be stored in a locked container and shall have
password protection applied for access to this information.
712-05)
Privacy Act information shall be controlled to prevent
unauthorized release.
712-06)
Superseded or revised documents shall be archived for future
retrieval.
712-07)
All records required by this Chapter shall be transferred to the
DOE upon cessation of activities at the site that could cause exposure
to individuals [§835.702(h)].
712-08)
The records specified in 10 CFR 835 that are identified with a
specific individual shall be readily available to that individual [§835.702(f)].
713-01)
Radiological control records shall be accurate and legible. The records should include the following:
a)
Identification of the facility, specific location, function and
process
b)
Signature or other identifying code of the preparer, date, and
time (if applicable)
c)
Legible entries in blue or black ink
d)
Corrections identified by a single line-out, initialed and dated
e)
Supervisory signature to ensure review and proper completion of
forms.
713-02)
The RCD should maintain a file of names, signatures and initials
for future identification of the person who signed or initialed a record.
713-03)
Radiological control records should not include:
a)
Opaque substances for corrections
b)
Shorthand or other nonstandardized
terms.
All
individual monitoring records must be
sufficient to evaluate compliance with the limits in Article
212, and must be sufficient to provide dose information necessary to complete reports required by Article 781
[§835.702(c)].
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Part 2 Employee Records |
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For Radiological
Workers who are monitored in accordance with 10
CFR 835.402, reasonable efforts shall be made to obtain records of prior
years’ occupational internal and external exposure
[§835.702(e)]. Records obtained which detail an employee’s pre-employment and
employment history and the associated radiation dose shall be
maintained. Where practical, the
association between the radiation dose and job function should be preserved for trending purposes
and future worker health studies. The
following information shall be maintained:
721-01)
Previous work history, detailing radiological work assignments and
yearly doses at other facilities, to the extent practical.
721-02)
In the absence of formal records of previous occupational exposure
during the current year, a written estimate signed by the individual may be
accepted [§835.702(d)].
721-03) Nuclear Regulatory Commission Form 4 or equivalent, which documents previous occupational radiation doses.
722
Personnel Radiological
Records
722-01)
Except as provided in 722-02), records shall be maintained to
document doses received by all individuals for whom monitoring was required pursuant to 10
CFR 835.402 and to document doses received
during planned special exposures, unplanned doses exceeding the monitoring
thresholds of 10 CFR 835.402, and authorized emergency exposures [§835.702(a)].
722-02)
The recording of internal dose (committed effective dose or
committed equivalent dose) is not required for any monitoring result estimated
to correspond to an individual receiving less than 10 mrem committed effective dose. The bioassay or air monitoring result used to
make the estimate shall be maintained in accordance with 10 CFR 835.703(b) and
the unrecorded internal dose estimate for any individual in a year shall not
exceed the applicable threshold at 10 CFR 835.402(c), Recording of the non-uniform equivalent dose to the skin is not required if the dose is less than 2% of the limit specified for the skin at Table
2-1B [§835.702(b)].
722-03)
Radiation dose records shall
contain information sufficient to identify each person, including social
security or employee number.
722-04)
Routine and special records related to radiation
doses shall be retained for each person
monitored. This shall include records of
zero dose. Procedures, data and supporting information
needed to reconfirm a person’s dose at a later
date should be maintained. Documentation of all routine occupational
exposure received during the current year shall be obtained to demonstrate compliance with 10
CFR 835.202(a) . [§835.702(d)]
722-05)
The individual monitoring records shall include the following quantities for external
dose received during the year:
a)
The effective dose from external sources of radiation
(equivalent dose to the whole body may be used
as effective dose for external exposure) [§835.702(c)(3)(i)];
b)
The lens of the eye equivalent dose [§835.702(c)(3)(ii)];
c)
The equivalent dose to
the skin [§835.702(c)(3)(iii)];
d)
The equivalent dose to
the extremities [§835.702(c)(3)(iv)];
e)
Evaluations resulting from anomalous dose results
such as unexpected high or low doses;
f)
Dose reconstructions from lost or damaged dosimeters, or for workers not assigned personnel dosimeters;
g)
The equivalent dose to the embryo/fetus of a declared
pregnant worker [§835.702(c)(6)].
722-06)
The individual monitoring records shall include the following quantities for internal
dose resulting from intakes received during the year:
a)
Committed effective
dose [§835.702(c)(4)(i)];
b)
Committed equivalent dose to any organ or tissue of concern [§835.702(c)(4)(ii)];
c)
Estimated intake and identity of radionuclides
[§835.702(c)(4)(iii)].
722-07)
The individual monitoring records shall include the following quantities for the
summation of the external and internal
dose:
a)
The total effective dose in a year [§835.702(c)(5)(i)];
b)
For any organ or tissue assigned an internal dose during the
year, the sum of the equivalent dose to the
whole body from external exposures and the
committed dose to that organ or tissue [§835.702(c)(5)(ii)];
c)
The cumulative total
effective dose received from external and internal
sources while employed at the site or facility, since January 1, 1989 [§835.702(c)(5)(iii)].
722-08)
Counseling of individual persons about radiological concerns
should be documented and this documentation retained.
722-09)
Records of authorization to exceed Administrative Control Levels shall be retained.
723
Other Personnel Radiological
Records
723-01)
The complete records of radiological incidents and occurrences
involving personnel dose shall be retained.
723-02)
Records of employee radiological safety concerns that have been formally
investigated and documented shall be maintained.
723-03)
Written
declarations of pregnancy, including the estimated date of conception, and
revocations of declarations of pregnancy shall be maintained [§835.704(d)]. Records indicating
that the pregnancy has concluded should also be maintained.
724
Medical Records
724-01)
Medical evaluations performed in support of the radiological
program shall be documented.
724-02)
Records of non-occupational radiation doses, such as
therapeutic or large amounts of diagnostic radiation doses for medical purposes,
should be maintained when made available by the employee.
725
Radiological Training and
Qualification Records
725-01)
Records of training and qualification in radiological control
shall be maintained to demonstrate that a person received appropriate information
to perform the work assignment in a safe manner and to document compliance with
10 CFR 835 [§835.704(a)]. Qualification
standard records shall be retained for on-the-job and practical factor training
as well as for formal classroom training.
725-02)
Formal records of training and qualification should be readily
available to first-line supervision and management of involved personnel to aid
in making work assignments.
725-03)
Personnel training records shall be controlled and retained to
meet the requirements of 10
CFR 835.704 [§835.704(a)]. At a minimum,
these records shall include the following:
a)
Course title
b)
Attendance sheets (or electronic record) with instructor’s name
c)
Employee’s name, identification number and signature
d)
Date of training
e)
Verification document or record confirming satisfaction of the
training requirement
f)
Documentation related to exceptions for training requirements and
extensions of qualification.
725-04)
Records shall be retained for the following types of training:
a)
General Employee Radiological
Training (GERT)
b)
Radiological Worker Training (I and II)
c)
Assigned Radiation Monitor (ARM) training
d)
Radiation Control Technologist training
e)
Periodic retraining
f)
Orientation and training of visitors
g)
Training of emergency response personnel performed by the RCD.
725-05)
The following instructional materials shall be maintained:
a)
Course name, instructor’s manuals, course content, or lesson plans
containing topical outlines, revisions, and approval date.
b)
Video and audio instructional materials, including the dates and
lessons for which they were used.
c)
Handouts or other materials retained with the master copy of the
course.
When gaps in the dosimetry records occur or it is necessary to
make adjustments to recorded exposures, an exposure
investigation shall be performed to estimate the missing exposure or to document the reasons for the adjustment. The exposure
investigation form is placed into the person’s individual monitoring record in order to maintain an accurate and complete radiation exposure history.
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Part 3 Visitors |
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For visitors
the following records shall be maintained if applicable:
731-01)
Documentation of completion of Visitor Orientation Training
731-02) Individual monitoring records for monitoring conducted by Jefferson Lab.
Dose reports shall be provided to those visitors who request a report.
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Part 4 Radiological Control Procedures |
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741
Policies, Procedures,
and Radiological Work Permits
Records of the RCD (policy statements, procedures, Radiological
Work Permits and supporting data) shall be maintained. The records should be maintained in a
chronological sequence that will allow correlation with the corresponding
support information. For example, procedures
for performing radiation surveys should be identifiable with the survey
results. Completed Radiological Work
Permits shall be maintained.
Records of ALARA plans, goals, modifications to procedures and changes to facilities, and training shall be maintained to
demonstrate the adequacy of the Jefferson Lab Radiation Protection Program,
including ALARA efforts [§835.704(b)].
Records of quality assurance reviews and audits developed for radiological control function and records of other reviews shall be retained to ensure that sufficient records are specified, prepared, reviewed, approved, and maintained to accurately reflect completed work and to document program content and implementation.
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Part 5 Radiological Monitoring |
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The following
information shall be documented and maintained:
751-01)
Results of monitoring for radiation and radioactive
materials as required by Articles
422, 432, 511, 512, 521,
551,
and 554
[§835.703(a)].
751-02)
Results of monitoring used to determine individual occupational exposure
from external and internal sources [§835.703(b)].
751-03)
Results of surveys for the release of material and equipment as
required by 10 CFR 835.1101
[§835.703(c)].
751-04)
Results of sealed radioactive source leak tests and inventories as
required by Articles
451 and 452
[§835.704(f)].
751-05)
Results of maintenance and calibration performed on
instruments and equipment as required by 10 CFR 835.401(b) [§835.703(d)].
751-06) Results of continuous computer logging of Controlled Area Radiation Monitors (CARMs), and other associated instrumentation used in monitoring radiological conditions.
The Jefferson Lab
Radiological Control Program requires the performance of radiation
and contamination surveys (as appropriate) to determine existing conditions in
a given location. Maps with sufficient
detail to permit identification of original survey and sampling locations shall
be maintained. Records should contain
sufficient detail to be meaningful even after the originator is no longer
available. Radiological surveys shall be
recorded on appropriate standard forms and should include the following common
elements:
752-01)
Date, time and purpose of the survey.
752-02)
General and specific location of the survey.
752-03)
Name and signature of the surveyor or analyst.
752-04)
Pertinent information needed to interpret the survey results.
752-05)
Reference to a specific Radiological
Work Permit if the survey is performed to support the
permit.
752-06)
Instrument model and serial number.
752-07)
Results of
the measurements of area dose rates.
In addition to the elements required by Article
752,
records of contamination surveys should include, at a minimum, the following
information:
753-01)
Contamination levels (using appropriate units) and appropriate
supporting parameters, including counting efficiency, counting time, correction
factors, type of radiation and whether the contamination was fixed or removable.
753-02)
Location of areas found to contain high concentrations of
localized contamination.
753-03)
Follow-up
survey results for decontamination processes cross-referenced to the original
survey.
In addition to the
elements provided in Article
752, records of airborne radioactivity shall include, at a minimum, the following information:
754-01)
Model and serial number of the sampler or location of fixed
sampler.
754-02)
Air concentrations in general areas.
754-03)
Supporting
parameters, including collection efficiency, flow rate, duration of sampling,
correction factors and filter medium.
754-04)
Identification
of individuals in the area for whom DAC-hour exposure should be calculated.
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Part 6 Instrumentation and Calibration Records |
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761
Calibration
and Operational Checks
761-01)
Calibration records shall be maintained and include frequencies,
method, dates, personnel, training and traceability of calibration sources to National Institute of Science and Technology or
other acceptable standards. Calibration records shall be maintained for the following equipment:
a)
Portable survey instruments
b)
Fixed radiation measuring equipment
c)
Process and effluent monitors and
sampling equipment
d)
Area Radiation monitors
e)
Pocket and electronic dosimeters
f)
Air sampling equipment
g)
Tool and waste monitoring equipment
h)
Laboratory radiation measuring equipment
761-02)
Documentation of instrument operational checks should be maintained for
a period not less than the calibration period
of the instrument.
761-03) Maintenance histories, including the nature of any defects and corrective actions taken, and calibration results for each instrument shall be created and retained.
762
Special Calibration Records
Records of additional tests and checks of instrumentation used in
conjunction with a suspected overexposure, questionable indication or unusual occurrence
shall be retained. In addition, records
of special instrument calibrations and modifications made in accordance with Article
563 should be retained.
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Part 7 Records Management |
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A combination of media may be used for a comprehensive records
system. For records that have long-term
retention requirements and are stored on media subject to degradation or
obsolescence, the records system should provide for conversion to a more stable
medium. All records shall be stored in a
manner that ensures their integrity, retrievability
and security.
Records required
under this chapter should be duplicated with the duplicate maintained in a
location remote from the original records.
Unless
otherwise specified in subpart H of 10 CFR 835, all required records shall be
retained until final disposition is authorized by DOE [§835.701(b), §835.702(h)].
772
Computerization of Records
772-01)
Records may be transferred to electronic storage media provided
certain precautions are taken to ensure that the information is maintained in a
retrievable configuration.
772-02)
Controls for the use and handling of electronic storage media
should include the following:
a)
A master index of documents on the electronic storage medium
b)
A program to ensure back-up and retrievability
of information
c)
Quality control during data entry and analysis
d)
Prevention of unauthorized manipulation of data
e)
Assurance that previously stored information is retrievable and
useable after system modifications.
772-03)
Optical disks may be used to store records if the optical disks
satisfy the following:
a)
A reliable system is in place to prevent overwriting or erasure of
records
b)
Software and user controls are consistent with Article 772-02.
c)
Manufacturer recommendations relating to software control, disk
life expectancy, environmental storage conditions and maintenance are
incorporated into policies and procedures
d)
Quality
controls on the imaging processes are implemented.
773
Physical Protection of
Records
773-01)
Methods for protecting documents shall include, at a minimum, fire
rated cabinets, duplicate storage, or combinations of these.
773-02)
Storage arrangements should address physical damage that could be
caused by temperature extremes, moisture, infestation, electromagnetic fields,
excessive light, stacking, theft and vandalism.
773-03)
Records should, as a minimum, be protected from:
a)
Exposure to fire, equivalent to an Underwriters Laboratories, Inc.,
1.5-hour, or greater, fire resistance rating
b)
Exposure to water damage caused by a 100-year flood
c)
Exposure to
windstorm velocities of 100-year recurrence.
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Part 8 Radiological Reporting |
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Radiation
exposure data for individuals monitored in
accordance with 10 CFR 835, subpart I shall be reported as specified in this
section. The information shall include
the data required under Article 722-05 and -06.
Each notification and report shall be in writing and include: the
Department of Energy (DOE) site or facility name, the name of the individual,
and the individual’s social security number, employee number, or other unique
identification number [§835.801]
781-01)
Jefferson Lab shall, on an annual basis, provide a radiation
dose report to each individual monitored
during the year at the lab in accordance with 10
CFR 835.402 [§835.801(c)].
781-02)
Upon the request from an individual terminating employment,
records of exposure shall be provided to that individual as soon as the data
are available, but not later than 90 days after termination. A written estimate of the radiation dose received by that
employee based on available information shall be provided at the time of
termination, if requested [§835.801(b)].
781-03) Detailed information concerning any individual’s exposure shall be made available to the individual upon request of that individual, consistent with the provisions of the Privacy Act (5 U.S.C. 552a) [§835.801(d)].
781-04) When Jefferson Lab is required to report to the DOE, pursuant to Departmental requirements for occurrence reporting and processing, any exposure of an individual to radiation and/or radioactive material, or planned special exposure in accordance with Article 213, Jefferson Lab shall also provide that individual with a report of his or her exposure data included therein. Such report shall be transmitted at a time not later than the transmittal to the Department [§835.801(e)].
782
Annual Radiation Report
782-01)
DOE M 231.1-1A, Environment, Safety and Health Reporting Manual,
provides reporting requirements for the Annual Radiation Dose Summary. This report includes internal and external
dose results for monitored DOE and DOE contractor employees, and for monitored
members of the public.
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ISSUING
AUTHORITY |
CHAPTER
AUTHOR |
APPROVAL
DATE |
EFFECTIVE
DATE |
EXPIRATION
DATE |
REV. |
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RadCon Dept |
07/01/10 |
07/01/10 |
07/01/13 |
4 |
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