Title: Section 16.14 - Records

16.14 Records.

(a) General provisions.

(1) Each licensee or registrant shall use the SI units- becquerel, gray, sievert and coulomb per kilogram, or the special units: curie, rad, rem, and roentgen, including multiples and subdivisions, and shall clearly indicate the units of all quantities on records required by Part 16.

(2) The licensee or registrant shall make a clear distinction among the quantities entered on the records required by Part 16, such as, total effective dose equivalent, shallow dose equivalent, eye dose equivalent, deep dose equivalent, or committed effective dose equivalent.

(3) Form of records. Each record required by Part 16 shall be legible throughout the specified retention period. The record shall be the original or a reproduced copy or a microform, provided that the copy of microform is authenticated by authorized personnel and that the microform is capable of producing a clear copy throughout the required retention period, or the record may also be stored in electronic media with the capability for producing legible, accurate, and complete records during the required retention period. Records, such as letters, drawings, and specifications shall include pertinent information, such as stamps, initials, and signatures. The licensee shall maintain safeguards sufficient to prevent tampering with and loss of records.

(4) The discontinuance of or curtailment of activities does not relieve any person who possesses any radiation source of responsibility for retaining all records required by this Part.

(b) Records of radiation protection programs.

(1) Each licensee or registrant shall maintain records of the radiation protection program, including:

(i) The provisions of the program; and

(ii) Audits and other reviews of program content and implementation.

(2) The licensee or registrant shall retain the records required by subparagraph (i) of paragraph (1) of section 16.14(b) until the Department terminates each pertinent license or registration requiring the record. The licensee or registrant shall retain the records required by subparagraph (ii) of paragraph (1) of section 16.14(b) for three years after the record is made.

(c) Records of surveys.

(1) Each licensee or registrant shall maintain records showing the results of surveys and calibrations required by sections 16.10(a) and 16.16(b). The licensee or registrant shall retain these records for three years after the record is made.

(2) The licensee or registrant shall retain each of the following records until the department authorizes the disposition of these records.

(i) Records of the results of surveys to determine the dose from external sources of radiation used, in the absence of or in combination with individual monitoring data, in the assessment of individual dose equivalents; and

(ii) Records of the results of measurements and calculations used to determine individual intakes of radioactive material and used in the assessment of internal dose; and

(iii) Records showing the results of air sampling, surveys, and bioassays required pursuant to section 16.26(c)(1)(iii)(a) and (b); and

(iv) Records of the results of measurements and calculations used to evaluate the release of radioactive effluents to the environment.

(3) Upon termination of the license or registration, the licensee or registrant shall permanently store records on Department Form "Cumulative Occupational Radiation Exposure History" or equivalent, until disposition is authorized by the Department.

(4) Records of tests for leakage or contamination of sealed sources. Records of tests for leakage or contamination of sealed sources required by paragraph (4) of section 16.10(a) shall be kept in units of becquerel or microcuries and maintained for inspection by the Department.

(d) Records of prior occupational dose.

(1) The licensee or registrant shall retain the records of prior occupational dose and exposure history as specified in section 16.6(e) on Department Form "Cumulative Occupational Radiation Exposure History" or equivalent, and the records used in preparing Department Form "Cumulative Occupational Radiation Exposure History" until disposition is authorized by the department.

(2) Upon termination of the license or registration, the licensee or registrant shall permanently store records on Department Form "Cumulative Occupational Radiation Exposure History" or equivalent, or shall make provision with the Department for transfer to the Department.

(e) Records of planned special exposures.

(1) For each of the provisions of section 16.6(f) for planned special exposures, the licensee or registrant shall maintain records that describe:

(i) The exceptional circumstances requiring the use of a planned special exposure; and (ii) The name of the management official who authorized the planned special exposure and a copy of the signed authorization; and

(iii) What actions were necessary; and

(iv) Why the actions were necessary; and

(v) What precautions were taken to assure that doses were maintained ALARA; and

(vi) What individual and collective doses were expected to result; and

(vii) The doses actually received in the planned special exposure.

(2) The licensee or registrant shall retain the records until disposition is authorized by the Department.

(3) Upon termination of the license or registration, the licensee or registrant shall permanently store records on Department Form "Cumulative Occupational Radiation Exposure History", or until disposition is authorized by the Department.

(f) Records of individual monitoring results.

(1) Recordkeeping requirement. Each licensee or registrant shall maintain records of doses received by all individuals for whom monitoring was required pursuant to section 16.11, and records of doses received during planned special exposures, accidents, and emergency conditions. Assessments of dose equivalent and records made using units in effect before the effective date of Part 16 need not be changed. These records shall include, when applicable:

(i) The deep dose equivalent to the whole body, eye dose equivalent, shallow dose equivalent to the skin, and shallow dose equivalent to the extremities; and

(ii) The estimated intake or body burden of radionuclides, see section 16.6(b); and

(iii) The committed effective dose equivalent assigned to the intake or body burden of radionuclides; and

(iv) The specific information used to calculate the committed effective dose equivalent pursuant to section 16.6(d); and

(v) The total effective dose equivalent when required by section 16.6(b); and

(vi) The total of the deep dose equivalent and the committed dose to the organ receiving the highest total dose.

(2) Recordkeeping frequency. The licensee or registrant shall make entries of the records specified in this subdivision at least annually.

(3) Recordkeeping format. The licensee or registrant shall maintain the records specified in this subdivision on Department Form "Occupational Radiation Exposure Record for a Monitoring Period", or in clear and legible records containing all the information required by such form.

(4) The licensee or registrant shall maintain the records of dose to an embryo/fetus with the records of dose to the declared pregnant woman. The declaration of pregnancy, including the estimated date of conception, shall also be kept on file, but may be maintained separately from the dose records.

(5) The licensee or registrant shall retain each required form or record until disposition is authorized by the Department.

(6) Upon termination of the license or registration, the licensee or registrant shall permanently store records on Department Form "Cumulative Occupational Radiation Exposure History" or equivalent, until disposition is authorized by the Department.

(g) Records of dose to individual members of the public:

(1) Each licensee or registrant shall maintain records sufficient to demonstrate compliance with the dose limit for individual members of the public (See section 16.7(a).)

(2) The licensee or registrant shall retain the records required by this subdivision until disposition is authorized by the Department.

(h) Records of testing entry control devices for very high radiation areas.

(1) Each licensee or registrant shall maintain records of tests made pursuant to section 16.12(f)(2)(ix) on entry control devices for very high radiation areas. These records must include the date, time, and results of each such test of function.

(2) The licensee or registrant shall retain the records required by this subdivision for three years after the record is made.

(i) Records of transfer, or receipt of radioactive materials.

(1) Each license shall maintain accurate and complete written records for each transfer or receipt of radioactive mateials including radioactive waste.