New York Codes, Rules and Regulations
Title 10 - DEPARTMENT OF HEALTH
Chapter I - State Sanitary Code
Part 16 - Ionizing Radiation
General Provisions
Section 16.14 - Records
Universal Citation: 10 NY Comp Codes Rules and Regs ยง 16.14
Current through Register Vol. 46, No. 39, September 25, 2024
(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 this Part.
(2) The
licensee or registrant shall make a clear distinction among the quantities
entered on the records required by this Part, 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
this Part 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 (1)(i) of this subdivision until the
department terminates each pertinent license or registration requiring the
record. The licensee or registrant shall retain the records required by
subparagraph (1)(ii) of this subdivision 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)
of this Part. 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) of this Part; 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 section
16.10(a)(4)
of this Part 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)
of this Part 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)
of this Part 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 of
this Part, 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 this Part 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)
of this Part; 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)
of this Part; and
(v) the total
effective dose equivalent when required by section
16.6(b)
of this Part; 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]
of this Part).
(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)
of this Part 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 licensee
shall maintain accurate and complete written records for each transfer or
receipt of radioactive materials including radioactive waste.
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