Current through Register Vol. 46, No. 12, March 20, 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 (rule).
(2)
The licensee or registrant shall make a clear distinction among the quantities
entered on the records required by this Part (rule): such as, total effective
dose equivalent, shallow dose equivalent, eye dose equivalent, deep dose
equivalent, or committed effective dose equivalent.
(3) Each record required by this Part (rule)
shall be legible throughout the specified retention period and maintained in a
form specified in this paragraph. The record shall be the original or a
reproduced copy or a microform, provided that the copy or microform is
authenticated by authorized personnel and that the microform is capable of
producing a clear copy throughout the required retention period. 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
commissioner 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, checks, tests and calibrations.
(1)
Each licensee or registrant shall maintain records showing the results of
surveys, checks, tests and calibrations required by this Part (rule).
(i) These records must show the date, the
survey, check, test or calibration performed, the name of the individual
performing the function, and the results.
(ii) 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 commissioner terminates each pertinent
license or registration requiring the record:
(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
38.26
of this Part (rule); and
(iv)
records of the results of measurements and calculations used to evaluate the
release of radioactive effluents to unrestricted areas.
(3) Records of tests for leakage or
contamination of sealed sources required by section
38.22
of this Part (rule) shall be kept in units of becquerels or microcuries and
maintained for inspection by the commissioner.
(d) Records of prior occupational dose. The
licensee or registrant shall retain the records of prior occupational dose and
exposure history as specified in section
38.18(e)
of this Part (rule) on the department form for cumulative occupational
radiation exposure history or equivalent until the commissioner terminates each
pertinent license or registration, and shall retain the records used in
preparing the form or equivalent for three years after the record is
made.
(e) Records of planned
special exposures.
(1) For each use of the
provisions of section
38.18(f)
of this Part (rule) 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 the commissioner terminates each pertinent
license or registration requiring the record.
(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
38.24 of
this Part (rule), 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
(rule) 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 of radionuclides
(see section
38.18 [
b]of this Part [rule]); and
(iii)
the committed effective dose equivalent assigned to the intake of
radionuclides; and
(iv) the
specific information used to calculate the committed effective dose equivalent
pursuant to section
38.18(d)
of this Part (rule); and
(v) the
total effective dose equivalent when required by section
38.18(b)
of this Part (rule); and
(vi) the
total of the deep dose equivalent and the committed dose equivalent 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 the department form for occupational radiation exposure records
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 or the estimated age of the embryo/fetus in days or weeks as of the
date of declaration, 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 the commissioner terminates each pertinent
license or registration requiring the record.
(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
38.19[a]
of this Part [rule]).
(2) The
licensee or registrant shall retain the records required by this subdivision
until the commissioner terminates each pertinent license or registration
requiring the record.
(h) Records of transfer, receipt and
disposition. Each licensee or registrant shall maintain records of each
transfer, receipt and disposition of radioactive material. Such records shall
be maintained for a period of three years after the records were
made.
(i) Records necessary to
eventual decommissioning.
(1) Each licensee
shall maintain the following records:
(i)
Records of spills or other occurrences involving the spread of contamination in
and around the installation, equipment, or site. These records may be limited
to instances when contamination remains after cleanup procedures or when there
is reasonable likelihood that contaminants may have spread to inaccessible
areas as in the case of possible seepage into porous materials such as
concrete. These records must include any known information on identification of
involved nuclides, quantities, forms, and concentrations.
(ii) As-built drawings and modifications of
structures and equipment in restricted areas where radioactive materials are
used and/or stored, and of locations of possible inaccessible contamination
such as buried pipes which may be subject to contamination. If required
drawings are referenced, each relevant document need not be indexed
individually. If drawings are not available, the licensee shall substitute
appropriate records of available information concerning these areas and
locations.
(iii) Records of the
cost estimate performed for the decommissioning funding plan or of the amount
certified for decommissioning, and records of the funding method used for
assuring funds if either a funding plan or certification is required pursuant
to section
38.7
of this Part (rule).
(2)
Records of information important to the safe decommissioning of the
installation shall be kept in an identified location until the license is
terminated by the commissioner.