Department of Energy (DOE) Radiological Control Manual

Chapter 7. - Radiological Records

Part 1 - Requirements

Table of Contents (Articles 71x)

• 711 Purpose
• 712 Records Management Program
• 713 Recordkeeping Standards

Article 711 - Purpose

This chapter contains the prescribed practices for preparing and retaining radiologically related records. Radiological control records shall be maintained as necessary to document compliance with the requirements of 10 CFR 835. The work force and management are required to use records to document radiological safety afforded to personnel on-site. Records of radiological programs 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. Consideration should be given to cross- referencing related records to aid retrievability. Records should be handled such that personal privacy is protected.

Return to Chapter 7, Part 1 Table of Contents

Article 712 - Records Management Program

1. A radiological records management program shall be established. This program shall ensure 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 should include the following:

2. Radiological Policy Statements
3. Radiological Control Procedures
4. Individual Radiological Doses
5. Internal and External Dosimetry Policies and Procedures (including Bases Documents)
6. Personnel Training (course records and individual records)
7. ALARA Records
8. Radiological Instrumentation Test, Repair and Calibration Records
9. Radiological Surveys
10. Area Monitoring Dosimetry Results
11. Radiological Work Permits
12. Radiological Performance Indicators and Assessments
13. Radiological Safety Analysis and Evaluation Reports
14. Quality Assurance Records
15. Radiological Incident and Occurrence Reports (and Critique Reports, if applicable)
16. Accountability records for sealed radioactive sources
17. Records for release of material to Controlled Areas
18. Reports of loss of radioactive material.

• Where radiological services (for example, dosimetry and laboratory analyses) are purchased, there should be a clear agreement regarding records responsibility during performance of the service. Records of results should reside in the custody of the originating contract organization.

• DOE 1324.2A provides implementing instructions, records inventory requirements, disposition schedules and provisions for the transfer of records.

• Detailed information concerning an individual's exposure shall be made available to that individual, upon request, consistent with the Privacy Act of 1974, which contains requirements to protect the privacy of individual records. Return to Chapter 7, Part 1 Table of Contents

Article 713 - Recordkeeping Standards

1. Radiological control records shall be accurate and legible. The records should include the following:

2. Identification of the facility, specific location, function and process
3. Signature or other identifying code of the preparer and date
4. Legible entries in black ink
5. Corrections identified by a single line-out, initialed and dated
6. Supervisory signature to ensure review and proper completion of forms.

• It is suggested that the Radiological Control Organization maintain a file of names, signatures and initials for future identification of the person who signed or initialed a record.

• Radiological control records should not include:

• Opaque substances for corrections
• Shorthand or other nonstandardized terms.

• Similar procedural standards should be established for computerized records. Return to Chapter 7, Part 1 Table of Contents