Department of Energy (DOE) Radiological Control Manual

Chapter 7. - Radiological Records

Part 7 - Records Management

Table of Contents (Articles 77x)

• 771 Media
• 772 Microfilm
• 773 Computerization of Records
• 774 Retention
• 775 Physical Protection of Records

Article 771 - Media

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 shall provide for conversion to a more stable medium. All records shall be stored in a manner that ensures their integrity, retrievability and security.

Return to Chapter 7, Part 7 Table of Contents

Article 772 - Microfilm

Records may be microfilmed provided the resulting film copy is capable of producing a clear, legible copy after storage for the specified period. The following controls shall be administered:

1. Verification that the resultant copy is legible

2. Confirmation that printed sides are copied

3. Periodic quality audits of the final filmed copy.

Article 773 - Computerization of Records

1. Records may be transferred to magnetic storage media provided certain precautions are taken to ensure that the information is maintained in a retrievable configuration.

2. Controls for the use and handling of magnetic storage media should include the following:

3. A master index of documents on the magnetic storage medium
4. A program to ensure back-up and retrievability of information
5. Quality control during data entry and analysis
6. An index identifying software applications used in conjunction with the data
7. Software validation and verification
8. Periodic quality audits of software
9. Prevention of unauthorized manipulation of data
10. Assurance that previously stored information is retrievable and useable after system modifications.

• Optical disks may be used to archive records if the optical disks satisfy the following:

• A reliable system to prevent overwriting or erasure of records
• Software and user controls consistent with Article 773.2
• Manufacturer recommendations relating to software control, disk life expectancy, environmental storage conditions and maintenance incorporated into policies and procedures
• Quality controls on the copying and imaging processes consistent with Article 772. Return to Chapter 7, Part 7 Table of Contents

Article 774 - Retention

1. DOE 1324.2A and 10 CFR 835 describe procedures for retaining records. Upon cessation of activities that could result in the occupational exposure of individuals, all required records shall be transferred to DOE.

2. Once a record has been created, reviewed and signed by appropriate supervision, the record is considered complete and shall not be modified. Subsequent errors identified in a completed record may be corrected by creating a supplemental record that includes traceability for the correction.

Article 775 - Physical Protection of Records

1. Methods for protecting documents, consistent with DOE 1324.2A, should include vaults, file rooms with fixed fire suppression, fire rated cabinets, duplicate storage, or combinations of these.

2. Storage arrangements should address physical damage that could be caused by temperature extremes, moisture, infestation, electromagnetic fields, excessive light, stacking, theft and vandalism.

3. Records should, as a minimum, be protected from:

4. Exposure to fire, equivalent to an Underwriters Laboratories, Inc., 1.5-hour, or greater, fire resistance rating
5. Exposure to water damage caused by a 100-year flood
6. Exposure to windstorm velocities of 100-year recurrence.