Ohio Admin. Code 3701:1-38-20 - Records
(A) 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 chapter. The licensee or registrant
shall make a clear distinction among the quantities entered on the records such
as, total effective dose equivalent, total organ dose equivalent, shallow dose
equivalent, lens dose equivalent, deep dose equivalent, or committed effective
dose equivalent.
(B) Each licensee
or registrant shall maintain records of the radiation protection program,
including the provisions of the program and audits and other reviews of program
content and implementation. The licensee or registrant shall retain the records
of the provisions of the program until the department terminates each license
or registration pertinent to the record. The licensee or registrant shall
retain all the other records required by this paragraph for three years after
the record is made.
(C) Records of
surveys showing the results of surveys and calibrations required by paragraph
(A) of rule
3701:1-38-14
and paragraph (F) of rule
3701:1-38-18
of the Administrative Code shall be maintained and retained by the licensee or
registrant for three years after the record is made.
(D) The licensee or registrant shall retain
each of the following records until the department terminates each license or
registration pertinent to the record:
(1)
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;
(2) Records of the results of measurements
and calculations used to determine individual intakes of radioactive material
and used in the assessment of internal dose;
(3) Records showing the results of air
sampling, surveys, and bioassays required pursuant to paragraphs (C)(2)(a) and
(C)(2)(b) of rule
3701:1-38-16
of the Administrative Code; and
(4)
Records of the results of measurements and calculations used to evaluate the
release of radioactive effluents to the environment.
(E) Records of tests for leakage or
contamination of sealed sources shall be kept in units of becquerel or
microcurie, or multiples thereof, and maintained for inspection by the
department for at least three years after the records are made.
(F) Records of prior occupational dose and
exposure history as required in paragraph (E) of rule
3701:1-38-12
of the Administrative Code shall be recorded by the licensee or registrant on a
form provided by the department entitled "lifetime occupational exposure
history" in accordance with the instructions for completing this form, or in
clear and legible records containing all the information required by the same
form. The licensee or registrant shall maintain these records until the
department terminates each license or registration pertinent to this record.
The licensee or registrant shall retain records used in preparing the form for
three years after the record is made.
(G) Records of planned special exposures as
required in paragraph (F) of rule
3701:1-38-12
of the Administrative Code shall be maintained by the licensee:
(1) The licensee shall maintain records that
describe the following:
(a) The exceptional
circumstances requiring the use of a planned special exposure;
(b) The name of the management official who
authorized the planned special exposure and a copy of the signed
authorization;
(c) What actions
were necessary;
(d) Why the actions
were necessary;
(e) What
precautions were taken to assure that doses were maintained ALARA;
(f) What individual and collective doses were
expected to result; and
(g) The
doses actually received in the planned special exposure.
(2) The licensee shall retain the records
until the department terminates each license pertinent to these
records.
(H) Records of
individual dose monitoring results shall be maintained by each licensee or
registrant for each individual for whom monitoring is required pursuant to
paragraph (B) of rule
3701:1-38-14
of the Administrative Code, 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
these rules need not be changed.
(1) These
records shall include, when applicable:
(a)
The deep dose equivalent to the whole body, lens dose equivalent, shallow dose
equivalent to the skin, and shallow dose equivalent to the
extremities;
(b) The estimated
intake or radionuclides as provided in paragraph (B) of rule
3701:1-38-12
of the Administrative Code;
(c) The
committed effective dose equivalent assigned to the intake of radionuclides;
and
(d) The specific information
used to calculate the committed effective dose equivalent pursuant to paragraph
(D)(8) of rule
3701:1-38-12
of the Administrative Code; and
(e)
The total effective dose equivalent when required by paragraph (B) of rule
3701:1-38-12
of the Administrative Code; and
(f)
The total of the deep dose equivalent and the committed dose to the organ
receiving the highest total dose.
(2) The licensee or registrant shall make
entries of the records specified in paragraph (H) of this rule at least
annually.
(I) Each
licensee or registrant shall maintain the records specified in paragraph (H) of
this rule on department form entitled "occupational exposure record for a
monitoring period" in accordance with the instructions for completing this
form, or in clear and legible records containing all the information required
by the same form. The licensee or registrant shall maintain the records of dose
to an embryo or fetus with the records of dose to the declared pregnant woman.
The declaration of pregnancy shall also be kept on file, but may be maintained
separately from the dose records. The licensee or registrant shall retain each
required form or record until the department terminates each license or
registration pertinent to the record.
(J) Each licensee or registrant shall
maintain records sufficient to demonstrate compliance with the dose limits for
individual members of the public specified in paragraph (A) of rule
3701:1-38-13
of the Administrative Code. Each licensee or registrant shall retain the
records required by paragraph (H) of this rule until the department terminates
each license or registration pertinent to the record.
(K) Records of the disposal of licensed
material shall be maintained by each licensee in accordance with paragraphs
(C), (D), (F), and (G) of rule
3701:1-38-19, and
Chapter 3701:1-54 of the Administrative Code. The licensee shall retain the
records required by this paragraph until the department terminates each
pertinent license that requires the record.
(L) Records of tests performed on entry
control devices located in a very high radiation area shall be maintained by
each licensee in accordance with Chapter 3701:1-52 of the Administrative Code
or registrant in accordance with Chapters 3701:1-66 and
, 3701:1-67, and 3701:1-68 of the Administrative Code. These
records must include the date, time, and results of each such test of function.
The licensee or registrant shall retain the records required by this paragraph
for at least three years after the record is made.
(M) Each record required by this chapter
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 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 all
pertinent information, such as stamps, initials, and signatures. The licensee
or registrant shall maintain adequate safeguards against tampering with and
loss of records.
Notes
Promulgated Under: 119.03
Statutory Authority: 3748.04
Rule Amplifies: 3748.04
Prior Effective Dates: 07/22/2001, 06/20/2003, 01/29/2007, 09/01/2011
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