Section 157.45. Recordkeeping requirements.

 

(1)   Records for industrial radiography. A licensee or registrant shall maintain a copy of the license or registration, documents incorporated by reference and amendments to each of these items until superseded by new documents approved by the department or until the department terminates the license or registration.

(2)   Records of receipt and transfer of sources of radiation.

(a) A licensee or registrant shall maintain records showing the receipts and transfers of sealed sources, devices using depleted uranium for shielding and radiation machines and retain each record for 3 years after the record is created.

(b) The records shall include the date, the name of the individual making the record, radionuclide, number of becquerels (curies) or mass and manufacturer, model and serial number of each source of radiation and device, as appropriate.

(3)   Records of radiation survey instruments. A licensee or registrant shall maintain records of the calibrations of its radiation survey instruments that are required under s. DHS 157.38 and retain each record for 3 years after the record is created.

(4)   Records of leak testing of sealed sources and devices containing du. A licensee shall maintain records of leak test results for sealed sources and for devices containing DU. The results shall be stated in units of becquerels or m Ci. A licensee shall retain each record for 3 years after the record is made or until the source in storage is removed.

(5)   Records of quarterly inventory.

(a) A licensee shall maintain records of the quarterly inventory of sources of radiation, including devices containing depleted uranium as required by s. DHS 157.40 and retain each record for 3 years.

(b) The record shall include the date of the inventory, name of the individual conducting the inventory, radionuclide, number of becquerels (curies) or mass in each device, location of sources of radiation and devices and manufacturer, model and serial number of each source of radiation or device, as appropriate.

(6)   Utilization logs.

(a) A licensee or registrant shall maintain utilization logs showing for each source of radiation all the following information:

1. A description, including the make, model and serial number of the radiation machine or the radiographic exposure device, transport or storage container in which the sealed source is located.

2. The identity and signature of the radiographer to whom the radiation source is assigned.

3. The location and dates of use, including the dates removed and returned to storage.

4. For permanent radiographic installations, the dates each radiation machine is energized.

(b) A licensee or registrant shall retain the logs required by par. (a) for 3 years.

(7)   Records of inspection and maintenance of radiation machines, radiographic exposure devices, transport and storage containers, associated equipment, source changers and survey instruments.

(a) A licensee or registrant shall maintain records specified in s. DHS 157.41 of equipment problems found in daily checks and quarterly inspections of radiation machines, radiographic exposure devices, transport and storage containers, associated equipment, source changers and survey instruments and retain each record for 3 years after it is made.

(b) The record shall include the date of check or inspection, name of inspector, equipment involved, any problems found and what repair and maintenance, if any, was performed.

(8)   Records of alarm system and entrance control checks at permanent radiographic installations. A licensee or registrant shall maintain records of alarm system and entrance control device tests required by s. DHS 157.42 and retain each record for 3 years after it is made.

(9)   Records of training and certification.

(a) A licensee or registrant shall maintain the following records for 3 years:

1. Records of training of each radiographer and each radiographer's assistant. The record shall include radiographer certification documents and verification of certification status, copies of written tests, dates of oral and practical examinations, the names of individuals conducting and receiving the oral and practical examinations and a list of items tested and the results of the oral and practical examinations.

2. Records of continuing education safety training and semi-annual inspections of job performance for each radiographer and each radiographer's assistant. The records shall list the topics discussed during the safety training, the dates the continuing education safety training was conducted and names of the instructors and attendees. For inspections of job performance, the records shall also include a list showing the items checked and any non-compliance observed by the radiation safety officer or designee.

(10)  C opies of operating and emergency procedures. A licensee or registrant shall maintain a copy of current operating and emergency procedures until the department terminates the license or registration. Superseded material shall be retained for 3 years after the change is made.

(11)   Records of personnel monitoring. A licensee or registrant shall maintain all the following exposure records as specified in s. DHS 157.44 (6) :

(a) Direct reading dosimeter readings and yearly operability checks required by s. DHS 157.44 (6) (b) and (c) for 3 years after the record is created.

(b) Records of alarming ratemeter calibrations for 3 years after the record is created.

(c) Personnel dosimeter results received from the accredited National Voluntary Laboratory Accreditation Program processor until the department terminates the license or registration.

(d) Records of estimates of exposures as a result of off-scale personal direct reading dosimeters or lost or damaged film badges, TLD's or similar approved devices until the department terminates the license or registration.

(12)   Records of radiation surveys. A licensee shall maintain a record of each exposure device survey conducted before the device is placed in storage as specified in s. DHS 157.44 (7) (c) . Each record shall be maintained for 3 years after it is made.

(13)   Form of records. Each record required by this subchapter shall be legible throughout the specified retention period. The record may be the original, a reproduced copy, microform, or electronic storage provided the copy or microform is authenticated by authorized personnel and the microform or electronic copy is capable of reproducing a clear reproduction throughout the required retention period. Records, such as letters, drawings and specifications, shall include all pertinent information, such as stamps, initials and signatures. A licensee or registrant shall maintain adequate safeguards against tampering with and loss of records.

(14)   Location of documents and records. A licensee or registrant shall maintain copies of all the following documents:

(a) Records required by this subchapter and other applicable subchapters at the location specified in s. DHS 157.13 (6) (k) .

(b) Current copies of the following, sufficient to demonstrate compliance, at each applicable field station and each temporary jobsite:

1. The license or registration authorizing the use of sources of radiation.

2. A copy of this subchapter and subchs. I , III and X .

3. Utilization logs for each source of radiation dispatched from that location as required under sub. (6) .

4. Records of equipment problems identified in daily checks of equipment as required under sub. (7) (a) .

5. Records of alarm system and entrance control checks required under sub. (8) , if applicable.

6. Records of direct reading dosimeters such as pocket dosimeters or electronic personal dosimeters readings as required under sub. (11) .

7. Operating and emergency procedures as required under sub. (10) .

8. Evidence of the latest calibration of the radiation survey instruments in use at the site, as required under sub. (3) .

9. Evidence of the latest calibrations of alarming ratemeters and operability checks of dosimeters as required under sub. (11) .

10. Survey records as required under sub. (12) and s. DHS 157.31 (4) as applicable for the period of operation at the site.

11. The shipping papers for the transportation of radioactive materials required under subch. XIII .

12. When operating under reciprocity under subch. II , a copy of the applicable state or nuclear regulatory commission license authorizing the use of sources of radiation.

CR 01-108 : cr. Register July 2002 No. 559 , eff. 8-1-02; CR 06-021 : am. (11) (c), r. and recr. (14) (b) 6. Register October 2006 No. 610 , eff. 11-1-06.