Department of Energy (DOE) Radiological Control Manual

Chapter 7. - Radiological Records

Part 2 - Employee Records

Table of Contents (Articles 72x)

• 721 Employment History
• 722 Personnel Radiological Records
• 723 Other Personnel Radiological Records
• 724 Medical Records
• 725 Radiological Training and Qualification Records

Article 721 - Employment History

Records detailing an employee's preemployment and employment history and the associated radiation dose shall be maintained. Where practical, the association between the radiation dose and job function should be preserved for trending purposes and future worker health studies. The following information should be maintained:

1. Previous work history detailing radiological work assignments, to the extent practical, and yearly doses at other DOE and non-DOE facilities

2. Nuclear Regulatory Commission Form 4 or equivalent that documents previous occupational radiation doses

3. Ongoing work history documenting work assignments and radiation doses; the facility and occupational codes defined in DOE 5484.1 should be used for this process

4. When issued, DOE standardized forms to document previous and ongoing radiation doses.

Article 722 - Personnel Radiological Records

1. Records of doses received by all individuals for whom individual monitoring was performed shall be maintained. These records shall be sufficient to evaluate compliance with all applicable dose limits and monitoring and reporting requirements.

2. Radiation dose records shall contain information sufficient to identify each person, including social security or employee number.

3. Routine and special records related to radiation doses shall be retained for each person monitored. This shall include records of zero dose. Procedures, data and supporting information needed to reconfirm a person's dose at a later date shall be maintained.

4. External dose records shall include the following:

5. Applicable extremity, skin, eye and whole body dose results measured with personnel dosimeters, including all multiple dosimeter badging results
6. Evaluations resulting from anomalous dose results such as unexpected high or low doses
7. Dose reconstructions from lost or damaged dosimeters, or for unbadged workers
8. Evaluations of nonuniform radiation doses.

• Internal dose records shall include the following:

• Applicable whole body and lung counting results (including chest wall thickness measurements where applicable)
• Applicable urine, fecal and specimen analysis results, including estimated intake and identity of radionuclides
• Dose assessment, as required.

• Records of the summation of external dose and committed dose equivalent to any organ receiving a reportable dose shall be maintained for the individual receiving such dose.

• The total effective dose equivalent received by each monitored individual shall be maintained for each year the individual is monitored.

• The dose equivalent to the embryo/fetus of a declared pregnant worker shall be maintained with the occupational exposure records for that worker.

• Records of lifetime occupational dose, including cumulative total effective dose equivalent since January 1, 1989, should be maintained with the individual's occupational exposure records.

• Counseling of persons about radiological concerns should be documented and this documentation retained. It is desirable that the counseled person sign the documentation to acknowledge participation.

• Records of authorization to exceed Administrative Control Levels shall be retained.

• Emergency doses and planned special exposures shall be accounted for separately, but maintained with the individual's occupational exposure records.

• Records of non-uniform dose to the skin caused by contamination on the skin need not be retained in personnel dose records if the dose is less than 2 percent of the limit for the skin in Table 2-1 (see Article 723 for requirements for records of radiological incidents and occurrences). Return to Chapter 7, Part 2 Table of Contents

Article 723 - Other Personnel Radiological Records

1. The complete records of radiological incidents and occurrences involving personnel dose shall be retained.

2. Records of employee radiological safety concerns that have been formally investigated and documented should be maintained.

3. Records of the formal written declaration of pregnancy shall be maintained. Records of revocations of such declarations, as well as records indicating that the pregnancy has concluded (therefore, the conditions of Article 215 do not apply), should also be maintained.

Article 724 - Medical Records

1. Preemployment medical records, if available, and reports of periodic medical examinations should be maintained.

2. Physical examination reports and fit testing results for respirator use should be maintained for respirator users.

3. Medical evaluations and treatment performed in support of the radiological program should be documented.

4. Maintenance of records of nonoccupational radiation doses, such as therapeutic or large amounts of diagnostic radiation doses for medical purposes, is encouraged. Where practical, maintenance of records of preemployment nonoccupational radiation doses is encouraged.

Article 725 - Radiological Training and Qualification Records

1. Records of training and qualification in radiological control shall be maintained to demonstrate that a person received appropriate information to perform the work assignment in a safe manner. Qualification standard records shall be retained for on-the-job and practical factor training as well as for formal classroom training.

2. Formal records of training and qualification shall be readily available to first-line supervision and management of involved personnel to aid in making work assignments.

3. Personnel training records shall be controlled and retained. At a minimum, these records shall include the following:

4. Course title
5. Attendance sheets with instructor's name
6. Employee's name, identification number and signature
7. Date of training
8. Identification of the examination or evaluation form, including sufficient data to identify which test each person completed
9. Verification document or record confirming satisfaction of the training requirement
10. Documentation related to exceptions for training requirements and extensions of qualification
11. Quizzes, tests, responses and acknowledgements of training, with the date and signature of the person trained
12. Special instructions to females, their supervisors and coworkers concerning prenatal radiation dose, acknowledged by the worker's signature.

• Records shall be retained for the following types of training:

• General employee radiological training
• Radiological Worker training
• Periodic retraining
• Respiratory protection training
• Training of radiological control personnel
• Instructor training
• Qualifications for special tests or operations
• Orientation and training of visitors
• Training of emergency response personnel.

• The following instructional materials shall be maintained:

• Course name, with revision and approval date.
• Instructor's manuals, course content, or lesson plans containing topical outlines.
• Video and audio instructional materials, including the dates and lessons for which they were used.
• Handouts or other materials retained with the master copy of the course.
• Job-specific training documents, such as instrument use, radiological procedures, Radiological Work Permit special training requirements, pre-job briefings and mock-up training.

• Documentation of training and qualification received at another DOE location need not be duplicated. Such records should be provided to the person's home office for retention. Return to Chapter 7, Part 2 Table of Contents