The organization code is a 7-character code that has been assigned to each organization for the purpose of CAIRS reporting and for managing records in the database. An extension "Sub-Level Code" is also used to identify individual sub-level reporting organizations. (See discussion below)

Explanation of Organization Codes

Each part of the code has a specific meaning. The first two characters specify the field organization such as Albuquerque Operations. The third character specifies an area office, if there are any under the field office. The fourth through sixth characters specify the DOE or DOE contractor organization. The seventh character represents an operation type such as production, research, government, etc.

Use and Explanation of Sub-Level Codes

The sub-level code is an 8-character identifier that is an extension to the organization code. It is used to distinguish sub-level reporting groups. The first character is reserved for data management. Each organization code that does not have sub-level reporting groups is identified with the sub-level code "00000000".

Organization codes without sub-level reporting groups:

• Both case and hours worked information are reported for the organization code at the "00000000" sub-level code.

Organization codes with sub-level reporting groups:

• Sub-level reporting codes that begin with "1" represents a sub-level organization where work hours and cases are reported at the sub-level and the total for the organization code is a summation of the data reported for all sub-level codes.
• Sub-level reporting codes that begin with "E" represents a sub-level organization that is exempt from reporting requirements but CAIRS is being used to track "non-reportable" case reports. Reports submitted for sub-level codes that begin with "E" may be partially complete and are not factored into the injury/illness recordable case rates. Hours worked are not reported for sub-level reporting codes that begin with "E".

Management of Organization Codes

Organization codes were originally assigned to each DOE office, contractor or group of subcontractors who had the responsibility to report performance relating to injury/illness, property damage, vehicle accident, or radiation exposure in accordance with DOE Order 231.1 (formerly Order 5484.1). These codes were assigned on a hierarchical basis according to the oversight structure of the DOE and were also representative of the predominant type of operation or work being conducted. The practice was to assign a unique organization code to each separate company or organizational entity which was judged to be of sufficient size or whose contract was of sufficient duration to warrant a separate code. These were generally management and operations (M&O) or prime contractors to DOE. The smaller, more temporary organizations (usually subcontractors) were often assigned to a group code under which their performance was combined, as if they were one reporting entity.

In order to maintain continuity and tracking of performance through changes in management or the reassignment of contracts, the new management inherited the performance history of the site or facility. Where possible the name was simply changed on the organization code. In instances where the hierarchical relationships within DOE changed, current and historical data were mapped to new organization codes which represented as nearly as possible the continuing work force personnel. Where a significantly new workforce assumed operation of a site, the codes were retired to an inactive status and new organization codes assigned.

Active vs Inactive Organizations

Active Organizations

Those DOE or DOE contractors or subcontractors for which accident reports and workplace exposure information are received, or are expected to be received each quarter for input into the DOE CAIRS database as required by Order 231.1 or Order 5484.1, as applicable. This grouping of active organizations includes any for which the names of the organizations have simply been changed, newly created organizations, or those which have received a mapping of data from inactive organizations.

Inactive Organizations

Inactive organizations are those which have discontinued their work for DOE or for some other reason are no longer reporting CAIRS information to DOE. All historical CAIRS data (accident cases, workhours, vehicle mileage or property valuation) for these organizations are preserved in the database. Other organizations, for which the historical data were mapped to a replacement organization, or those organizations which had no records in the database, have been deleted from the organization code lists.

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