Maintaining Radiation Protection Records: Recommendations of the National Council on Radiation Protection and Measurements : Issued November 30, 1992 (NCRP report)

NCRP REPORT No. 114 MAINTAINING RADIATION PROTECTION RECORDS Recommendations of the NATIONAL COUNCIL O N RADIATION PROT...

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NCRP REPORT No. 114

MAINTAINING RADIATION PROTECTION RECORDS Recommendations of the NATIONAL COUNCIL O N RADIATION PROTECTION AND MEASUREMENTS

Issued November 30, 1992

National Council on Radiation Protection and Measurements 7910 WOODMONT AVENUE 1 Bethesda, M D 20814

LEGAL NOTICE This report was prepared by the National Council on Radiation Protection and Measurements (NCRP). The Council strives to provide accurate, complete and useful information in its reports. However, neither the NCRP, the members of NCRP, other persons contributing to or assisting in the preparation of this Report, nor any person acting on the behalf of any of these parties: (a) makes any warranty or representation, express or implied, with respect to the accuracy, completeness or usefulness of the information contained in this Report, or that the use of any information, method or process disclosed in this Report may not infringe on privately owned rights; or (b) assumes any liability with respect to the use of, or for damages resulting from the use of any information, method or process disclosed in this Report, under the Civil Rights Act of 1964, Section 701 et seq. as amended 42 U.S.C. Section 2000e et seq. (Title VZZ) or any other statutory or common law theory governing liability.

Library of Congress Cataloging-in-PublicationData National Council on Radiation Protection and Measurements. Maintaining radiation protection records : recommendations of the National Council on Radiation Protection and Measurements. cm.-(NCRP report ; no. 114) p. Prepared under the auspices of Scientific Committee 46 on Operational Radiation Safety. "Issued November 30, 1992." Includes bibliographical references and index. ISBN 0-929600-27-4 1. Radiation-Safety measures. 2. Files (Records)-Management. 3. Radiation-Dosage-Reporting. I. National Council on Radiation Protection and Measurements. Scientific Committee 46 on Operational Radiation Safety. 11. Title. III. Series. 2. Records-standards. [DNLM: 1. Radiation Protection-standards. WN 650 N2775ml RA569.N353 1992 363.17'996-dc20 DNWDLC 92-49562 for Library of Congress CIP

Copyright O National Council on Radiation Protection and Measurements 1992 All rights reserved. This publication is protected by copyright. No part of this publicationmay be reproduced in any formor by any means, includingphotocopying, or utilized by any information storage and retrieval system without written permission from the copyright owner, except for brief quotation in critical articles or reviews.

Preface This Report is part of a series prepared under the auspices of Scientific Committee 46 on Operational Radiation Safety. It provides guidance on maintaining radiation protection records. Record keeping is a n essential element of every radiation protection program. This Report describes the elements that should enter into the design of a program for the maintenance of operational radiation safety records. The problems of the length of time for retention of records for operational, regulatory, epidemiologic and legal uses are discussed in detail. Serving on NCRP Scientific Committee 46-5 for the preparation of the draft material were:

Roscoe M. Hall, Jr.",Chairman Westinghouse Savannah River Plant Aiken, South Carolina Members

Joyce P. Davis Defense Nuclear Facilities Safety Board Washington, D.C.

Peter S. Littlefield Yankee Atomic Electric Co. Bolton, Massachusetts

Nancy A. Dreyer Epidemiology Resources, Inc. Newton Lower Falls, Massachusetts

Bette L. Murphy Rockville, Maryland

Richard J. Vetter Mayo Clinic Rochester, Minnesota Scientific Committee 46 Liaison Member

Thomas D. Murphy U.S. Nuclear Regulatory Commission Washington, D.C.

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PREFACE

Consultant

Richard J. 'll'raub Battelle Pacific Northwest Laboratories Richland, Washington

NCRP Secretariat James A. Spahn, Jr. (1986-1992) Robert T. Wangemann (1986) E. Ivan White (1983-1985) Serving on Scientific Committee 46 on Operational Radiation Safety for the preparation of this Report were:

Kenneth R.Kase, Chairman (1990-) Stanford Linear Accelerator Center Stanford, California Charles B. Meinhold, Chairman (1983-1990) Brookhaven National Laboratory Upton, New York Members

Ernest A. Belvin (1983-1987) Tennessee Valley Authority Chattanooga, Tennessee

David S. Myers (1987-) Lawrence Livermore National Laboratory Livermore, California

W. Robert Casey (1983-1989) Brookhaven National Laboratory Upton, New York

John W. Poston (1991-) Texas A&M University College Station, Texas

Robert Catlin University of Texas Houston, Texas

Keith Schiager University of Utah Salt Lake City, Utah

Joyce P. Davis (1990-) Defense Nuclear Facilities Safety Board Washington, D.C.

Ralph Thomas (1989-) Lawrence Livermore National Laboratory Livermore, California

William R. Hendee Medical College of Wisconsin Milwaukee, Wisconsin

Robert G. Wissink 3M Company St. Paul, Minnesota

PREFACE

James E. McLaughlin Canoga Park, California

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Paul L. Ziemer (1983-1990) Purdue University West Lafayette, Indiana

Thomas D. Murphy

U.S.Nuclear Regulatory Commission Washington, D.C. The Council wishes to express its appreciation to the Committee members for the time and effort devoted to the preparation of this Report. Charles B. Meinhold President, NCRP Bethesda, Maryland 15August 1992

Table of Contents . .

1 Introduction .......................................................................... 2 Guidance for Systematic Generation and Retention

of Records Relating to Radiation Protection ............

2.1 Records System Design and Operation ......................... 2.1.1 Record Handling Procedures ................................ 2.1.2 Codes and Coding Conventions ............................ 2.1.3 Definitions .............................................................. 2.2 Records Generation ......................................................... 2.2.1 Specificity ............................................................... 2.2.2 Completeness ......................................................... 2.2.3 Ancillary Information ........................................... 2.2.4 Identity of Originator of Records ......................... 2.2.5 Record Status Information ................................... 2.2.6 Radiation Dose ...................................................... 2.3 Records Linkage .............................................................. 2.4 Files .................................... .......................................... 2.4.1 Introduction ........................................................... 2.4.2 Files for Individuals ................................................ 2.4.3 File for Places and Activities ............................... 2.4.4 Other Files ............................................................. 2.4.5 Computer Files Derived from Original

..

Records

...............................................................

2.4.6 Original and Reproduced Records ........................ 2.4.7 Backup Files ..........................................................

2.5 Storage and Maintenance of Records ............................ 2.5.1 Records Format ..................................................... 2.5.2 Records Retention ................................................. 2.6 Records Retrieval ............................................................ 2.7 Quality Control ........................:...................................... 2.7.1 Records Quality Control ....................................... 2.7.2 File Storage and Retrieval Quality Control ....... 2.8 Legal Aspects of Records Management ......................... 2.8.1 Evidentiary Considerations .................................. 2.8.2 Incorporation by Reference ................................... 2.8.3 Disposition of Records of Defunct

Organizations

...................................................

2.8.4 Privacy and Other Confidentiality

Considerations

...................................................

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CONTENTS

............... 3. Radiation Protection Program Records ........................ 2.8.5 Documentation of Computer Programs

3.1 Objective .......................................................................... 3.2 Records Management .................................................... 3.3 Types of Program Records ............................................. 3.3.1 Authorizing Documents ........................................ 3.3.2 Accreditations and Certifications ......................... 3.3.3 Guidance Documents ............................................ 3.3.3.1 External Documents ................................ 3.3.3.2 Internal Documents ................................. 3.3.4 Radiation Protection Organization and Personnel ............................................................ 3.3.4.1 Personnel Identification and Qualifications ........................................ 3.3.4.2 Position Descriptions ............................... 3.3.4.3 Radiation Protection Personnel Training ................................................. 3.3.5 Program for Quality Control and Assessment of the Radiation Protection Program .............. 3.3.6 Radiological Training Program for General Workers ............................................................... 3.3.7 Source and Access Control Program .................... 3.3.8 Radiological Measurement and Control Programs ............................................................ 3.3.9 Calibration Program ............................................. 3.3.10 Respiratory Protection Program ........................ 3.3.11 Radiation Work Control Program ...................... 3.3.12 Dosimetry and Exposure Control Program ....... 3.3.13 Ventilation Monitoring Program ........................ 3.3.14 Environmental Radiation Monitoring and Dose Assessment Program ....................................... 3.3.15 Radioactive Waste Program ............................... 3.3.16 Radioactive Materials Receipt and Shipment Program ............................................................ 3.3.17 Incident Response Programs .............................. 3.3.17.1 Emergency Response Planning Program ............................................. 3.3.17.2 Program for Notification. Investigation. Tracking and FollowUp of Incidents and Emergencies .... 3.3.18 Programs to Maintain Exposures As LOWAs Reasonably Achievable (ALARA) .................. 3.3.19 General and Administrative Programs ............. 3.3.19.1 Reports ..................................................

CONTENTS

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3.3.19.2 Administrative Program ...................... 3.3.19.3 Record-Keeping Program ..................... 3.4 Changes in Guidance. Procedures and Methods ........... 4 Individual Records ............................................................. 4.1 Exposure Categories for Individuals ............................. 4.2 Personal Data .................................................................. 4.3 External Dosimetry .......................... ........................... 4.3.1 Dose Assessment Records ..................................... 4.3.1.1 Whole Body Dose EquivaIent .................. 4.3.1.2 Effective Dose Equivalent ....................... 4.3.1.3 Dose Equivalent to Skin .......................... 4.3.1.4 Dose Equivalent to the Lens of

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the Eye

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4.3.1.5 Extremity Dose Equivalent

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Individual Dose Records for Internal Dosimetry .......... Summation of Internal and External Exposure ........... Exposure History ............................................................. Missing Dosimetry Results ............................................. Abnormal Exposures ....................................................... Training Records ............................................................. 5. Workplace Records ............................................................. 5.1 Introduction ..................................................................... 5.1.1 General Description .............................................. 5.1.2 Controlled Areas ................................................... 5.1.3 Ventilation and Exhaust Features ....................... 5.1.4 Access Control ....................................................... 5.2 Radiation Work Permits (RWP) ..................................... 5.3 Area Radiation and Contamination Records ................ 5.4 Instrumentation .............................................................. 5.5 Protective Equipment ..................................................... 5.5.1 General Description .............................................. 5.5.2 Quality Assurance ................................................. 5.6 As Low As Reasonably Achievable (ALARA) ............... 5.7 Radioactive Material Shipments .................................... 5.8 Radioactive Material Inventory ..................................... 5.9 Accidents and Incidents ................................................ 6 Environmental Records ................................ ................... 6.1 Introduction ..................................................................... 6.2 Pre-Operational Monitoring Program ........................... 6.2.1 Climatic. Topographic. Land Use and Demographic Studies ......................................... 6.2.2 Radiological Surveillance Records ....................... 6.3 Operational Environmental Monitoring Program ........ 4.4 4.5 4.6 4.7 4.8 4.9

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CONTENTS

6.4 Radioactive Materials Release and Dose Assessment ................................................................... 6.4.1 Radioactive Material Release Reports ................. 6.4.2 Dose Assessment Reports ..................................... 6.5 Off-Site Incident Investigations and Special Studies ... 7. Radiation Protection Instrumentation ........................... 7.1 Introduction ..................................................................... 7.2 Specifications ................................................................... 7.3 Calibration Facility Description and Source Certification ................................................................. 7.3.1 Calibration Facility ............................................... 7.3.2 Source Certification ............................................... 7.4 Calibration ....................................................................... 7.5 Maintenance Records ...................................................... 7.6 Instrument Inventory Records ......................... . .......... Appendix A Types of Linkages ............................................ A.1 Intrafile Linkages ........................................................... A.2 Interfile Linkages ........................................................... Appendix B Retention of Radiation Records ................... Glossary ...........:.......................................................................... References ................................................................................ The NCRP ................................................................................. NCRP Publications .................................................................. Index ...........................................................................................

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1. Introduction For many years the National Council on Radiation Protection and Measurements (NCRP) and its predecessors have provided recommendations dealing with many aspects of radiation protection. The NCRP seeks to provide practical recommendations for the establishment of a radiation safety program and record keeping is an essential element of a radiation safety program (NCRP, 1978a; 1989a). The objective of this Report is to describe the elements that should enter into the design of a program for the maintenance of operational radiation safety records to: aid in protection of individuals, evaluate the effectiveness of radiation protection programs, and provide for accuracy, reliability, confidentiality and retrievability. This Report is offered as a guide for the appropriate maintenance of records as required by the radiation protection program and should be helpful in determining when a record is needed, what a particular record should contain and what records should be retained. Decisions concerning how best to implement the recommendations of this Report are subject to an evaluation of the needs of the organization. Factors that should be considered when judging which radiation safety records should be incorporated in any program are the: benefits of maintaining the record, costs and resources required to maintain the record, and risks associated with not maintaining the record. Radiation safety records can be used for a variety of purposes, including: evaluation of the radiation safety program to ensure effective program operation, evidence of regulatory compliance, data for epidemiologic studies, and information for making or contesting claims for radiationinduced injury. An effective radiation safety program can do much to reduce exposures to a level as low as reasonably achievable (ALARA) within the

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1. INTRODUCTION

NCRP-recommended dose limits (NCRP, 1987) and to control the potential for accidental exposures. The ability to demonstrate trends and to reconstruct past exposures is invaluable in such a program. This Report provides guidance for the establishment of a system of operational radiation safety records and makes recommendations on both the content and the management of records. Not all records need be under the control of the same records custodian (person or organization), but all should be linked and retrievable. This Report recommends techniques for systematic generation and retention of records, including record format, linkage, storage and quality control. It discusses the programmatic types of records needed for an operational radiation safety program. Details are provided for records which must be kept for individuals, including external and internal exposure records, training and personal data records. Records required to characterize the work environment, including facility descriptions, Radiation Work Permits (RWP), radiation survey data and other information needed to document exposures are discussed. Records needed for the protection of the public and the environment, including radiation monitoring programs, effluent monitoring and off-site dose assessments, are detailed. Finally, a section on records needed to document the calibration and maintenance of radiation protection instrumentation is provided. [See NCRP Report No. 112 (NCRP, 1991a)for recommendations on calibration of portable radiation survey instruments.] When an existing record-keeping program is to be modified or existing records are to be incorporated into anew system, the quality and compatibility of older records and the reasonableness of trying to bring lower quality records up to current standards need to be considered. This Report does not recommend that all records in existence prior to the adoption of the recommendations of this Report necessarily be converted to a new record-keeping system. However, the older records should be maintained and linked as much as is possible to any new system developed using the guidance of this Report. The guidance provided by this Report will be useful to the responsible organization in evaluating all of the needs of their particular radiation protection program. Records required for epidemiologic and legal purposes are often identified and used long after they have been generated. Subjects for epidemiologic investigations are selected for one or more of three reasons: by virtue of membership in a group at or during a certain period of time (e.g.,all people employed at a nuclear facility between 1960 and 1970),

1. INTRODUCTION

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because they have developed a particular disease subsequent to their radiation exposure (becoming "cases" for case-control studies), or because they have not developed that disease (controls). Some of the same criteria that would make individuals suitable for epidemiologic study also might cause them (or their survivors) to initiate claims for compensation for an alleged occupationallyrelated injury or disease. Each situation would require a detailed record review to recreate the circumstances surrounding the individual's exposures to radiation. This Report discusses techniques for the linking of records maintained in the workplace. Records which are not properly linked may be difficult to use in epidemiologic studies and litigation. In many instances, the utility of existing record-keeping programs could be improved dramatically with a few simple changes such as maintaining supplementary master lists that identify which records are kept, where they are kept, and the relevant time period covered by the records. The availability of these master lists would facilitate retrieval of records based on personal identification and time period and allow records of an individual's health, work and residence to be linked. Good documentation of day-to-day operational radiation safety activities is necessary for reconstructing the information needed for epidemiologic or legal purposes years later. When radiation records provide linkage with other historical data relating to the individual's health, work and residential environment, they can be used to respond to a wide variety of possible future needs. The current requirements of any regulatory agency relating to the content or keeping of records are not addressed explicitly in this Report. Insofar as the responsible organization is subject to such requirements, they must be considered in addition to the recommendations of this Report. However, the keeping of records that indicate compliance or describe efforts made to comply with regulatory requirements are addressed. This Report should be useful to all types and sizes of organizations using radioactive materials and radiation sources. It can be used to assist in the development of an appropriate system of operational radiation safety records. There is one note of caution however. This Report is limited to a records program and should not be used as a recommendation for establishing a radiation safety program. The NCRP Report No. 59 (NCRP, 1978a) and other documents should be consulted for these NCRP recommendations on the subject.

2. Guidance for Systematic Generation and Retention of Records Relating to Radiation Protection To be useful for operational radiation safety programs, and for epidemiology and legal purposes, records should be maintained in accordance with the highest standards of the record-keeping discipline (Fienberg et al., 1985; ANSI, 1976). Information contained in individual records must be legible, accurate, reliable and interpretable. There should be a means for assuring confidentiality when appropriate. Since files and records can be linked by routinely including information identifying individuals, facilities and relevant time periods in individual records, it is not necessary that all files be kept together. The value of the entire record-keeping system rests on the ability to identify and retrieve records of interest according to person, place, technical factors such as type of radiation or radionuclide, time and other parameters. Confidentiality is an issue that must be addressed in its broadest sense when designing record systems. The confidentialityof personal and proprietary information must be protected. Consideration of specificissues depends on the applicable law and is outside the scope of this Report. Safeguards should be taken to insure that access to the record system will be restricted appropriately.

2.1 Records System Design and Operation The radiation protection records system includes various files, containing specific kinds of information. The basic unit of the file is a record and the record consists of one or more fields. Each record should have adequate identification to link it with other records into a cohesive system. This Section defines linkage and discusses how the records described in this Report can be linked. The use of terms that may have specific meaning within the context of computermaintained database management systems does not imply a recom-

2.2 RECORDSGENERATION

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mendation for use of a particular type of system or use of computers. The terms are used only to describe concepts.

2.1.1

Record Handling Procedures

Record handling system descriptions and written procedures should be provided to enable those responsible for record handling to retrieve information in a timely manner. Procedures should address indexing records and provide directions for storage and control of documents. A standard system of indexing all records is essential to ensure that records are identifiable, accessible and retrievable.

2.1.2

Codes and Coding Conventions

Whenever possible, standard codes and coding conventions should be used. For example, Standard Industrial Classifications Manual (1987) and Standard Occupational Classifications Manual (1980) have been used successfully in many situations. Coding systems like these are useful because they are interpretable within and outside an industry and do not vary with changes in management, federal regulations or union contracts.

2.1.3

Definitions

The current operational definitions used for processing, storing and coding information should be documented. Identification codes for each category of information should also be maintained. All changes and corrections should be identified and recorded in such a manner that a trail is created that can be followed. Obsolete definitions, codes or methods of calculation (eg., formulas)should be stored in historical documentation files along with the reason for the change or correction made.

2.2 Records Generation 2.2.1

Specificity

Generally, information should be recorded in as specific a form as is available, whatever that may be. Information should not be

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2. GUIDANCE FOR RECORDS GENERATIONIRETENTION

discarded, however, merely because it is known only qualitatively or is otherwise uncertain. For example, where a n accurate measurement of radiation dose is not available, there may be information on the range bounding the likely dose. It is desirable to specify the appropriate dose quantity for an individual as described in Section 4.3; however, in some cases the mere fact that a person might have been exposed to radiation may be important. Such information should be recorded when quantitative measurements are not available; it may be useful, eventually, in the context of an epidemiology study or litigation.

2.2.2

Completeness

Where important quantities are derived or calculated from measured quantities, both the measurement data and the quantities derived from them, along with references to the method and assumptions used in the derivation should be maintained. All information necessary for the interpretation of the measurement data should also be retained. It is important that documentation be maintained in a manner that specifically addresses missing information and data that have been estimated or calculated rather than measured directly. This distinction is often overlooked in paper records as well as in computer files. Information in a record should permit the unambiguous interpretation of an empty field or a zero as: the value measured was zero, the value measured or otherwise determined was within the definition of zero established for the records system, the field is not applicable to a particular situation, it is known that information is not available, or the status of information availability is unknown. Similarly, for information that has been calculated or estimated, the record should indicate the method used to perform the calculation, or to make the estimate. This information may be needed to verify or revise the calculation or estimate later, if necessary, and also to distinguish these cases from actual measurements. Records of measurements should also indicate whether the value recorded is the actual measurement or a value assigned because the measurement was a t or below the lower limit of detection for the measuring instrument.

2.2 RECORDS GENERATION

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2.2.3 Ancillary Information

In many instances, it may be neither possible nor desirable to include all ancillary or explanatory information within a particular file. In such cases, it is vital to create some means to identify the fact that supplementary information exists and, if possible, to identify the location of such information. For example, if an individual had an accidental radiation exposure that was not recorded by usual procedures, an indication of presence a t the site when an accident occurred (i.e.,had a potential for exposure) should be noted in the individual's radiation protection files so that any supplementary data relating to the accident could be retrieved, if necessary. Similarly, if relevant information is routinely maintained in other files in a program or organization, it need not be duplicated; instead specific reference to such other files should be provided. For example, personnel files may contain extensive demographic information and prior history of employment that need not be duplicated in radiation protection files. However, it is essential to evaluate,the record-keeping storage and retention policies of ancillary data systems before relying on their use (see Section 2.8.3 regarding transfer of custody for records).

2.2.4 Identity of Originator of Records

Each record should contain a legible indication of the identity of the person or persons who generated it. Where signatures are used, they should be readily identifiable, either by an additional printed name on the record or through an authorized signature file linked to the master personnel file. In the case where a record is changed after its original generation, the identity of the person or persons responsible for deciding on and executing the change in the record, should be indicated.

2.2.5 Records Status Information

Records relating to individuals should indicate whether it is the first record for the individual, an update or a final report at the end of a process or procedure, termination of employment, retirement or death. Such record status information will facilitate interpreting the sequence of individual records. Each record should include reference to calendar date and to time of day if that is important. starting and stopping dates Coy day, month and year) are essential. The dates the

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2. GUIDANCE FOR RECORDS GENERATION/RETENTION

record was created, updated, copied or otherwise processed, should be documented. 2.2.6 Radiation Dose

Radiation dosimetry records ideally should include the fact that an individual was exposed to ionizing radiation, the place, the amount and relevant times and dates, in addition to linkage information (see Section 2.3). Records of occupational exposure to radiation should be supplemented by records describing facilities, radiation protection programs and equipment, and information about other potentially harmful exposures in the workplace. Descriptions of the relevant radiation protection records are contained in the balance of this Report. If not otherwise accessible, information about toxic materials used in the workplace is usually available through Employee Right to Know and community relations programs. As a minimum for occupational radiation dose records, it is essential to know the dates that radiation exposure first began and finally terminated. Information about dose rates and accumulated organ dose by calendar time is important. Records of accidental irradiation or intakes of radioactive material are also essential. As a general guide, even if specific dose equivalent assessment is not achievable for a particular event, it is important that the fact of exposure be recorded for each individual involved. More detailed guidance on radiation exposure records is provided in Section 4 of this Report.

2.3 Records Linkage

Since it may not be feasible to store at a single location all information that eventually may be useful, it is necessary to have a small set of unique identification data that can be used to link specific individuals and events with exposures. Linkage systems have been developed that maximize use of existing data resources (Pell, 1978; Kerr, 1978; Hoar et al., 1980; Hsieh et al., 1983). The concept of record linkage is designed to build on existing record systems and to identify all records pertaining to an individual, site or time period. Various cross-linkages are necessary to match data that are stored on an individual basis with those stored on a grouped basis. For example, facility records should permit linkage of specific individuals to training records. Each dosimetry record should ideally be linked to individuals, facilities, times and locations. All identification data that are used for linkage must be unique without duplication or

2.4

FILES

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overlap. For an individual, the minimum basic set of identifying information that should be used on all pertinent records is name (first, middle initial, last), social security number and date of birth. In addition, maiden name should be included for women. It is not sufficient to store only name or social security number or both. Transcription errors can occur; first name, middle initial and date of birth can be used for identification if an erroneous social security number was recorded inadvertently. Locational identifiers should include name or numerical code for organizational subdivisions and location and should be linked to other records (e.g., see Sections 3,4, 5 and 6).More detailed information on intrafile and interfile linkages, with examples, are shown in Appendix A, Types of Linkages. For more information, see the protocol for the U.K. National Registry of Radiation Workers of the National Radiological Protection Board (Darby, 1981).

2.4 Files 2.4.1 Introduction

Two files should be created, one for individuals and one for facilities. See Sections 3, 4, 5 and 6 for more information about records that should be maintained in these files. Where appropriate, master files should be linked to other files that may contain information on a variety of matters, including information relating to individuals, such as radiation exposure, exposures to potentially harmful substances and health status. Other files may also contain information about facilities and programs, such as instrument calibration and environmental monitoring. 2.4.2

Files for Individuals

The identifying file for individuals (oftenheld in the organization's personnel department) should contain sufficient information to permit unique identification. In the United States, full name (first, middle initial, last, maiden), social security number, date of birth, place of birth, mother's name and father's name, and parents' birthplaces complete the set of information needed to identify a match through Social Security or the National Death Index systems. Linkage of personal identifiers with national data systems will permit follow-up for mortality, as is often done in epidemiologic studies.

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Further, a complete set of personal identifiers has broader utility for health protection and litigation purposes since it helps ensure that the individual whose record has been retrieved is in fact the person whose record was sought. A matching program for linkage of records by name and number is presented by Newcombe (1974). In addition to unique personal identifiers, records for currently employed individuals should contain information on their job or task assignment and should be updated a t least annually. Position titles and position descriptions should become part of the individual record to allow all people with a given job title to be enumerated and their enrollment in the system verified. This approach adds important descriptive information that may be useful in identifying and quantifying work-related exposures.

2.4.3 File for Places and Activities

In most instances, files referring to place concern the workplace and primary residential location. Each location within a workplace facility should be identified uniquely. When there is a change in locations or if locations are used only occasionally, it is important to identify these facts, even if all locations are not documented on a routine basis. Other files should include a historical description of the facility, its purpose, uses, programs, organizations and processes (see Sections 3, 5 and 6).

2.4.4

Other Files

Other existing files, such as health records, if maintained, should be linked to individuals and places. In the case of health-related records, the place is where diagnosis or treatment occurred and where further records may be located. Such files may be maintained in the medical department of the employer. Other relevant records may be found in a variety of places. Illness and death records should contain the specific disease diagnosis and all causes of death. If such specific information cannot be routinely included, as a minimum, the record should indicate that an event occurred and that followup information is available or can be obtained in a given location. For records of hospitalizations and out-patient surgery, it is important to include the name and address of the doctor and the facility so that medical records may be requested in the future, if necessary. On a broader basis, health files may be used to maintain records of personal habits and family histories that may be relevant to epide-

2.4 FILES

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miologic research and legal questions. Records of baseline health interviews generally address smoking, family history of diseases, and sometimes diet, including use of alcohol. Interim health information, obtained through visits to the medical department should be included in the health file.

2.4.5

Computer Files Derived from Original Records

When computer-readable media are used to store data not originally generated by computer, the responsible organization should consider maintaining the files containing the original or reproduced records from which computer files were derived. Such information can assist in the interpretation of ambiguous computer data files. These files also may serve as verification should the computer files become damaged or unreadable through obsolescence, mechanical failure or other casualty.

2.4.6

Original and Reproduced Records

Because long retention is required for radiation protection records, consideration should be given to the use of reproduced copies of original records in primary files, particularly if the originals are bulky or would be subject to extensive deterioration in physical quality or legibility over time. Microform (e.g.,microfilm, microfiche) and other archival technologies are available that can, in the right circumstances, produce files that are essentially equivalent to the originals in content, and superior in storage qualities and longevity. If the need for documents as evidence in future litigation is likely, the responsible organizations that decide to replace original documents with microform or other archival technology should consult legal counsel before the originals are discarded.

2.4.7 Backup Files

Whatever the format of the primary files (original documents, microform copies or computer-readable media), it is prudent to retain duplicates of all important records. To enhance reliability, the responsible organization may wish to keep its backup files in aformat

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different from that used for the primary files. Backup files should be stored in a location remote from the storage site of the primary files.

2.5

Storage and Maintenance of Records

2.5.1 Records Format

Whenever possible, the forms used for data entry should be designed to facilitate easy entry of specific information. Existing records may take the form of hard copy (e.g., paper), microform or computer-readable media (eg., punched cards, magnetic disks or tape, optical disks). Each method has its strengths and limitations in terms of durability, storage requirements and accessibility. For machine-readable data storage, attention must be paid to the hardware needed to retrieve and access the data. When changes in computer hardware occur, old data should be transferred to a format that will be readable by the newer equipment. The historical file structure, record layout and conversion program documentation should be maintained. In cases where not all the old data have been transferred to the new format, the documentation on file structure and layout is critical for future data retrieval. 2.5.2

Records Retention

The need for creating, storing and retrieving differs somewhat depending on the purpose for which the record is kept. Retention of health and safety records, used primarily to document that appropriate procedures have been followed, is frequently mandated by law. In contrast, retention requirements for epidemiologic records and for records which may be used in litigation are seldom clearly definedin advance. More detailed guidance for retention of radiation protection records is provided in Appendix B. The recommended retention period for individual health and safety records, based on program requirements, is 50 y from the date of first exposure.This generally covers the maximum exposureperiod for most radiation workers. At least 75 y from first exposure is recommended as the time period for storing records for epidemiologic research because of the relatively long latent period between first exposure to carcinogens and the onset of clinically detectable disease. Although many diseases, including certain forms of cancer, have

2.7

QUALITY CONTROL

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shorter induction periods, it is important to allow a lag time for an investigator to conceive the need for a study and then to carry it out. Finally, 25 y afier the death of the individual, or, if the date of his death is unknown, 100 y after birth, is recommended for record storage for litigation purposes since it is unlikely that a claim by a worker or the worker's survivors could be legally brought after that time. Records that do not relate to a specific individual directly should be retained until the 100th birth anniversary of every individual to whom those records are linked has passed.

2.6 Records Retrieval

A listing of the content and location of all files, including backup files, should be maintained. Each file should be completely indexed to a level commensurate with the type of information to be retrieved. Where appropriate, a system of flags, labels or other identifying marks can be used to facilitate the identification of the content of a particular document.

2.7

Quality Control

2.7.1 Records Quality Control

It is essential to examine and review the records that are being generated, collected and stored. Basic quality control checks should include systematic checks of accuracy and completeness and, where possible, detailed examination of information. Accuracy checks include verification of data stored in computer-readable form with originals or directly readable hard copy. Completeness checks include evaluation to ensure that all data that should have been assembled are, in fact, present, legible and retrievable.

2.7.2 File Storage and Retrieval Quality Control

Backup and other archival materials should be reviewed annually to check for completeness, availability and for safety of the archives

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from damage by heat, cold, water, fire, infestation and other deleterious conditions.

2.8 Legal Aspects of Records Management

2.8.1 Evidentiary Considerations Records may eventually have to be used as evidence in legal proceedings. Most courts and other tribunals have rules of evidence that prescribe what constitutes evidence that can be used to convince the trier-of-fact Cjury, judge or hearing officer) of the truth of a proposition. The law of evidence is constantly changing as new types of records are developed, and it may be useful to have an attorney participate in the design and periodic review of the records system, since possible future use in litigation should be considered. Records that are routinely kept pursuant to standard procedures, that are dated and include identification of the record generator, and that are controlled to prevent unauthorized changes or fraudulent manipulation, would generally be admissible in most tribunals. It may be necessary to establish the degree of confidence to be placed in the employers record-keeping techniques by presenting testimony concerning the methods of records generation, storage and retrieval, and the provisions made to ensure the integrity of the records. Records entered into a computer file as they are generated, or transferred to computer-readable media subsequent to their generation, may present evidentiary problems. For example, legal considerations have sometimes required contemporaneous generation and maintenance of a "hard copy" for every computer-generated record. This is an area of the law that is developing rapidly a t the present time, and the guidance of an attorney should be sought in planning and reviewing such systems. It is likely that in the future, routinelykept computerized records will be admissible as evidence provided their accuracy and integrity can be reasonably ensured. The same considerations that apply to documentation and quality control of computer programs used to generate records (see Section 2.8.5) apply as well to computers and programs used for information storage and retrieval. Care should also be taken to ensure that the integrity of the media used to store computerized records can be reasonably ensured.

2.8 LEGAL ASPECTS OF RECORDS MANAGEMENT

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2.8.2 Incorporation by Reference

External documents that are readily available from standard reference libraries, or from other identified repositories which can and will make copies available on demand, need not be physically included in the radiation protection records system. Such documents can be incorporated by reference by providing complete bibliographic citations and a n indication of the place or places from which a copy can be obtained. A list of documents incorporated by reference should be kept and reviewed periodically to ensure that each document continues to be available from the source cited or from another source that replaces it in the list.

2.8.3

Disposition of Records of Defunct Organizations

Since records may be destroyed, dispersed or otherwise lost when the responsible organization is dissolved or goes out of existence, organizations that keep radiation protection records and are contemplating dissolution should see that these records are transferred to a responsible custodian. When part of the responsible organization's records are maintained by others, the organization should arrange to have custody of such records transferred either periodically or when the organization keeping those records goes out of business. The contractual documents that relate the parties should contain provisions for the transfer of custody.

2.8.4

Privacy and Other Confidentiality Considerations

Records relating to identified individuals may be subject to federal or state laws that protect individual privacy. Generally, the courts have opined that the Freedom of Information Act (Public Law No. 90-23,1967) and its amendments (Public Law No. 93-502,1974) and the Privacy Act of 1974 (Public Law No. 93-579,1974) do not apply to records maintained by private organizations supported by private funds. Federal government organizations must take these statutes into account. In the private sector, state statutes, contracts and other legal considerations may provide sanctions that limit disclosure. In any case, it is important to safeguard the confidentiality of information about individuals. Where the law permits such release, relevant records containing personal information should be released to responsible researchers when three conditions are met:

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the importance of the research is such that the potential benefits to society justify the risk to the individual in the revealing of information to the researcher; the responsible organization is satisfied that the researcher has established adequate safeguards to protect the information disclosed from unauthorized use, including a program for removal or destruction of personal identifiers; and the researcher agrees not to disclose or make further use of any information, the disclosure of which could reasonably be expected to lead to the identification of any individual, unless the researcher has obtained the prior written consent of the responsible organization. Individuals should receive an annual record of their exposure. Detailed information should be available upon request of the individual, but should not be released to a third party without the written consent of the individual. Records of documents authorizing release should be maintained. There are other constraints on disclosure and copying that relate to proprietary commercial information (e.g., trade secrets) and material under copyright. If commercial proprietary information is included in radiation protection records, the rights of the owner of the information with regard to disclosure must be protected. The rights of the copyright owner must be considered when copies are to be made of material under copyright.

2.8.5 Documentation of Computer Programs

For the results of computer calculations to be considered credible, a foundation must be laid describing the processes used and steps taken to ensure integrity of the information. When computer programs are used to perform calculations or control processes, the steps being carried out must be documented so that the operations of the computer can be understood and verified. Where applicable, the guidance of appropriate standards-setting bodies for program documentation should be followed (ANSIIASME, 1979).Detailed specifications for input and output should be provided, as well as specification of the requirements for the system to run the program. Changes to computer programs must be recorded and dated so that the version of the program which was used to generate any particular record can be identified and its characteristics determined. Quality control of

2.8 LEGAL ASPECTS OF RECORDS MANAGEMENT

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computer programs is also important to ensure that no undocumented changes are made to the program, to stored parameters or to data. Records of all versions of computer programs that have been used in the past must be kept as part of the radiation protection program record (see Section 3).

3. Radiation Protection Program Records 3.1 Objective The scope of the radiation safety program for each facility establishes the basis for the selection of the type and depth of records to be maintained. Records relating to each element of a current radiation protection program are useful as a guide for operation and evaluation of the program and for documenting that it meets organizational and regulatory requirements for maintenance of the health and safety of the worker and the public. Records relating to the program as it was in the recent past may be useful in trend analysis and program management. These historical records will allow retrospective operational reviews as a part of an ongoing exposure control program. It may be important to know how a particular job was performed, as well as how often, and with what radiological consequences.Keeping records of the program beyond the period of their direct applicability provides information relevant to claims for radiation injury caused by past exposures. Such records may be of help in supplementing the information needed for epidemiologic purposes as well.

3.2 Records Management All radiation protection program records (program records) should be maintained in accordance with the recommendations set forth in Section 2 of this Report. Records relating to the records management program are discussed further in Section 3.3.19.

3.3 Types of Program Records 3.3.1 Authorizing Documents Program records include all authorizing documents. This category includes documents such as federal and state licenses, individual

3.3 TYPES OF PROGRAM RECORDS

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authorizations under an institutional broad license, corporate organizational and policy statements, and judicial or administrative agency orders. Other records that document compliance with the authorizing documents should be linked to the authorizing documents so that compliance, at any time in the past, with the authorizing documents as they then were, can be determined.

3.3.2 Accreditations and Certifications Program records include all accreditations, certifications and similar documents, insofar as they are applicable to the program or to specific aspects of the program, e.g., National Voluntary Laboratory Accreditation Program or Department of Energy Laboratory Accreditation Program for accreditation of dosimetry, College of American Pathologists for laboratory accreditation, Joint Committee on Accreditation of Health Care Organizations for hospital accreditation or Institute of Nuclear Power Operations for accreditation of nuclear power plant training programs.

3.3.3 Guidance Documents Program records include guidance documents from sources both external and internal to the facility.

3.3.3.1 External Documents. This category includes NCRP and International Commission on Radiological Protection (ICRP)recommendations; consensus standards; relevant governmental, industry or professional guidance documents; and applicable radiation control regulations. Some of these documents may be incorporated by reference (see Section 2.8.2).Whenever the guidance of a document is used as the basis for a program action or for other program records, the external guidance document involved must be bibliographically described in program records with the specificity needed to ensure ready identification and retrieval of the document from the external source, if necessary. That includes identification of version or revision number or date of publication. Because of their general and presumed continuing availability from external sources, it is not necessary to keep, as program records, previous versions of government issued documents (e.g., Code of Federal Regulations) with which the facility is no longer bound to comply. If program managers decide in some instances not to follow the guidance of an external guidance document, or to follow it in an

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3. RADIATION PROTECTION PROGRAM RECORDS

unusual way, it would be helpful to have available a record documenting the reasons for the deviation from the guidance. Records of the continuing availability of up-to-date versions of such reference documents should be maintained at the facility as evidence that program personnel are familiar with current guidance.

3.3.3.2 Internal Documents. This category includes policy statements and other guidance established within the organization to guide the program. It also includes documentation of commitments relating to program activities and any other general documents of a programmatic nature. Records should document all aspects of a program (e.g.,justification, application, deviation, exceptions). Changes to internal guidance documents should be documented in accordance with the requirements of Section 3.4.

3.3.4 Radiation Protection Organization and Personnel Program records include records related to the radiation protection organization and to the identification, qualifications, positions and training of personnel who are employed in the radiation protection program as radiation protection personnel. 3.3.4.1 Personnel Identification and Qualifications. Program records include all records kept to identify every person in the radiation protection program, regardless of whether directly employed by the facility or not. These records should show the dates of employment at the facility and the positions held during that time. Information on qualifications should be provided, including educational background, prior relevant experience and credentials held (e.g., board certification). Education and experience gained during employment a t the facility should also be documented. These program records should be linked to the person's radiation exposure records, employment records, training records, medical records, security records and to program records relating to position descriptions. 3.3.4.2 Position Descriptions. Program records include position descriptions stating the duties of each position, the qualifications required and listing the types of documents relevant to radiation protection the incumbent is authorized to issue, sign, review or authenticate. Records should also be available to show the identity of the persons who have held each position along with the dates of their incumbency. These records should be linked to program records relating to radiation protection personnel.


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3.3.4.3 Radiation Protection Personnel Training. Program records include documentationof the training of radiation protection personnel. Where possible, the records should include a description of each course (e.g., outline, lesson plan, worksheets, problem sets, visual aids, study guides) and identification of the personnel who took the course ( e g . , sign-in sheets or attendance lists), when they did so, and the results of any examination, evaluation or other verification of the individual's understanding of the course material. Each person's acknowledgement of the review of his graded examination should also be kept. If the course is accredited, the body providing the accreditation should be identified. In addition, information on the criteria for accreditation applicable at the time accreditation was received should be provided or incorporated by reference. The course material should be dated to help identify the version of the course that any particular individual took. The identity of the instructors should also be ascertainable. Where examinations are given, records of the graded examinations of those students for whom individual records are kept, as well as the examination answer keys and grading guidelines, should be maintained. Program records include records relating to on-the-job training, special coaching, briefings, demonstrations and other educational and training activities. To the extent possible, the content of these records should be similar to that described above for classroom training. These training records should be linked to program personnel qualification records.

3.3.5 Program for Quality Control and Assessment of the Radiation Protection Program Program records include documentationof the program for control, review and assessment of the radiation protection program, including assessments made within the program and those carried out by outside assessors and auditors. Information on the schedule for carrying out such assessments and the procedures used should be provided, as well as documentation of the qualificationsof the assessors. Records should also be maintained on the procedures for tracking audit findings and taking and verifying remedial actions. Program records include documentation of participation in studies and evaluations, such as inter-laboratory comparison studies, and the results of such studies.

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These quality control and assessment records should be linked to radiation protection progam records.

3.3.6

Radiological Training Program for General Workers

Program records include all records kept to document the training on radiation protection provided to general workers [see Report No. 71 (NCRP, 1983)l. Records should include a description of each course, identification of the personnel attending, date the course was completed and the results of each examination or evaluation. Provisions should be made to retain any acknowledgments by trainees of their review of the graded examination. The course material should be dated to help identify the version of the course taken by a particular individual. Program records for training general workers include records kept to document classroom training, on-the-job training, special coaching, briefings, demonstrations and other training activities. The content of these records should be similar to that described above for radiation protection personnel training. These training records should be linked to each individual's employment, medical and radiation exposure records. Program records may include documentationof training that takes place through more informal means, e.g., bulletin board postings, written material distributed or current events briefings.

3.3.7

Source and Access Control Program

Program records include plans and procedures for identifying the presence, location, activity and disposition of licensed radioactive sources and other identifiable sources of radiation in the facility, including x-ray equipment and radioactive material contamination. Records relating to sources used for calibration should include their calibration history (eg., traceable to the standards of the National Institute of Standards and Technology). Program records also include criteria and procedures for posting radiation areas and controlling access to such areas, as well as for identifying, cleaning or otherwise treating areas that are contaminated. The criteria include action levels and guidance for decontamination efforts. The content of records maintained pursuant to these program documents is described further in Sections 5 and 7. Source and access control program records should be linked to the records maintained pursuant to the program.


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3.3.8 Radiological Measurement and Control Programs

Program records include plans and procedures for sampling, measuring and monitoring radiation, radioactive materials and contamination in the facility, and for recording the results. These include, for example, schedules for making routine measurements, criteria for deciding when special measurements are required, and measurement procedures for both normal and emergency situations. They also include criteria for deciding what instrument or methodology to use for a specific purpose. Program records also include procedures for performing calculations and analyses, as well as any information needed to interpret the raw data obtained &om measurements. If computer programs are involved, they should be adequately documented (see Section 2.8.5). These program records should be linked to the calibration program records. The content of records maintained pursuant to these program documents is described further in Section 5.

3.3.9 Calibration Program

Program records include plans and procedures for calibrating the instruments used for sampling, measuring and monitoring radiation and radioactive materials in the facility and the equipment used for testing ventilation systems, respiratory protection devices and similar items. This includes schedules for routine calibrations and instrument quality control or operational checks as well as criteria for deciding when special calibrations are called for and what sources and methods are to be used. These calibration program records should be linked to the radiological measurement program records, source and access control program records, and respiratory protection program records. They should be linked to the records made pursuant to calibration program procedures. The content of records maintained pursuant to these program documents is described further in Section 7.

3.3.10 Respiratory Protection Program

Program records include plans and procedures for the facility respiratory protection program. This includes procedures for qualifying personnel for the use of respiratory protection devices, fitting and testing the devices and using them. It also includes criteria for decid-

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ing when respiratory protection is needed, and which type of device is appropriate in particular circumstances. These records should be linked to calibration records and dosimetry program records. They should also be linked to the records made pursuant to respiratory protection program procedures. The content of records maintained pursuant to these program documents is described further in Section 5. 3.3.11 Radiation Work Control Program

Program records include plans and procedures to maintain control over the radiological conditions of work within radiologically controlled areas. The procedures for issuing and controlling Radiation Work Permits (RWP) or similar work control documents should include criteria for selection of the protective equipment and other protective conditions of work and should make it clear who has the authority to issue, modify and revoke such documents. Radiation work control program records should be linked to workplace records (see Section 5). The content of records maintained pursuant to these program documents is described further in Section 5. 3.3.12 Dosimetry and Exposure Control Program

Program records include the criteria and procedures used to determine the dose limits applicable to particular individuals, and to obtain, process and evaluate data for determining and controlling external and internal exposures. They also include any applicable criteria for medical selection of personnel fit to work in radiation areas. Records of the methods used to determine an individual's exposure, for both exposure control purposes and actual dose estimation purposes, should refer to pertinent published documents or reports and should show the period of applicability of the methods used. These records should be linked to the records made pursuant to dosimetry and exposure control program procedures. The content of records maintained pursuant to these program documents is described further in Section 4. Examples of criteria and procedures that should be maintained relative to radiation dose records for individuals include: criteria for estimating types and number of detectors needed to monitor the individual's exposure to beta, gamma, neutrons and other types of ionizing radiation;


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criteria for location of primary monitoring device and supplemental dosimeters, if required; procedure for estimation of the whole body dose equivalent for individuals uniformly irradiated to one type of radiation; procedure for estimation of effective dose equivalent; procedure for estimation of the dose equivalent to red bone marrow, breast, lungs, gonads and other organs or tissues; procedure for estimation of the dose equivalent to the skin of the whole body; procedure for estimation of the dose equivalent to the lens of the eye; procedure for estimation of the dose equivalent to extremities; and procedure for estimation of the dose equivalent to the embryofetus carried by an expectant mother. The content of records maintained pursuant to these program documents is described further in Section 5.

3.3.13

Ventilation Monitoring Program

Program records include criteria and procedures for monitoring air flow in ventilation systems that could affect the concentration of radioactive materials in work areas or effluents. These records should be linked to the records made pursuant to ventilation monitoring program procedures.

3.3.14 Environmental Radiation Monitoring and Dose Assessment Program

Program records include the criteria and procedures used to obtain, process and evaluate data related to external and internal environmental exposures. Records of the methods used to obtain and evaluate information on environmental exposures should refer to pertinent published documents or reports and should show the period of applicability of the methods used. The models and computer codes used should be documented in accordance with the recommendations of Section 2.8.5. These records should be linked to the environmental monitoring and dose assessment records and the records made pursuant to radioactive waste program procedures. The content of records maintained pursuant to these program documents is described further in Section 6.

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3.3.15 Radioactive Waste Program Program records include the criteria and procedures used to monitor the radioactivity, hazards, processing, storage and disposition of radioactive waste materials, and to maintain records of wastes shipped from or otherwise disposed of by the facility. These records should be linked to radioactive waste records, the content of which is described further in Section 5.

3.3.16 Radioactive Materials Receipt and Shipment Program Program records include the criteria and procedures used to monitor the radioactivity, hazards, processing, storage and disposition of radioactive materials received at the facility and materials shipped from the facility. These records should be linked to records maintained pursuant to materials receipt and shipment procedures, the content of which is described further in Section 5.

3.3.17 Incident Response Programs Program records include records relating to the organization of the emergency planning program and to the response to and investigation of incidents and emergencies.

3.3.17.1 Emergency Response Planning Program. Program records include the criteria and procedures used in emergency planning, including types and frequency of training drills as well as records of the information on emergency planning and response supplied to facility personnel, to governmental responders and to the public. They should be linked to the records maintained pursuant to program procedures and to other incident response program records. 3.3.17.2 Program for Notification, Investigation, Tracking and Follow-Up of Incidents and Emergencies. Program records include criteria, plans and procedures for handling incidents and emergencies, including criteria for deciding whether and when regulatory agencies should be notified, what response should be made, when investigations are necessary, and the extent of such investigations. Also included are procedures for documenting agency notification, tracking the findings of investigations and auditing follow-up corrective actions. These records should be linked to the individual records of all persons involved in the incident, in the response to it, in its investiga-

3.4

CHANGES IN GUIDANCE, PROCEDURES AND METHODS

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tion, and in any notifications made. They should also be linked to the records maintained pursuant to program procedures (see Section 4.8). 3.3.18 Programs to Maintain Exposures As Low As Reasonably Achievable (ALARA)

Program records include documentation of corporate and facility commitment to the ALARA principle, as well as criteria and procedures for ensuring that radiation exposures of workers and the public are maintained ALARA. Both design and operational ALARA procedures should be included. These records should be linked to the records maintained pursuant to them, the content of which is described further in Section 5. 3.3.19 General and Administrative Programs 3.3.19.1 Reports. Program records include substantive revisions of the radiation protection program. General and administrative program records document internal guidance directives, including changes to procedures, methods of evaluation and policies. Such records should be linked to the reports made. The content of records maintained pursuant to these program documents is described further in Sections 4 and 5. 3.3.19.2 Administrative Program. Program records include the criteria and procedures used for administrative purposes within the radiation protection organization, including, for example, the procedures used to revise other program documents. 3.3.19.3 Record-Keeping Program. Program records include the criteria and procedures used for maintaining records of all types covered by this Report. Guidance for the record-keeping program is provided in Section 2.

3.4 Changes in Guidance, Procedures and Methods

Radiation protection program records should include substantive revisions of the radiation protection program, including changes to internal guidance documents, procedures, methods of evaluation or policies. Where pertinent, the reasons for such changes should also be recorded.

Individual Records Occupational radiation safety and dosimetry records constitute the formal documentation of an individual's history of radiation exposure during employment. Dosimetry records should be maintained to provide a quantitative description of the occupational radiation exposure received by the individual. Occupational radiation exposure received during visits made on behalf of the employer should be included. In addition to an individual's measured exposure, records should be maintained of the assigned dose equivalent, organ or tissue dose equivalents, devices used to measure exposure or absorbed dose, and methods used to determine the dose equivalent including radiation weighting factors, tissue weighting factors, assumptions, etc. and procedures used to obtain these values. A zero dose result is important to record. Routine dose equivalent reports such as annual dose equivalent summaries should be recorded in a manner to allow comparison with established radiation control guides. This Section provides recommendations for occupational exposure records. 4.1 Exposure Categories for Individuals

Records should identify the exposure category of each person for whom records are kept a t each point in time. The content of records maintained for an individual is dependent on the nature of the activity and the magnitude of potential risk. Site specific requirements may necessitate the maintenance of records for various categories of individuals including those who are occupationally exposed, occasionally exposed, management and supervisory personnel, contractor personnel, visitors, emergency personnel and others (NCRP, 1983). Radiation records for these individuals should be linked to the records of the radiation expos'ke conditions a t the location and time of exposure. 4.2

Personal Data

Current dosimetry records should identify former employers and each period of employment if occupational radiation exposure may

4.3

EXTERNAL DOSIMETRY

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have been received by an individual during previous civilian employment or during periods of military service. Radiation exposure records received from a prior employer should be linked to a specific period of employment. Exposure information should be uniquely identified to an individual so that exposure records are available when necessary for transfer to other employers. Some personal data are additionally useful for trend analysis, to assess control procedures and for epidemiologic studies. Thus, exposure information should be linked to personnel and medical records.

4.3

External Dosimetry

External dosimetry records should be maintained for results obtained from the use of radiation measurement instruments and dosimeters used to assess external exposures. Records should include relevant information on whole body, skin, lens of eye and extremity exposures. Procedures used to convert absorbed dose to effective dose equivalent should be documented. Records of organ or tissue dose equivalent and effective dose equivalent should also be maintained. Where feasible, the dose record should distinguish between types of radiation, e.g., gamma, neutron, beta. If possible, exposures to thermal, intermediate and fast neutrons should be distinguished in the dose records to meet the scientificrequirements of epidemiology and to allow adjustments for changes in the recommended values of the quality factor. At the least, the source($ of neutron exposure and, if available, the neutron energies should be recorded. 4.3.1 Dose Assessment Records

For each monitored individual exposed to workplace sources of ionizing radiation in the course of assigned duties, the whole body dose equivalent or effective dose equivalent should be recorded. In addition, records of organ and tissue dose equivalent should be maintained when the dose equivalent differs markedly for various tissues. Dosimetry records should be linked to the procedures used to determine the whole body and organ or tissue dose equivalent. Whole Body Dose Equivalent. The whole body exposure should be recorded as the individual dose equivalent, penetrating (ICRU, 1988), which in the case of uniform exposure, is usually obtained from a single dosimeter worn on the trunk of the body in

4.3.1.1

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4. INDIVIDUALRECORDS

the position of maximum likely exposure. The position of the dosimeter and any other supplemental information such as whether the dosimeter is worn under a lead apron should be recorded. Additionally, when non-uniformity of the radiation field necessitates the use of supplemental dosimeters to assess non-uniformity of exposure of the organs and tissues of the body, information concerning the placement of supplementary dosimeters should be recorded. Procedures used to evaluate the whole body dose equivalent, including the depth a t which it is determined, should be recorded.

Effective Dose Equivalent. The effective dose equivalent from non-uniform irradiations, such as beta radiation exposure to the skin of the whole body, should be recorded. The sum of the effective dose equivalent from non-uniform irradiations and the whole body dose equivalent from uniform irradiations should be recorded as the effective dose equivalent from external sources.

4.3.1.2

Dose Equivalent to Skin. The exposure to the skin of the whole body is usually obtained from a single dosimeter worn in the position of maximum likely exposure. The position of the dosimeter and the criteria for use of supplemental dosimeters should be recorded when the skin dose equivalent is evaluated. Under conditions of uniform dose equivalent, exposure to the skin is generally evaluated a t a depth of 0.07mm (ICRU, 1988). In practice, a dosimeter measures the radiation dose a t a specific depth in soft tissue, because of the thickness of the dosimeter window and the thickness of the dosimeter itself. The method used to convert a dosimeter reading to skin dose equivalent should be recorded. When the skin is contaminated with radioactive material, the location, size of the contaminated area and the dose equivalent should be recorded. Procedures used for determination of the dose equivalent and assessment of dose equivalent to the skin should be documented. In the case of exposure from "hot particles" refer to NCRP Report No. 106 (NCRP, 1989b). For "hot particle" exposure the location, size of the contaminated area and activity of the "hot particle" should be recorded.

4.3.1.3

Dose Equivalent to the Lens of the Eye. The dose equivalent to the lens of the eye is usually estimated on the basis of data from a single dosimeter worn on the trunk of the body. The position of the dosimeter, eye protection required and criteria for use of supplemental dosimeters should be recorded. The dose equivalent to the lens of the eye is generally evaluated a t a depth of 3 mm (ICRP, 1977).When the dose equivalent to the lens of the eye is measured, a record of the assessment should be kept along with the supplemental

4.3.1.4

4.4 INDIVIDUAL DOSE RECORDS FOR INTERNAL DOSIMETRY

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measurement data and assumptions used to determine dose equivalent. Procedures used to evaluate the dose equivalent, including depth at which it is determined should be recorded. 4.3.1.5 Extremity Dose Equivalent. Extremity dose equivalent should be recorded when extremities are monitored. The part of the body monitored by an extremity dosimeter should be recorded. Separate records of the exposure of each extremity should be kept. Records of the procedure used to determine absorbed dose or dose equivalent from each type of radiation should be maintained. In those situations where the extremity dosimeters are worn only occasionally, procedures for the estimation of dose equivalent to the extremity for the entire year should be maintained. The sum of the estimates from the extremity dosimeters in the periods when they were worn, and the estimates of the extremity dose based on the radiation survey data and dose from the body dosimeter in those periods when extremity dosimeters were not used, should be recorded as the annual extremity dose. If extremity dosimeters do not measure all types of radiation, a record of supplemental measurements required to determine the ratio of the total dose equivalent to the dose measured by the extremity dosimeter should be linked to individual extremity dose equivalent records.

4.4 Individual Dose Records for Internal Dosimetry For each intake of radioactive material, the committed effective dose equivalent for each radionuclide, and, where determined, the annual effective dose equivalent should be recorded. The record for each individual should contain the basic physical measurement (e.g., of activity or absorbed dose) used to determine the dose equivalent. In the case of exposure to radionuclides with long effective halflives, if annual assessments of the dose received from radionuclides deposited in the body in past years are made, the results should be recorded. Individual records should additionally include mode of intake and, where applicable, particle size distribution, chemical form, and records of chelation or decorporation therapy. Procedures, bioassay data, biokinetic and dosimetric models and other biological parameters used to determine internal dose equivalent should be linked to each individual's radiation exposure file. This may be accomplished by a reference in the individual file to a program file or by placing the appropriate documentation in the individual's file. Examples of records that should be maintained include:

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4. TNDIVIDUAL RECORDS

annual intakes of radioactive material, radionuclides deposited in the body, exposure route (intake by inhalation, ingestion, skin contamination, wounds, etc.), physical and chemical form of radionuclide, purpose of bioassay measurement and, if applicable,date of suspected intake, work area and project (or RWP) number and title, type of indirect bioassay measurement data (e.g., sample, collection period, date submitted and size of aliquot), direct bioassay measurement (e.g., duration and type of count, counts per channel, keV per channel, energy range over which counts were made), a listing of the bioassay data used in the interpretation of dose equivalent, information to enable linkage to procedures, calibration factors, geometry, periodic background and resolution checks, and confidence levels (in the instrumentation and dosimeters file), appropriate metabolic models, dosimetric models and other biological parameters associated with the method of dose equivalent interpretation, assumptions used in arriving at the annual intake of radioactive material and the committed effective dose equivalent including the known or assumed date of exposure, conclusion as to the magnitude and location of the deposition of the specific radionuclide, and identification of the individual(s) making bioassay measurements, estimating intake or organ deposition and assessing the intake, the organ dose equivalent and the effective dose equivalent.

4.5 Summation of Internal and External Exposure

Records should be maintained so that the whole body dose equivalent or the external effective dose equivalent and the internal committed effective dose equivalent can be summed and used as a basis for control of future exposures to radiation. Procedures and weighting factors used for summation should be recorded and linked to the individual's effective dose equivalent records. Records of the annual effective dose equivalent (obtained by summing the external effective dose equivalent and the committed effective dose equivalent for all intakes during the year) received by each occupationally exposed

4.7 MISSING DOSIMETRY RESULTS

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individual should be maintained to show compliance with stochastic limits (NCRP, 1987).In addition, records of the total dose equivalent, to organs and tissues, that were used in the determination of effective dose equivalent should be maintained. These records should include the contributions from internal and external exposures needed to show compliance with the annual limits for deterministic effects.

4.6 Exposure History

Each employer should maintain a record of the individual's lifetime occupational exposure history. These records should include: a year-by-year summary of the annual effective dose equivalent received. The component from each type of exposure should be specified and the annual intake of radioactive material, committed effective dose equivalent and the radionuclides deposited in the body from each intake.

.

Any record should distinguish between the actual dose equivalent received by the individual as determined by dosimetric devices or evaluation of bioassay measurement and (1) the assumed doses that may be recorded for exposure control purposes when actual dose equivalent is not known and (2) that part of the committed effective dose equivalent that has not yet been received. Records of the occupational cumulative effective dose equivalent received from external and internal sources while employed a t the facility should be maintained for all current employees. In addition, cumulative effective dose equivalent received during the period of employment should be kept for each terminated or transferred employee. Records of the effective dose equivalent accumulated over the occupational lifetime of each individual should be maintained as required by the radiation protection program.

4.7 Missing Dosimetry Results

In the case of missing dosimetry results, procedures for determining the assigned dose and the investigative reports relating to lost dosimeters should be recorded and maintained. Doses that are assigned or otherwise estimated should be clearly identified as such in the dose record and the basis for the assigned or estimated values should be provided.

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4. INDIVIDUALRECORDS

4.8

Abnormal Exposures

Absorbed doses and intakes resulting from abnormal operations should be entered as special entries in the dose records. Any accident or unusual incident that involves an individual (such as an exposure in excess of limits or a special exposure that results in the withdrawal of the individual from a work position) should be described and recorded. The extent of the information recorded will depend upon the type of accident or incident.

4.9 Training Records

Participation by an individual radiation wmker in formal and on-the-job training sessions should be documented to indicate the individual's qualificationto perform radiation-related tasks (seeSections 3.3.4 and 3.3.6). Training records for individuals should be linked to records of the training program.

5. Workplace Records 5.1 Introduction

Workplace records serve as an important source of information for evaluating the effectiveness of a radiation protection program and as documentation for regulatory compliance or claims. They also may be useful for verifying or supplementing individual exposure records when such records are inadequate. Workplace records should contain sufficient detail to permit analysis of trends in radiation exposure and actions taken to minimize them, and any special reports relating to the workplace, procedures or other appropriate radiation protection records. This Section augments the guidance on the type and content of workplace records as discussed in Section 3.3. 5.1.1 General Description

A facility description should provide information on design features relevant to radiation protection and should include documentation that the facility was designed to protect health and safety of employees and the public and to maintain radiation exposures ALARA. A general description of the entire facility should delineate buildings or areas where radioactive materials or radiation-producing devices are located. Changes in facility design should be recorded and dated to document modificationsor construction related to radiation activities or radiation protection. Any changes in design made to reduce radiation exposure should be documented (see Section 5.6). A description of the facility should include its location relative to population centers and should identify adjacent facilities,businesses, homes and other occupied areas. Agricultural and water supply operations in the area should be described. Potential sources of radiation or radioactive effluent should be described or identified on a map or diagram and their distance from adjacent facilities provided. If there is a potential for discharge of radioactive material to a city sewage system, sewer lines and flow rate should be provided and updated at least annually and whenever changes in facility design affect sewage flow rate. Discharge lines and flow rates, as well as stack locations

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5. WORKPLACERECORDS

and emission rates, should be related to points from which radioactive materials may be discharged into air or water. The record should include any other information that might be helpful in determining radiation exposures before, during and after operations.

5.1.2

Controlled Areas

A completed record of controlled areas including dates of activation and inactivation should be maintained and updated as the classification of these areas changes. The record should include a general description of activities conducted within each controlled area. A general description of activities and occupancy in areas surrounding the controlled area should be provided when there is potential for measurable radiation exposure in surrounding areas. Controlled areas may include storage locations for radiation sources or radioactive waste, decontamination facilities, high-activity-labeling laboratories, radiopharmaceutical preparation laboratories, accelerator rooms, reactor rooms, target rooms, radiation therapy facilities and hospital rooms designated for brachytherapy. Diagrams of each of the above rooms or areas should identify the type, dimensions, position and location of the radiation source, and thickness of fixed shielding and should identify areas adjacent to any shielded wall. Records of shielding calculations performed for each room or area should be maintained. The diagrams should also show the locations of storage areas, fume hoods, preparation and dispensing areas, sinks, and entrances and exits. Diagrams of controlled and adjacent areas should be updated whenever changes are made.

5.1.3

Ventilation and Exhaust Features

Descriptions of ventilation and exhaust features for each controlled area are important for making assessments of on- and offsite doses from airborne radionuclide releases. A diagram including schematic descriptions of ventilation and exhaust systems that are required for radiation protection purposes should be provided for each controlled facility or area. The location of air supply and exhaust vents and air flow rates for each vent as well as details of the filtration system should be recorded. The description should include the fraction of air that is recirculated by the ventilation system and any changes in flow rates that may exist between heating and cooling seasons. Records of ventilation monitoring should include the type and frequency of measurements made to determine air flow rates, results

5.2 RADIATION WORK PERMITS (RWP)

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of such measurements and comparison with engineering specifications. Changes in operations or ventilation features that could affect the concentration of radioactive material in work areas or effluents should be documented. The dates of filter changes should be recorded. These records should be sufficiently detailed to permit determination of the current or past configuration of the system.

5.1.4

Access Control

Areas with special access control features should be identified and described individually. Records of specially secured areas should identify the means of access control, eg., key-locked doors or gates, combination-locked doors, local or remote alarms, or manned entrances. There should be a complete logic diagram of the operation of interlock access controls (NCRP, 1986). Records of changes in access control should include date of change and reasons for the change.

5.2 Radiation Work Permits (RWP) The RWP or similar work authorization method can be used to control radiation-related tasks and serve as a record of such control. When they are used, the RWP and other task-related records should contain enough information to allow reconstruction of events, conditions, and radiation exposures associated with a particular task and identification of the individuals involved. These records should include: description and location of work, task or procedure; identification of workers involved, each worker's occupational category and each worker's authorized dose for the RWP; radiological description of the work area, results of direct radiation, contamination and airborne radioactivity surveys, when appropriate; personnel dosimetry, type(s) of dosimeter(s), location(s) worn and results of readings if immediately available; protective clothing and respiratory protection requirements, type required and any special precautions. These records should be linked to individual training records to document that the worker was trained in the proper use of protective clothing or respiratory protection equipment;

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5. WORKPLACE RECORDS

special precautions or instructions for the task; authorized and actual starting and ending dates and times for the RWP; and signatures (as required by the facility procedure) might include that of the group leader, principal investigator or person responsible to management; worker(s);the individual who authorized the task performed under the RWP; and the radiation safety officer, facility health physicist or designated alternate.

5.3 Area Radiation and Contamination Records Survey and monitoring records of radiation and airborne radioactivity should be adequate to reflect the radiological conditions in the area surveyed at the time of the survey or monitor measurement. Records should include results from any initial surveys conducted for the purpose of demonstrating adequacy of radiation protection installations and devices, surveys outside controlled areas, routine surveys, special surveys conducted as part of an investigation or subsequent to an incident and calculated or measured concentrations of radioactive materials in the work environment. Records of effluents are discussed in Section 6. Records of radiation survey results should include identification of instruments used in the survey, name of the surveyor(s),location and date of survey, reason for the survey and survey results. Radiation survey records may also include a description or drawing of the area surveyed, administrative action levels for controlling exposures in that area and evaluations of the impact of measured radiation levels, and documentation of any corrective action taken. Records of contamination survey results should include contamination levels in absolute units (eg., becquerels or disintegrations per unit time per unit area), whether the contamination was fixed or removable, method of analysis, instruments and procedures used, date and location of survey, reason for the survey, name of surveyo r ( ~and ) conditions in the area surveyed that could result in internal contamination, e.g., potential for resuspension of material. Records should also contain a description or drawing of the area surveyed, administrative action levels for controlling radioactive contamination in that area, calculations used in assessing results of surveys, details of dose equivalent calculations, documentation of actions taken following assessment of results and any other information that would be useful in reconstructing dose estimates.

5.5 PROTECTIVE EQUIPMENT

5.4

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Instrumentation

Results from all procedures that involve radiation protection instrumentation should uniquely identify the instrumentation used to allow for reconstruction of events, measurements or dose estimates. Records should identify instruments assigned to specific functions or areas and the purpose for which they were intended. Specifications, manufacturer's calibration report and acceptance testing results for each instrument should be linked to calibration and maintenance records (see Section 7). Specific information on radiation protection instrumentation is presented in NCRP Reports No. 47, 50, 57, 58, 69, 79 and 97 (NCRP, 1976a; 1976b; 1978b; 1985; 1981; 1984; 1988).

5.5

Protective Equipment

5.5.1 General Description

A record of protective equipment used should include a description of the protective features such as portable shielding, respirators, remote handling equipment and other protective equipment available in each area. Sufficient detail should be provided to permit determination of the capabilities and efficacy of each item. The records of data collected in the evaluation of the effectiveness of protective equipment should be linked to procedures for use of the equipment. Specific information recorded should include: description of the equivalent lead thickness of portable shielding; make, serial numbers and model numbers of respirators; and other information that may be important in determining the efficacy of protective equipment. Changes in the availability of protective equipment in each controlled area should be documented and dated.

5.5.2

Quality Assurance

Records of maintenance and quality assurance should contain sufficient detail to document continued reliability of protective equipment. Quality control records should include results of inspections and tests and may include results of on-the-job performance. The acceptability of equipment and action taken in connection with any deficiencies should be noted.

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5. WORKPLACERECORDS

5.6 As Low As Reasonably Achievable (ALARA) Documentation of efforts to keep radiation exposure ALARA should be linked to the description of the ALARA program (see Section 3.3.18). Records should show results of any analyses conducted in exposure reduction efforts. ALARA records should include results of ALARA program reviews and audits, investigations of exposures that exceed action levels, analyses of exposure trends (individual and collective, worker and public, annual and lifetime), and ALARA-related changes in operating procedures or facility design. Records should include enough detailed information, such as calculated or measured releases or exposure rates and other information pertinent to the determination of dose equivalent rates, to demonstrate adherence to the ALARA program.

5.7 Radioactive Material Shipments Records of radioactive material shipments should include date shipped, a description of material shipped, isotopic composition, type and identification of the shipping container, and type of label used on the container, the results of surveys made on each shipping container, and the results of any surveys made on the shipping vehicle. Shipment records should be linked to radioactive material inventory records (see Section 5.8). Similar records should be maintained for materials received. Such records should document cases where excessive radiation levels or radioactive contamination were found on packages or containers of material received and describe the action taken.

5.8 Radioactive Material Inventory Inventory records are useful for categorizing controlled areas, predicting area exposure rates, constructing or revising emergency plans and demonstrating compliance. Routine inventory data and results of special inventories should be recorded and linked to location within the facility. Records should include results of computerized or manually calculated inventories as well as any physical inventories that were conducted. This information should be recorded in a manner to allow comparison with any limits established for each location or for the facility as a whole.

5.9 ACCIDENTS AND INCIDENTS

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5.9 Accidents and Incidents

Records should be kept of radiation accidents and incidents. These records should include information on surface and airborne contamination incidents, dose equivalents that exceed established limits, accidental releases of material to the environment and losses of material. Examples of information that should be maintained include: time, date and location of the incident; identification of individuals involved in the incident; description of the incident; dose equivalent received from the event (e.g., the exposure received by the individual, intake of radioactive materials, the extent and nature of skin contamination, and any contamination of personal property); probable cause of the incident; action taken a t the time of the event; reference to, or summaries of, subsequent action taken to prevent recurrence of the incident; reference to, or summaries of, supporting data used to determine the above items, such as radiation surveys, dosimetry studies, air sample assays and photographs; and identification of the investigator(s).

6. Environmental Records 6.1 Introduction

Environmental and effluent radiation measurements and analyses are made to allow accurate, systematic assessments of exposure to people from natural and manufactured sources of radioactivity. Records of these data can be used for determining compliance with government regulations, for evaluating changes or trends in environmental concentrations, for estimating population exposures in epidemiologic studies or for legal purposes. Environmental records document the impact, or lack of impact, of facility operations and can be generated prior to, during and following these operations.

6.2 Pre-OperationalMonitoring Program

When on- and off-site pre-operational environmental radiation monitoring is performed, data should be recorded and maintained for the evaluation of subsequent environmental data collected during operation of the facility. Such data should be collected prior to the introduction of radioactive materials, or radiation-producing devices, in the facility.

6.2.1 Climatic, Topographic, Land Use and Demographic Studies

The characteristics of the area in the vicinity of the proposed facility should be documented. The following records should be maintained to evaluate suspected changes in environmental conditions, radiation levels, radionuclide transport or pathways for radioactive materials in the environs: meteorological measurements or accumulation of information from agencies such as the U.S. Weather Service, climatological data, hydrological studies,

6.3 OPERATIONAL ENVIRONMENTAL MONITORING PROGRAM

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43

demographic reports and topographic and land-use data needed for pathway determinations and environmental dose assessment, and other environmental information such as ecologic data.

6.2.2

Radiological Surveillance Records

Radiological surveillance data collected prior to operation of the facility will provide the background for any subsequent efforts to detect changes in environmental conditions. Records should be maintained in the following areas: ambient radiation and radioactivity levels-environmental radiation and radioactivity levels should be well documented in the vicinity of the facility site. Consideration should be given to all pathways that could result in human exposure during facility operations. The time period of these records should be such that cyclic trends can be identified and quantified, and environmental anomalies-any environmental anomaly investigated during surveillance, such as an unusually high concentration of radionuclides in environmental samples, should be documented.

6.3 Operational Environmental Monitoring Program

The design of the Operational Environmental Monitoring Program is based on facility operations, with emphasis on those environmental pathways that have the greatest potential for impact on people. Records generated by this Program provide evidence that facility effluentmonitoring systems are performing adequately, that facility effluents are within regulatory limits, and that doses to members of the public are within acceptable levels. Depending on the program design, records may be generated in the areas listed below: air sampling-information on gases and particulate matter can be generated by air sampling stations; water sampling-information on dissolved or suspended radioactive material in nearby rivers, lakes, oceans or wells can be collected by continuous or periodic sampling; food sampling-information on radioactivity in foodstuffs, such as milk, vegetables, fish, game animals, etc., can be generated by periodic sampling;

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6. ENVIRONMENTAL RECORDS

direct measurements-measurements of direct radiation levels can be made by dosimeters or radiation monitors; surface deposition-information on radionuclide deposition on soil, vegetation or sediment can be generated by environmental sampling or in-situ analysis; and biota sampling-early indication of environmental radioactivity can be provided by sampling of plants and animals. These environmental records should document sampling times and location. Records should be linked to environmental monitoring procedures, facility operations records, equipment calibration records and responsible laboratories and technicians involved in the program.

6.4 Radioactive Materials Release and Dose Assessment

Reports of radioactive materials released in gaseous and liquid effluents and the resulting off-site dose assessments represent the end product of the effluent monitoring program. This information can be used directly to assess the environmental impact of the facility and determine compliance with government regulations. Radioactive material release reports and dose assessment reports should be included as radiation protection records whether they are submitted to a regulatory agency or not. These reports should include a discussion of appropriate release limits and their basis, e.g., regulation, facility license or other. 6.4.1

Radioactive Material Release Reports

Radioactive material release reports should contain adequate information to allow reasonable off-site dose assessments to be made in the future. The following information should be included:

o

the type of effluent, i.e., whether gas, liquid or solid; a physical, chemical and isotopic description of the radioactive material, i.e., whether the material is gaseous, liquid or particulate, the chemical compound and particle size distribution, if known; the total activity released and the medod of determination; the time and date of the start and end of the release; the dilution volume of the effluent stream if appropriate; identification of the release point, i.e., location, whether a roof vent, a facility stack, a drain to the sewer system, etc.; and

6.4 RADIOACTIVE MATERMS RELEASE AND DOSE ASSESSMENT

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45

identification as a batch release or a continuous release, and, for the latter, the quantity released as a function of time. In addition to the above, information on quantities of specificradionuclides and the estimated uncertainty in activity release values may be useful and should be included in the report, if known. Radioactivity releases may be determined by effluent monitors or by effluent sampling and subsequent laboratory analysis. For those facilities that use sampling as the primary quantification method, the records discussed in Section 7 would also apply to the appropriate laboratory counting systems.

6.4.2 Dose Assessment Reports

Analyses and reports that attempt to determine off-site consequences based on radioactive material released from the facility should be maintained as radiation protection records. Typically, these reports will relate the results of the effluent monitoring program to doses to critical individuals in the population, or to population doses. The methodology used in performing the dose analysis may be generic or it may be facility specific. The information that should be provided includes the data discussed above for radioactive material release reports, a discussion of the dose assessment methodology used, the off-site dose estimates and their relation to applicable facility off-site dose limits. For liquid releases, the following items should be considered for inclusion in the record of the dose assessment methodology: a description of the receiving water body or sewage system, including dilution factors and how the dilution factors were determined; a description of the pathways analyzed including the basis for selection and critical receptor locations; a discussion of bioaccumulation factors, food and water intakes, occupancy factors and other significant parameters and bases for assumptions made; the results of any special survey, sampling or other measurements made to assist in the dose assessment; and the dose conversion factors used. The second and fourth items also apply to any record of airborne dose assessment methodology. In addition, records of the airborne methodology should contain:

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6. ENVIRONMENTAL RECORDS

the source of meteorological data and a summary of these data, including the averaging period used for data collection, if "real time" analyses were performed; a discussion of the dispersion model including any building wake, plume rise or finite cloud corrections used and deposition velocities assumed, and resuspension factors; and a discussion of bioaccumulation factors, food and air intakes, occupancy factors, shielding and other significant parameters and bases for assumptions made. For storage of radioactive material and disposal of radioactive waste, pathways for contributions to atmosphericreleases (eg., evaporation), to liquid releases (eg., migration to streams) and for potential releases to ground water (e.g., deep aquifer contamination) should also be considered for inclusion in the records of the dose assessment methodology.

6.5 Off-Site Incident Investigations and Special Studies On occasion, it may be necessary to perform an investigation of the off-site radiological impact resulting from either an on- or offsite incident. The incident may involve suspected or actual release of radioactive material from the facility or may involve the transportation of radioactive material. Any subsequent investigation may use data from existing environmental monitoring stations, may require the analysis of special environmental samples, and may involve an analysis based on calculated releases and environmental transport. The conclusions reached, and the bases for these conclusions, should be documented as a radiation protection record. [See NCRP Report No. 111(NCRP, 1991b)for recommendations on developing emergency plans for academic, medical or industrial facilities.] In addition to incident investigations, it may be desirable to perform special environmental studies on occasion. These studies are usually performed to explain anomalies in environmental sampling results or a t the request of outside agencies. They may involve any combination of sampling, in-situ analysis and bioassay. Insofar as these studies relate to off-site radiological conditions, the results should be documented as radiation protection records.

7. Radiation Protection Instrumentation 7.1 Introduction

Specialized radiation protection instrumentation is used to make measurements related to (1)potential exposures of individual workers, (2) to the workplace and (3) to environmental and effluent monitoring. This instrumentation includes portable meters for measuring ionizing radiation fields or surface contamination, fixed area monitors, dosimeters, liquid and gaseous effluent monitors, in-vivo analyses systems, flow meters and laboratory instruments used for analyzing facility, effluent or environmental samples. The measurements recorded from these instruments are the foundation for many of the records discussed in this Report, and therefore, the documentation of measurement reliability is of vital importance. This Section will discuss records relating to specifications, calibration and maintenance of radiation protection instrumentation. The guidelines below pertain to radiation detection instruments. Many different techniques and facilities may be required for the varied types of instrumentation involved, and not all records discussed below will be applicable to all instruments. However, these recommendations should be useful in establishing records requirements for most radiation protection instruments.

7.2 Specifications

Records should describe the parameters that are important in meeting the design function, and include specifications (ANSI, 1974; NCRP, 1978b) and information on the operating environment as appropriate for each instrument. The following information should be considered for inclusion in the record: type of detector-the type of detector as well as the type of radiation it can detect; energy-the range of energies and the energy response function for each type of radiation;

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7. RADIATION PROTECTION INSTRUMENTATION

range-the detection range of the systems expressed in appropriate units; sensitivity-the minimum detectable quantity (concentration, dose, dose rate, count rate, etc.) along with any qualifying conditions such as background radiation, confidence level andlor specific radionuclides; accuracy and precision-the specified accuracy and precision of the instrument; response time-the electronic time constant of a monitor (for offline or moving filter systems, the travel time from effluent line to the detector of the sample should also be included); directional response-relative response of the instrument to radiations arriving from different directions; mixed field response-relative response to each radiation present for instruments being used in mixed radiation fields; alarms-radiation alarm set points should be described as well as any failure alarms available for the system; operating environment-information regarding the physical location of the instrument, background radiation levels and any other significant environmental conditions (eg., pressure, temperature conversion factors); and sample lines-information on sampling system configuration, sample line losses and isokinetic probes.

7.3 Calibration Facility Description and Source Certification This Section applies to records for those facilities and sources used to calibrate instruments by the application of a radiation field. Similar records should be maintained for instruments calibrated electronically. 7.3.1

Calibration Facility

A record of the calibration facility design for portable instrumentation may be appropriate. This description should include the following information: a general design description which includes facility dimensions and materials of construction; instrumentation available for monitoring ambient conditions of temperature, pressure and relative humidity;

7.4

CALIBRATION

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49

a description of the source or device used to create the radiation field; the location(s) of the source(s)and detector(s1 (to be calibrated) within the facility; and the results of background radiation and scattering studies performed on the facility. 7.3.2

Source Certification

The record of any radiation sources used for calibration should include the following certification data: identification of the radioactive material in the source, the quantity of that radioactive material (activity, emission rate or exposure rate as applicable) half life, decay rate and the date and method of certification; estimated uncertainty of the quoted source activity; identification of the source as a secondary standard or laboratory standard with evidence of traceability to the National Institute of Standards and Technology; if a laboratory standard is used-the equipment and method used to qualify this standard (i.e., transfer standards);and results of periodic verifications of source activity to account for source impurities or source translocation within the calibration device.

7.4

Calibration

This Section covers records of those calibrations performed with a radioactive source. Similar records should be maintained for other types of calibration. The calibration record should contain the following information: instrument and detector, manufacturer, model number and instrument identification number; the source activity, including decay calculations; date and location of calibration (calibration facility or in situ); description of the source and source-detector geometry; identification of the individual performing the calibration; temperature, pressure and relative humidity when applicable; and the results of the calibration including any detector adjustments made (i.e., as found and as left).

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7. RADIATTON PROTECTION INSTRUMENTATION

In addition to these routine calibration records, a report of any calibrations performed by the instrument manufacturer should be maintained on file. In many cases, procedures require that quality control or performance checks be performed on an instrument prior to use or on a periodic basis. The checks may utilize a radiation check source or a n electronic signal. To the extent that the results of these checks are recorded, these records should also be maintained. Calibration, performance checks and maintenance records should be maintained for calibration facility instruments, such as barometers, thermometers and hygrometers. [See NCRP Report No. 112 (NCRP, 1991a) for a complete description of calibration procedures and requirements.]

7.5 Maintenance Records

Maintenance is performed on radiation protection instrumentation to correct some malfunction or as part of a preventive maintenance program. In either case, a record of this maintenance is important in attesting to the reliability of the data provided by the instrument. This record of maintenance activity, along with the calibration records discussed above, should allow the determination of whether a particular instrument was operating properly during any specified period of time (i.e.,calibration and maintenance records should be linked). The record should contain the following information, if applicable: instrument manufacturer, model number and identification number; dates in and out of the repair facility; statement of problem requiring repair (if preventive maintenance so state); statement of repair provided; identification of individual performing repairs; and necessity for calibration.

7.6 Instrument Inventory Records

Instrument inventory records should be linked with other radiation protection instrumentation records such as specificationrecords, maintenance records and calibration records.

7.6 INSTRUMENT INVENTORY RECORDS

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The following inventory information should be recorded for each radiation protection instrument: manufacturer, serial number, model number and instrument identification number; dates instrument was placed into and taken out of service; and identification of location or person to whom assigned.

APPENDIX A

Types of Linkages A.l Intrafile Linkages The purpose'of intrafile linkages is to facilitate the identification of similar situations. Intrafile linkages serve to establish a hierarchal organization to the records. A hierarchy is an arrangement of records in a graduated series. This means that a file is partitioned into groups of similar records. The hierarchy can be implemented by the addition of a field in the record that describes the record. The field may consist of a code that must be interpreted or a verbal description of the record. For example, the file containing training records can be partitioned according to the information presented, as shown in Figure A.1. In this example the hierarchy is maintained by the

II

Training File Training category 01 02 02

00 00 01

02

02

Description General employee training Radiation worker training Respiratory protection training Glove box training -

Risk of radiation -

Fig. A.1. Example of hierarchies in training files.

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I

A . l INTRAFILELINKAGES

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training category number. Similarly, Figure A.2 shows an example of a hierarchical breakdown of the Radiation Work Permit (RWP) file. Files may be organized into more than one type of hierarchy. For example,RWPs may be organized by work type, department in which the work is performed, radionuclide(s)involved, etc. For each type of partitioning, it is necessary that a separate field be included in the individual records of the file. As an example, Figures A.l and A.2 show how the arrangement of training files and RWP files in a hierarchal fashion can assist in identifying those records that contain similar information. In the case of training, it may be of interest to determine whether different training courses had an effect on radiation doses, and the hierarchy may facilitate the identification of individualswho have had a particular type of training. In the case of RWPs, a hierarchal structure can enhance efforts to maintain radiation doses-ALARA. The RWP category, which by necessity will be specific for each facility, will ease identification of individuals who have performed similar work assignments. If certain groups are found to perform a particular task while receiving lower doses than other groups, the work methods of the low dose groups can be studied and then taught to all other groups. A hierarchal structure that may be introduced into the personnel file is the position description of the individual. This position description can follow the codings of the Department of Labor or the Census Bureau; alternatively facility-specific codings can be used. Personnel files can also be partitioned according to types of potential radiation exposures, i.e., internal, external or both.

RWP Category Number 01 02 02 02 02 02

00 00 01 02 02 02

00 00 00 00 03 03

00 00 00 00 00 01

00 00 00 00 00 00

02

02

03

01

01

Description Electrical system Mechanical system Valve system Pump system Repair bearing Repack bearing on (type of) pump Repack bearing on (specific) Pump

Fig. A.2. Example of hierarchies in radiation work permit files.

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APPENDIXA

A.2 Interfile Linkages Interfile linkages are used to establish a network between different record types so that any file can be reached from any other file. For purposes of this Report, the existence of a network means that, beginning with any record in any file, all pertinent records in all other files can be reached. It is to these interfile linkages that the term, "linked", is addressed in this Report. The purpose of these linkages is to ensure that all information concerning an individual and the exposure history of that individual can be retrieved from the files. As an example, in the case of a n individual, beginning with the individual's name, the acquisition of a complete radiation exposure history is facilitated by means of the interfile linkages. The personnel file contains a listing of all the RWPs that the individual has worked on. The RWP file, in turn has a field that identifies the work location. The work location can be used to define the type of facility in which the individual worked. The work location is also used to identify all radiation surveys that were performed-such a s contamination or area radiation levels. The instruments that were used for each survey can be identified along with the results of all calibrations. The identification of workers associated with each RWP will assist in locating individuals who have worked on the same RWP. The complete radiation exposure history for a n individual can assist, e.g., the health physicist, in estimating the radiation doses that can be expected for other individuals who perform similar types of work. Comparison of the doses received by all individuals who have worked on the same RWP will assist in determination of whether a given dose is reasonable on comparison with the doses received by fellow workers. If all RWPs associated with a particular work location are identified in the work location file then, in the event that a contamination survey reveals that an internal hazard existed, all individuals who worked in the area can be identified and appropriate actions taken. This illustrates how good file linkages can be used to help develop work plans for similar operations, to evaluate the recorded radiation doses of workers who are involved in the same operation, and to ensure that complete radiation exposure records are maintained for all individual workers. Additional uses for linked files can be envisioned.

APPENDIX B

Retention of Radiation Records The purpose of retaining records is to ensure that the information contained in them is available for possible future use. The probability of the need for particular types of records and the time frame within which they may be needed depend on the purpose for which the retrieved records are to be used. The four major potential uses are: radiation safety program control and evaluation, regulatory compliance, epidemiological research, and litigation. Determining the retention period depends, in the last analysis, on the responsible organization's evaluation of the consequences of having or not having information available when it is needed, and the balancing of the risks associated with not maintaining a particular records system and the costs of maintaining it. Many requirements for maintaining records for the first two of the four potential uses, program control and evaluation and regulatory compliance, are mandated by organizational procedures or government regulations. The consequences of not having the appropriate records available when needed are often directly predictable (e.g., violation of law leading to sanctions). In contrast, the need for records for the other potential uses, epidemiologic research and litigation, are seldom clearly defined in advance. Current consideration of the future need for such records can be addressed in terms of qualitative probabilities. The consequences of not having particular records available a t some undefined future time when the need for them is identified are extremely difficult to predict. With a few exceptions, as discussed below, the first two of these uses (radiation safety program control and evaluation and regulatory compliance), generally focus on the short time frame. The last two

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APPENDIX B

uses (epidemiologic research and litigation) may not arise until years, even decades, after the original generation of the individual records. Minimum periods for records retention that are expected to reduce the consequences of lack of information to a reasonably insignificant level are listed below in Table B.1. These periods have been established without consideration of costs (monetary costs or resourcerelated factors).Thus, they are intended for use only as a starting point for the evaluation that a responsible organization undertakes using its own cost and consequence evaluations.

Program Control Most uses of recorded information related to radiation safety program control and evaluation will occur within 2 y of record generation. Many uses, e.g., following trends in collective radiation exposure, require the recorded data to be converted to statistics that characterize a particular group of workers or other potentially exposed populations. This would normally be done within a relatively short time after the generation of the records involved. The records relating to an individual worker's past exposure may be needed to control his future exposure, but this use expires with the termination of the worker's employment. Thus, in general, the recommended periods of records retention for such purposes are 2 y after generation TABLE B.l-Retention

periods for radiation protection records based on consideration of potential use and record type

Potential use

Individual records

Facility mods

retain until 2 y retain for 2 y after termination of after generationa employment Regulatory retention mandated retention mandated compliance by law by law Epidemiologic retain until 75 y retain until 75 y research after date after generation of initial exposure Litigation retain until 25 y retain until after death, the 100th birth anniversary of the or until the 100th youngest linked birth anniversary (if death date unknown) individual "Note: For some types of records a somewhat longer retention time may be appropriate. Program control and evaluation

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for facility and other records and 2 y after termination of employment for records relating to individual workers. There may be some types of records that could be needed for program control planning or related uses many years after their generation, eg., records related to activities and exposures during refueling or maintenance outages at reactor facilities. Therefore, the responsible organization should develop procedures for program control and evaluation that identify, on a case-by-case basis, any types of records that should be kept longer than the period listed above for such use. Regulatory Compliance The goal of regulatory agencies is to ensure that worker and public radiological health and safety are adequately protected. To accomplish this purpose, agencies have established records generation and retention requirements. The NCRP presumes that the responsible organization will comply with all applicable laws concerning the generation and retention of records. Epidemiologic Research Because of relatively long latent periods between exposure to carcinogens and manifestations (clinically detectable disease),the minimum retention period for individual records of potential use in epidemiologic research is 75 y from the initial date of exposure. Thus, for epidemiologic purposes, facility and other records linked to individual radiation dose assessment should be retained for at least 75 y from their date of generation. Although many diseases, including certain forms of cancer, have shorter induction periods, it is important to allow time for an investigator to conceive the need for a study and then to carry it out. Adequate time must also be allowed for the incidence of a particular disease or for the number of deaths that have occurred in a population to reach a level that makes meaningful results likely. Litigation Twenty-five years after the death of an individual, or, if the date of death is unknown, 100 y after the anniversary of the exposed individual's birth, is the maximum retention period recommended for records that may be used for purposes relating to claims for personal injury or other legal actions involving individuals. It is

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unlikely that a claim by a n exposed individual or the individual's survivors could be legally initiated after that time. Once a claim has been initiated, however, all records relating to the claimant, including linked facility records and records of similarly situated individuals also potentially exposed should be identified and retained until the final judgement in the case has been rendered, even if that extends the retention period beyond that recommended above. In establishing its retention periods based on this use, the responsible organization should seek the advice of legal counsel.

Glossary absorbed dose: The energy imparted to matter by ionizing radiation per unit mass of irradiated material a t the place of interest. Absorbed dose is expressed in units of gray (Gy); 1 Gy = 1J kg-'. ALARA (As Low As Reasonably Achievable): The radiation protection principle to maintain doses to people as low as reasonably achievable, economic and social factors being taken into account. annual effective dose equivalenk The dose equivalent received during a year. The sumof the annual whole body dose equivalent and the committed effective dose equivalent from all intakes during the year. Annual effective dose equivalent is expressed in units of sievert (Sv). bioassay procedure: A procedure used to determine the kind, quantity, location and/or retention of radionuclides in the body by direct (in-uivo) measurements or by indirect (in-vitro) analysis of material excreted or removed from the body. code: A representation (system of letters or symbols with a special meaning) used to categorize information. coding: Translating information into the form of a code using a systematic approach. committed effective dose equivalent: For each internally deposited radionuclide is calculated by summing the products of the committed dose equivalents for each tissue irradiated and the appropriate weighting factor. controlled area: A specified area in which exposure of personnel to radiation or radioactive materials is-controlled and which is under the supervision of a person who has knowledge of the appropriate radiation protection practices, including pertinent regulations, and who has responsibility for applying them. A defined area or zone to which access is controlled for the purpose of radiological protection. data: Information contained in a field of a record. deposition: Material which, after being taken into the body by inhalation, ingestion, injection or absorption through the skin, exists in an organ or tissue a t a specified time. deterministic effects: Effeds for which the severity of the effect in affected individuals varies with the dose, and for which a threshold usually exists. (Formerly described as nonstochastic effects.)

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GLOSSARY

direct bioassay (in vivo): The assessment of radioactive material deposited in the body by detection of radiations emitted by the material, usually by whole body counting. dose equivalent: A quantity used for radiation protection purposes that expresses on a common scale for all radiations, the irradiation incurred by exposed persons. It is defined as the product of the absorbed dose (Dl and the quality factor Q. The name for the unit of dose equivalent (J kg-') is the sievert (Sv). dosimeter: A device, instrument or system that can be used to measure radiation or evaluate any quantity of irradiation for the purpose of determining an individual's absorbed dose, exposure or similar radiation quantity. effective dose equivalent: The sum over specified tissues of the products of the dose equivalent in a tissue (T)and the weighting factor for that tissue, (w,), i.e., HE = Z wTHT= Hwb. embryo-fetus: The developing human organism from conception until the time of birth. environmental radiation monitoring: The measurement of radioactivity and related environmental variables and evaluation of radiation exposure in uncontrolled areas or regions outside a facility boundary. epidemiology: The study of the distribution and determinants of disease in human populations. exposure: In this Report, exposure is used in its more general sense of "the condition of being subject to radiation" and not as the specifically defined radiation quantity for x rays. exposure route. A pathway by which radiation reaches, or radioactive material enters, the body. The main internal exposure routes are inhalation, ingestion, absorption through the skin and entry through a cut or wound in the skin. field: A basic unit of information that is part of a record. For example, among the fields in a particular record, such as a Radiation Work Permit, would be "Description of Work", "Location of Work" and "Identification of Workers". The contents of a: field may be data, a code or a pointer. file: A set of records. Each record in the file will contain the same type of information. Examples of files are the Training Records file, the Radiation Work Permits file and the Area Radiation and Contamination Records file. gray (Gy):The special name for the SI unit of absorbed dose or kerma. 1 Gy = 1 J kg-' = 100 rad. guidance documents: Those documents that present guidance on accepted methods of carrying out program activities. They may be generated within or outside the radiation protection program. incidence: The rate of occurrence of a disease, usually expressed in number of cases per million per year. indirect bioassay (in vitro): The measurement or analysis of radioactive material in excreta or other biological samples removed from the body. intake: The amount of radioactive material taken into the body by inhalation, absorption through the skin, injection, ingestion or through wounds.

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kerma (Kinetic Energy Released per unit MASS):A unit that represents the kinetic energy transferred to charged particles per unit mass of the irradiated material. laboratory standard: A standard used to test the accuracy of analytical procedures or measurement equipment. linkage: The cross-referencing of records in one file to records contained in a different file or in the same file. Linkage is accomplished by having fields within each record that point to relevant records in other files. The pointers are actually data fields that are repeated in different files. For example, the identity of the individual is repeated in the records in exposure history files and in the records in training files. Thus, the individual's identification is the linkage between these different files. linked: Having or provided kith a code or pointer to cross-reference a record with other records maintained in the same or a different file. metabolic model. A mathematical description of the behavior of ingested or inhaled radionuclides in the metabolic~rocessesof cells, tissues, organs and organisms. It is most frequently used to describe distribution among tissues and excretion. microform: A process for reproducing printed matter in a much reduced sue. neutron: Particle with a mass similar to that of a proton, but with no electrical charge. pointer: Information in a field of a record that links that record to another in the same or a different file. primary files: The complete set of records maintained for retrieval. program records: Those records, related to the radiation protection program that are currently in effect and all prior records of the same type. quality factor: A factor used for radiation protection purposes that accounts for differences in biological effectiveness between different radiations. It is the ratio of the slope of the curve of risk versus dose for a given radiation to that of a reference radiation in the range of doses where the curves are assumed to be linear. radiation safety officer: A technically competent person designated by management to evaluate safety programs and supervise the application of radiation protection regulations (for example, persons having relevant certification from the American Board of Radiology, the American Board of Health Physics or equivalent qualifications). Radiation Work Permit (RWP): An authorization to perform a specific procedure involving radiation exposure of personnel in a particular area. It contains detailed procedures for every aspect of the work to be done. radionuclide: A radioactive species of atom characterized by its mass number, atomic number and nuclear energy state, provided that the mean life in that state is long enough to be observable. record: A record consists of several fields, each containing information related to a single identifying characteristic, sometimes called the key field. For example, in a Radiation Work Permit file, each particular Radiation Work Permit is a single record that may be called a Radiation Work

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Permit. The plural term "records" is used in the broad generic sense of a collection of recorded information. record system: A collection of files linked into a coherent whole. records: A collection of recorded information. records custodian: A person (individual, enterprise, institution or other body) who has custody of some or all of the records retained by the responsible organization. responsible organization:The person (individual, enterprise, institution or other body) responsible for the generation and retention or non-retention of records. The responsible organization need not be the direct custodian of the records. secondary standards:A calibrated instrument, source or other system or device directly relatable (that is, with no intervening steps), to one or more U.S. National Standards. sievert (Sv):The special name for the SI unit of dose equivalent. 1 Sv = 100 rem. weighting factors:Fractions used in the calculation of annual and committed effective dose equivalent to equate the risk arising from the irradiation of a tissue to the total risk when the whole body is uniformly irradiated. The weighting factors as defined by NCRP Report No. 91 (NCRP, 1987) are: Organ or tissue

Weighting factora

Gonads Breasts Red bone marrow Lungs Thyroid Bone surfaces Remainderb Skinc "Factors should not be adjusted to maintain a total of one. bRemaindermeans the five other organs with the highest dose (i.e., liver, kidney, spleen, thymus, adrenals, pancreas, stomach, small intestine, upper large intestine or lower large intestine, but excluding skin, lens of the eye and extremities). The weighting factor for each such organ is 0.06. 'Factor to be applied to the mean dose equivalent over the entire skin surface. whole body dose equivalent: The dose equivalent associated with the uniform irradiation of the whole body. visitor: A member of the general public. Visitors are individuals who do not work at a facility; however, radiation records are maintained for visitors who are monitored for the purpose of compliancewith the radiation protection program.

References ANSI (1974). American National Standards Institute. Specification and Performance of On-Site Instrumentation for Continuously Monitoring Radioactivity in Effluents, ANSI N13.10-1974 (Institute of Electrical and Electronics Engineers, Inc., New York). ANSI (1976). American National Standards Institute. Pmctice for Occupational Radiation Exposure Records System, ANSI N13.6-1966 (R-1989) (American National Standards Institute, New York). ANSIIASME (1979).American National Standards Institute/American Society of Mechanical Engineers. Quality Assurance Progmm Requirements for Nuclear Power Plants, ANSIIASME NQA-1-1979 (The American Society of Mechanical Engineers, New York). DARBY, S.C., Ed. (1981). Protocol for the National Registry for Radiation Workers, NRPB-R116 (National Radiological Protection Board, Oxon, England). FIENBERG, S.E., MARTIN, M.E. and STROF, M.L. (1985). Sharing Research Data (National Academy Press, Washington). HOAR, S.K., MORRISON, A.S., COLE, P. and SILVERMAN, D.T. (1980). "An occupation and exposure linkage system for the study of occupational carcinogenesis," J. Occ. Med. 22, 722-726. HSIEH, C-C., WALKER, A.M. and HOAR, S.K. (1983). "Grouping occupations according to carcinogenic potential: Occupational clusters from an exposure linkage system," Am. J. Epiderniol. 117, 575-589. ICRP (1977). International Commission on Radiological Protection. Recommendations of the International Commission on Radiological Protection, ICRP Publication 26 (Pergamon Press, New York). ICRU 1.1988). International Commission on Radiation Units and Measurements. Determination of Dose Equivalents from External Radiation Sources-Part 2, ICRU Report 43 (International Commission on Radiation Units and Measurements, Bethesda, Maryland). KERR, P.S. (1978). "Recording occupational health data for future analysis," J. Occ. Med. 20, 197-203. NCRP (1976a). National Council on Radiation Protection and Measurements. Tritium Measurement Techniques, NCRP Report No. 47 (National Council on Radiation Protection and Measurements, Bethesda, Maryland). NCRP (1976b). National Council on Radiation Protection and Measurements. Environmental Radiation Measurements, NCRP Report No. 50 (National Council on Radiation Protection and Measurements, Bethesda, Maryland). NCRP (1978a). National Council on Radiation Protection and Measurements. Operational Radiation Safety Program, NCRP Report No. 59 (National Council on Radiation Protection and Measurements, Bethesda, Maryland).

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NCRP (1978b). National Council on Radiation Protection and Measurements. Instrumentation and Monitoring MethodsFor RadiationProtection, NCRF' Report No. 57 (National Council on Radiation Protection and Measurements, Bethesda, Maryland). NCRP (1981). National Council on Radiation Protection and Measurements. Dosimetry of X-Ray and Gamma-Ray Beams for Radiation Therapy in the Range 10 keV to 50 MeV, NCRP Report No. 69 (National Council on Radiation Protection and Measurements, Bethesda, Maryland). NCRP (1983).National Council on Radiation Protection and Measurements. Operational Radiation Safety Training, NCRP Report No. 71 (National Council on Radiation Protection and Measurements, Bethesda, Maryland). NCRP (1984). National Council on Radiation Protection and Measurements. Neutron Contaminationfrom Medical Electron Accelerators, NCRP Report No. 79 (National Council on Radiation Protection and Measurements, Bethesda, Maryland). NCRP (1985). National Council on Radiation Protection and Measurements. A Handbook of Radioactivity Measurements Procedures, 2nd ed., NCRP Report No. 58 (National Council on Radiation Protection and Measurements, Bethesda, Maryland). NCRP (1986). National Council on Radiation Protection and Measurements. Radiation Alarms and Access Control Systems, NCRP Report No. 88 (National Council on Radiation Protection and Measurements, Bethesda, Maryland). NCRP (1987). National Council on Radiation Protection and Measurements. Recommendations on Limits for Exposure to Ionizing Radiation, NCRF' Report No. 91 (National Council on Radiation Protection and Measurements, Bethesda, Maryland). NCRP (1988). National Council on Radiation Protection and Measurements. Measurement ofRadon and Radon Daughters i n Air, NCRP Report No. 97 (National Council on Radiation Protection and Measurements, Bethesda, Maryland). NCRP (1989a). National Council on Radiation Protection and Measurements. Radiation Protection for Medical and Allied Health Personnel, NCRP Report No. 105 (National Council on Radiation Protection and Measurements, Bethesda, Maryland). NCRP (1989b). National Council on Radiation Protection and Measurements. Limit for Exposure to "Hot Particles" on the Skin, NCRP Report NO. 106 (National Council on Radiation Protection and Measurements, Bethesda, Maryland). NCRP (1991a). National Council on Radiation Protection and Measurements. Calibration of Survey Instruments Used in Radiation Protection for the Assessment of Ionizing Radiation Fields and Radioactive Sur$ace Contamination, NCRP Report No. 112 (National Council on Radiation Protection and Measurements, Bethesda, Maryland). NCRP (1991b). National Council on Radiation Protection and Measurements. Developing Radiation Emergency Plans for Academic, Medical or

Industrial Facilities, NCRP Report No. 111(National Council on Radiation Protection and Measurements, Bethesda, Maryland). NEWCOMBE, H.B. (1974).A Method of Monitoring Nationally For Possible Delayed Effects of Various Occupational Environments (National Research Council of Canada, Chalk River, Ontario). PELL, S. (1978). "Epidemiological requirements for medical-environmental data management," J. Occ. Med. 20,554-556. PUBLIC LAW NO. 90-23 (1967).Freedom ofInformation Act (U.S. Government Printing Office, Washington). PUBLIC LAW NO. 93-502 (1974).Amendments to Freedom of Information Act (US. Government Printing Office, Washington). PUBLIC LAW NO. 93-579 (1974). Privacy Act of 1974 (US. Government Printing Office, Washington). STANDARD IND USTRIAL CLASSIFICATIONS MANUAL (1987). (US. Bureau of Budget, Washington). STANDARD OCCUPATIONAL CLASSIFICATIONS MANUAL (1980). (Office of Management and Budget, Washington).

The NCRP The National Council on Radiation Protection and Measurements is a nonprofit corporation chartered by Congress in 1964 to: 1. Collect, analyze, develop and disseminate in the public interest information and recommendations about (a) protection against radiation and (b) radiation measurements, quantities and units, particularly those concerned with radiation protection. 2. Provide a means by which organizations concerned with the scientific and related aspects of radiation protection and of radiation quantities, units and measurements may cooperate for effective utilization of their combined resources, and to stimulate the work of such organizations. 3. Develop basic concepts about radiation quantities, units and measurements, about the application of these concepts, and about radiation protection. 4. Cooperate with the International Commission on Radiological Protection, the International Commission on Radiation Units and Measurements, and other national and international organizations, governmental and private, concerned with radiation quantities, units and measurements and with radiation protection. The Council is the successor to the unincorporated association of scientists known as the National Committee on Radiation Protection and Measurements and was formed to carry on the work begun by the Committee. The Council is made up of the members and the participants who serve on the scientific committees of the Council. The Council members who are selected solely on the basis of their scientific expertise are drawn from public and private universities, medical centers, national and private laboratories and industry. The scientific committees, composed of experts having detailed knowledge and competence in the particular area of the committee's interest, draft proposed recommendations. These are then submitted to the full membership of the Council for careful review and approval before being published.

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The following comprise the current officers and membership of the Council: Oficers

CHARLESB. MEINHOLD S. JAMES ADELSTEIN W. ROGERNEY CARLD. HOBELMAN JAMES F. BERG

President Vice President Secretary and Treasurer Assistant Secretary Assistant Treasurer Members

JACOB I. FABRIKANT

R.J. MICHAELFRY THOMASF. GESELL ETHELS. GILBERT ROBERTA. GOEPP JOEL E. GRAY ARTHURW. GUY ERIC J . HALL NAOMIH. HARLEY WILLIAMR. HENDEE DAVIDG. HOEL F. OWENHOFFMAN DONALDG. JACOBS A. EVERETTEJAMES, JR. JOHN R. JOHNSON BERNDKAHN KENNETHR. KASE HAROLDL. KUNDEL CHARLESE. LAND JOHN B. L I ~ L E HARRYR. MAXON ROGER0 . MC CLELLAN J. MC NEIL BARBARA CHARLESB.MEINHOLD MORTIMER L. MENDELSOHN Honorary Members LAURISTON S. TAYLOR,Honomry President WARRENK . SINCLAIR.President Emeritus EDWARD L. ALPEN ROBERT0.GORSON JOHN H. RUST JOHN H. HARLEY EUGENEL. SAENGER WILLIAMJ. BAIR JOHN W. HEALY LEONARD A. SAGAN VICTORP. BOND LOUISHEMPELMANN, JR. WILLIAMJ . SCHULL REYNOLD F. BROWN PAULC. HODGES J . NEWELLSTANNARD RANDALL S. CASWELL GEORGEV. LEROY JOHN B. STORER FREDERICKP. COWAN WILFRIDB. MANN ROYC. THOMPSON JAMES F. CROW A. ALANMOGHISSI ARTHURC. UPTON GERALDD. DODD KARLZ. MORGAN GEORGEL. VOELZ MERRILEISENBUD EDWARD W. WEBSTER ROBERTJ. NELSEN ROBLEYD. EVANS WESLEYL. NYBORG GEORGEM. WILKENING RICHARD F. FOSTER HARALDH. ROSSI HAROLD0 . WYCKOFF HYMERL. FRIEDELL WILLIAML. RUSSELL

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Currently, the following subgroups are actively engaged in formulating recommendations: Basic Radiation Protection Criteria SC 1-2 The Assessment of Risk for Radiation Protection Purposes SC 1-3 Collective Dose SC 1-4 Extrapolation of Risk from Non-human Experimental Systems to Man Structural Shielding Design and Evaluation for Medical Use of X Rays and Gamma Rays of Energies Up to 10 MeV X-Ray Protection i n Dental Offices Operational Radiation Safety SC 46-2 Uranium Mining and Milling-Radiation Safety Programs SC 46-8 Radiation Protection Design Guidelines for Particle Accelerator Facilities SC 46-9 ALARA a t Nuclear Plants SC 46-10 Assessment of Occupational Doses from Internal Emitters SC 46-11 Radiation Protection During Special Medical Procedures SC 46-12 Effective Dose Equivalent Dosimetry and Metabolism of Radionuclides SC 57-2 Respiratory Tract Model SC 57-9 Lung Cancer Risk SC 57-10 Liver Cancer Risk SC 57-14 Placental Transfer SC 57-15 Uranium SC 57-16 Uncertainties in the Application of Metabolic Models Radiation Exposure Control in a Nuclear Emergency SC 63-1 Public Knowledge Radionuclides in the Environment SC 64-6 Screening Models SC 64-16 Uncertainties in Application of Screening Models Quality Assurance and Accuracy in Radiation Protection Measurements Biological Effects and Exposure Criteria for Ultrasound Efficacy of Radiographic Procedures Radiation Exposure and Potentially Related Injury Radiation Protection in Mammography Guidance on Radiation Received in Space Activities Guidance on Occupational and Public Exposure Resulting from Diagnostic Nuclear Medicine Procedures Identification of Research Needs for Radiation Protection Radionuclide Contamination SC 84-1 Contaminated Soil Risk of Lung Cancer from Radon Hot Particles in Eye, Ear and Lung Radioactive and Mixed Waste SC 87-1 Waste Avoidance and Volume Reduction Fluence as the Basis for a Radiation Protection System for Astronauts Nonionizing Electromagnetic Fields SC 89-1 Biological Effects of Magnetic Fields

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SC 89-2 Practical Guidance on the Evaluation of Human Exposure to Radiofrequency Radiation SC 89-3 Extremely Low-Frequency Electric and Magnetic Fields SC 90 Precautions in the Management of Patients Who Have Received Therapeutic Amounts of Radionuclides

In recognition of its responsibility to facilitate and stimulate cooperation among organizations concerned with the scientific and related aspects of radiation protection and measurement, the Council has created a category of NCRP Collaborating Organizations. Organizations or groups of organizations that are national or international in scope and are concerned with scientific problems involving radiation quantities, units, measurements and effects, or radiation protection may be admitted to collaborating status by the Council. Collaborating Organizations provide a means by which the NCRP can gain input into its activities from a wider segment of society. At the same time, the relationships with the Collaborating Organizations facilitate wider dissemination of information about the Council's activities, interests and concerns. Collaborating Organizations have the opportunity to comment on draft reports (at the time that these are submitted to the members of the Council). This is intended to capitalize on the fact that Collaborating Organizations are in an excellent position to both contribute to the identification of what needs to be treated in NCRP reports and to identify problems that might result from proposed recommendations. The present Collaborating Organizations with which the NCRP maintains liaison are a s follows: American Academy of Dermatology American Association of Physicists in Medicine American College of ~ e d i c aPhysics l American College of Nuclear Physicians American College of Occupational and Environmental Medicine American College of Radiology American Dental Association American Industrial Hygiene Association American Institute of Ultrasound in Medicine American Insurance Services Group American Medical Association American Nuclear Society American Podiatric Medical Association American Public Health Association American Radium Society American Roentgen Ray Society American Society of Radiologic Technologists American Society for Therapeutic Radiology and Oncology Association of University Radiologists Bioelectromagnetics Society

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College of American Pathologists Conference of Radiation Control Program Directors Electric Power Research Institute Federal Communications Commission Federal Emergency Management Agency Genetics Society of America Health Physics Society Institute of Nuclear Power Operations International Brotherhood of Electrical Workers National Aeronautics and Space Administration National Electrical Manufacturers Association National Institute of Standards and Technology Nuclear Management and Resources Council Radiation Research Society Radiological Society of North America Society of Nuclear Medicine United States Air Force United States Army United States Department of Energy United States Department of Housing and Urban Development United States Department of Labor United States Environmental Protection Agency United States Navy United States Nuclear Regulatory Commission United States Public Health Services Utility Workers Union of America

The NCRP has found its relationships with these organizations to be extremely valuable to continued progress in its program. Another aspect of the cooperative efforts of the NCRP relates to the Special Liaison relationshipsestablished with various governmental organizations that have an interest in radiation protection and measurements. This liaison relationship provides: (1) an opportunity for participating organizations to designate an individual to provide liaison between the organization and the NCRP; (2) that the individual designated will receive copies of draft NCRP reports (at the time that these are submitted to the members of the Council) with an invitation to comment, but not vote; and (3) that new NCRP efforts might be discussed with liaison individuals as appropriate, so that they might have an opportunity to make suggestions on new studies and related matters. The following organizations participate in the Special Liaison Program: Australian Radiation Laboratory Commissariat a 1'Energie Atomique (France) Commission of the European Communities Defense Nuclear Agency Federal Emergency Management Agency International Commission on Non-Ionizing Radiation Protection Japan Radiation Council

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National Radiological Protection Board (United Kingdom) National Research Council (Canada) Omce of Science and Technology Policy Office of Technology Assessment Ultrasonics Institute (Australia) United States Air Force United States Coast Guard United States Department of Health and Human Services United States Department of Transportation United States Environmental Protection Agency United States Nuclear Regulatory Commission

The NCRP values highly the participation of these organizations in the Special Liaison Program. The Council also benefits significantly from the relationships established pursuant to the Corporate Sponsor's Program. The program facilitates the interchange of information and ideas and corporate sponsors provide valuable fiscal support for the Council's program. This developing program currently includes the following Corporate Sponsors: Agfa Corporation Canberra Industries, Inc. Commonwealth Edison Duke Power Eastman Kodak Company EG&G Rocky Flats Landauer, Inc. Picker International Southern California Edison Company Westinghouse Electric Corporation 3M

The council's activities are made possible by the voluntary contribution of time and effort by its members and participants and the generous support of the following organizations: Alfred P. Sloan Foundation Alliance of American Insurers American Academy of Dermatology American Academy of Oral and Maxillofacial Radiology American Association of Physicists in Medicine American Cancer Society American College of Medical Physics American College of Nuclear Physicians American College of Occupational and Environmental Medicine American College of Radiology American College of Radiology Foundation American Dental Association American Healthcare Radiology Administrators

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American Industrial Hygiene Association American Insurance Services Group American Medical Association American Nuclear Society American Osteopathic College of Radiology American Podiatric Medical Association American Public Health Association American Radium Society American Roentgen Ray Society American Society of Radiologic Technologists American Society for Therapeutic Radiology and Onmlogy American Veterinary Medical Association American Veterinary Radiology Society Association of University Radiologists Battelle Memorial Institute Chem Nuclear Systems Center for Devices and Radiological Health College of American Pathologists Committee on Interagency Radiation Research and Policy Coordination Commonwealth of Pennsylvania Defense Nuclear Agency Eastman Kodak Company Edison Electric Institute Edward Mallinckrodt, Jr. Foundation EG&G Idaho, Inc. Electric Power Research Institute Federal Emergency Management Agency Florida Institute of Phosphate Research Genetics Society of ~ m e i i c a Health Effects Research Foundation (Japan) Health Physics Society Institute of Nuclear Power Operations James Picker Foundation Martin Marietta Corporation National Aeronautics and Space Administration National Association of Photographic Manufacturers National Cancer Institute National Electrical Manufacturers Association National Institute of Standards and Technology Nuclear Management and Resources Council Radiation Research Society Radiological Society of North America Richard Lounsbery Foundation Sandia National Laboratory Society of Nuclear Medicine Society of Pediatric Radiology United States Department of Energy United States Department of Labor United States Environmental Protection Agency United States Navy United States Nuclear Regulatory Commission Victoreen, Inc.

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Initial funds for publication of NCRP reports were provided by a grant from the James Picker Foundation. The NCRP seeks to promulgate information and recommendations based on leading scientific judgement on matters of radiation protection and measurement and to foster cooperation among organizations concerned with these matters. These efforts are intended to serve the public interest and the Council welcomes comments and suggestions on its reports or activities from those interested in its work.

NCRP Publications NCRP publications are distributed by the NCRP Publications' Office. Information on prices and how to order may be obtained by directing an inquiry to: NCRP Publications 7910 Woodmont Avenue Suite 800 Bethesda, MD 20814-3095 The currently available publications are listed below.

NCRP Reports No.

Title Control and Removal ofRadioactive Contamination in Laboratories (1951) Maximum Permissible Body Burdens and Maximum Permissible Concentrations of Radionuclldes in Air and in Water for Occupational Exposure (1959) [Includes Addendum 1 issued in August 19631 Measurement of Neutron Flux and Spectra for Physical and B wlogical Applications (1960) Measurement of Absorbed Dose of Neutrons, and of Mixtures of Neutrons and Gamma Rays (1961) Stopping Powers for Use with Cavity Chambers (1961) Safe Handling of Radioactive Materials (1964) Radiation Protection in Educational Institutions (1966) Dental X-Ray Protection (1970) Radiation Protection in Veterinary Medicine (1970) Precautions i n the Management of Patients Who Have Received Therapeutic Amounts of Radionuclides (1970) Protection Against Neutron Radiation (1971) Protection Against Radiation from Brachytherapy Sources (1972)

Specification of Gamma-Ray Brachytherapy Sources (1974) Radiological Factors Affecting Decision-Making i n a Nuclear Attack (1974)

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Krypton-85 in the Atmosphere-Accumulation, Biological Significance, and Control Technology (1975) Alpha-Emitting Particles in Lungs (1975) Tritium Measurement Techniques (1976) Structural Shielding Design and Evaluation for Medical Use of X Rays and Gamma Rays of Energies Up to 10 MeV (1976)

Environmental Radiation Measurements (1976) Radiation Protection Design Guidelines for 0.1 -100 MeV Particle Accelerator Facilities (1977) Cesium-137 from the Environment to Man: Metabolism and Dose (1977) Review ofNCRP Radiation Dose Limit forEmbryo and Fetus in Occupationally-Exposed Women (1977) Medical Radiation Exposure of Pregnant and Potentially Pregnant Women (1977) Protection of the Thyroid Gland in the Event of Releases of Radioiodine (1977) Instrumentation and Monitoring Methods for Radiation Protection (1978) A Handbook ofRadioactivity Measurements Procedures, 2nd ed. (1985) Operational Radiation Safety Program (1978) Physical, Chemical, and Biological Properties of Radiocerium Relevant to Radiation Protection Guidelines (1978) Radiation Safety Training Criteria for Industrial Radiography (1978) Tritium in the Environment (1979) Tritium and Other Radionuclide Labeled Organic Compounds Incorporated in Genetic Material (1979) Influence of Dose and Its Distribution i n Time on DoseResponse Relationships for Low-LET Radiations (1980) Management of Persons Accidentally Contaminated with Radionuclides (1980) Radiofrequency Electromagnetic Fields-Properties, Quantities and Units,Biophysical Interaction, and Measurements (1981)

Radiation Protection i n Pediatric Radiology (1981) Dosimetry of X-Ray and Gamma-Ray Beams for Radiation Therapy in the Energy Range 10 keV to 50 MeV (1981) Nuclear Medicine-Factors Influencing the Choice and Use of Radionuclides in Diagnosis and Therapy (1982) Operational Radiation Safety-Training (1983)

NCRP PUBLICATIONS

Radiation Protection and Measurement for Low-Voltage Neutron Generators (1983) Protection in Nuclear Medicine and Ultrasound Diagnostic Procedures in Children (1983) Biological Effects of Ultrasound: Mechanisms and Clinical Implications (1983) Iodine-129: Evaluation ofReleases from Nuclear Power Generation (1983) Radiological Assessment: Predicting the Transport,Bioaccumulation, and Uptake by Man of Radionuclides Released to the Environment (1984) Exposures from the Uranium Series with Emphasis on Radon and Its Daughters (1984) Evaluation of Occupational and Environmental Exposures to Radon and Radon Daughters in the United States (1984) Neutron Contamination from Medical Electron Accelerators (1984) Induction of Thyroid Cancer by Ionizing Radiation (1985) Carbon-14 i n the Environment (1985) SI Units in Radiation Protection and Measurements (1985) The Experimental Basis for Absorbed-Dose Calculations in Medical Uses of Radionuclides (1985) General Concepts for the Dosimetry of Internally Deposited Radionuclides (1985) Mammography-A User's Guide (1986) Biological Effects and Exposure Criteria for Radiofrequency Electromagnetic Fields (1986) Use ofBioassayProcedures for Assessment oflnternal Radionuclide Deposition (1987) Radiation Alarms and Access Control Systems (1986) Genetic Effects from Internally Deposited Radionuclides (1987) Neptunium: Radiation Protection Guidelines (1988) Recommendations on Limits for Exposure to Ionizing Radiation (1987) Public Radiation Exposure from Nuclear Power Generation in the United States (1987) Ionizing Radiation Exposure of the Population of the United States (1987) Exposure of the Population i n the United States and Canada from Natural Background Radiation (1987) Radiation Exposure of the U.S. Population from Consumer Products and Miscellaneous Sources (1987)

NCRP PUBLICATIONS

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Comparative Carcinogenicity of Ionizing Radiation and Chemicals (1989) Measurement of Radbn and Radon Daughters in Air (1988) Guidance on Radiation Received in Space Activities (1989) Quality Assurance for Diagnostic Imaging (1988) Exposure of the U.S. Population from Diagnostic Medical Radiation (1989) Exposure of the U.S. Population from Occupational Radiation (1989) Medical X-Ray, Electron Beam and Gamma-Ray Protection for Energies Up to 50 MeV (Equipment Design, Performance and Use) (1989) Control of Radon in Houses (1989) The Relative Biological Effectiveness ofRadiutions ofDifferent Quality (1990) Radiation Protection for Medical and Allied Health Personnel (1989) Limit for Exposure to "Hot Particles" on the Skin (1989) Implementation of the Principle of As Low As Reasonably Achievable (ALARA) for Medical and Dental Personnel (1990) Conceptual Basis for Calculations of A bsorbed-DoseDistributions (1991) Effects of Ionizing Radiation on Aquatic Organisms (1991) Some Aspects of Strontium Radiobiology (1991) Developing Radiation Emergency Plans for Academic, Medical or Industrial Facilities (1991) Calibration of Survey Instruments Used in Radiation Protection for the Assessment of Ionizing Radiation Fields and Radioactive Surface Contamination (1991) Exposure Criteria for Medical Diagnostic Ultrasound: I. Criteria Based on Thermal Mechanisms (1992) Maintaining Radiation Protection Records (1992) Binders for NCRP Reports are available. Two sizes make it possible to collect into small binders the "old series" of reports (NCRP Reports Nos. 8-30) and into large binders the more recent publications (NCRP Reports Nos. 32-114). Each binder will accommodate from five to seven reports. The binders carry the identification "NCRP Reports" and come with label holders which permit the user to attach labels showing the reports contained in each binder. The following bound sets of NCRP Reports are also available: Volume I. NCRP Reports Nos. 8, 22

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Volume 11. NCRP Reports Nos. 23, 25, 27,30 Volume 111. NCRP Reports Nos. 32,35, 36, 37 Volume IV. NCRP Reports Nos. 38, 40, 41 Volume V. NCRP Reports Nos. 42,44, 46 Volume VI. NCRP Reports Nos. 47, 49, 50, 51 Volume VII. NCRP Reports Nos. 52,53,54,55, 57 Volume VIII. NCRP Reports No. 58 Volume IX. NCRP Reports Nos. 59,60,61, 62, 63 Volume X. NCRP Reports Nos. 64,65,66,67 Volume XI. NCRP Reports Nos. 68, 69, 70, 71, 72 Volume XII. NCRP Reports Nos. 73, 74, 75, 76 Volume XIII. NCRP Reports Nos. 77, 78, 79, 80 Volume XIV. NCRP Reports Nos. 81,82,83, 84,85 Volume XV. NCRP Reports Nos. 86,87, 88, 89 Volume XVI. NCRP Reports Nos. 90, 91, 92, 93 Volume XVII. NCRP Reports Nos. 94, 95, 96, 97 Volume XVIII. NCRP Reports Nos. 98, 99,100 Volume XIX. NCRP Reports Nos. 101, 102,103, 104 Volume XX. NCRP Reports Nos. 105, 106, 107, 108 Volume XXI. NCRP Reports Nos. 109, 110, 111 (Titles of the Individual reports contained in each volume are given above). NCRP Commentaries No. 1 2

3 4

5 6 7

Title Krypton-85 in the Atmosphere-With Specific Reference to the Public Health Significance of the Proposed Controlled Release at Three Mile Island (1980) Preliminary Evaluation of Criteria for the Disposal of Transumnic Contaminated Waste (1982) Screening Techniques for Determining Compliance with Environmental Standards-Releases of Radionuclides to the Atmosphere (1986), Rev. (1989) Guidelines for the Release of Waste Water from Nuclear Facilities with Special Reference to the Public Health Significance of the Proposed Release of Treated Waste Waters at Three Mile Island (1987) Review of the Publication, Living Without Landfills (1989) Radon Exposure of the U.S. Population-Status of the Problem (1991) Misadministration of Radioactive Material in MedicineScientific Background (1991)

NCRP PUBLICATIONS

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79

Proceedings of the Annual Meeting No. 1

Title Perceptions of Risk, Proceedings of the Fifteenth Annual Meeting held on March 14-15,1979(includingTaylor Lecture No. 3) (1980) Critical Issues in Setting Radiation Dose Limits, Proceedings of the Seventeenth Annual Meeting held on April 8-9, 1981 (including Taylor Lecture No. 5) (1982) Radiation Protection and New Medical Diagnostic Approaches, Proceedings of the Eighteenth Annual Meeting held on April 6-7, 1982 (including Taylor Lecture No. 6) (1983) EnvironmentalRadioactivity, Proceedings of the Nineteenth Annual Meeting held on April 6-7,1983 (includingTaylor Lecture No. 7) (1983) Some Issues Important in Developing Basic Radiation Protection Recommendations, Proceedings of the Twentieth Annual Meeting held on April 4-5,1984 (includingTaylor Lecture No. 8) (1985) Radioactive Waste, Proceedings of the Twenty-first Annual Meeting held on April 3-4,1985 (includingTaylor Lecture No. 9) (1986) Nonionizing Electromagnetic Radiations and Ultrasound, Proceedings of the Twenty-second Annual Meeting held on April 2-3,1986 (includingTaylor Lecture No. 10)(1988) New Dosimetry a t Hiroshima and Nagasaki and Its Implications for Risk Estimates, Proceedings of the Twenty-third Annual Meeting held on April 8-9,1987 (including Taylor Lecture No. 11)(1988) Radon, Proceedings of the Twenty-fourth Annual Meeting held on March 30-31, 1988 (including Taylor Lecture No. 12) (1989) Radiation Protection Today-The NCRP at Sixty Years, Proceedings of the Twenty-fifth Annual Meeting held on April 5-6, 1989 (including Taylor Lecture No. 13) (1990) Health and Ecological Implications of Radioactively Contaminated Environments,Proceedings of the Twenty-sixth Annual Meeting held on April 4-5,1990 (includingTaylor Lecture No. 14) (1991) Genes, Cancer and Radiation Protection, Proceedings of the Twenty-seventh Annual Meeting held on April 3-4,1992 (including Taylor Lecture No. 15) (1992)

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Lauriston S. Taylor Lectures No. 1

Title The Squares of the Natural Numbers in Radiation Protection by Herbert M. Parker (1977) Why be Quantitative about Radiation Risk Estimates? by Sir Edward Pochin (1978) Radiation Protection-Concepts and Trade Offs by Hymer L. Friedell (1979) [Available also i n Perceptions of Risk, see above] From "Quantity ofRadiation" and "Dose" to '%xposure" and "Absorbed Dose7'-An Historical Review by Harold 0. Wyckoff(1980) How Well Can We Assess Genetic Risk? Not Very by James F . Crow (1981) [Availablealso i n CriticalIssws in Setting Radiation Dose Limits, see abovel Ethics, Trade-offs and Medical Radiation by Eugene L. Saenger (1982) [Available also in Radiation Protection and New Medical Diagnostic Approaches, see abovel The Human Environment-Past, Present and Future by Merril Eisenbud (1983) [Available also i n Environmental Radioactivity, see abovel Limitation and Assessment in Radiation Protection by Harald H. Rossi (1984) [Available also i n Some Issues Important i n Developing Basic Radiation Protection Recommendations, see above] Truth (and Beauty) in Radiation Measurement by John H. Harley (1985) [Available also in Radioactive Waste, see abovel BiologicalEffects ofNon-ionizingRadiations:CellularProperties and Interactions by Herman P. Schwan (1987) [Available also i n Nonionizing Electromagnetic Radiations and Ultrasound, see above] How to be Quantitative about Radiation Risk Estimates by Seymour Jablon (1988) [Available also i n New Dosimetry at Hiroshima and Nagasaki and its Implications for Risk Estimates, see above] How Safe is Safe Enough? by Bo Lindell (1988) [Available also i n Radon, see abovel Radiobiology and Radiation Protection: The Past Century and Prospects for the Future by Arthur C. Upton (1989) [Available also ih Radiation Protection Today, see abovel

NCRP PUBLICATIONS

14

15 16

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Radiation Protection and the Internal Emitter Saga by J . Newel1 Stannard (1990) [Available also in Health and Ecological Implications of Radioactively Contaminated Environments, see above] When is a Dose Not a Dose? by Victor P. Bond (1992) [Available also in Genes, Cancer and Radiation Protection, see above] Dose and Risk in Diagnostic Radiology: How Big? How Little? by Edward W. Webster (1992) Symposium Proceedings

The Control of Exposure of the Public to Ionizing Radiation in the Event of Accident or Attack, Proceedings of a Symposium held April 27-29, 1981 (National Council on Radiation Protection and Measurements, Bethesda, Maryland, 1982) NCRP Statements No.

1 2

3

4

5 6

Title "Blood Counts, Statement of the National Committee on Radiation Protection," Radiology 63, 428 (1954) "Statements on Maximum Permissible Dose from Television Receivers and Maximum Permissible Dose to the Skin of the Whole Body," Am. J. Roentgenol., Radium Ther. and Nucl. Med. 84, 152 (1960) and Radiology 75, 122 (1960) X-Ray Protection Standards for Home Television Receivers, Interim Statement of the National Council on Radiation Protection and Measurements (National Council on Radiation Protection and Measurements, Bethesda, Maryland, 1968) Specification of Units ofNatura1 Uranium and Natural Thorium, Statement of the National Council on Radiation Protection and Measurements, (National Council on Radiation Protection and Measurements, Bethesda, Maryland, 1973) NCRP Statement on Dose Limit for Neutrons (National Council on Radiation Protection and Measurements, Bethesda, Maryland, 1980) Control ofAir Emissions ofRadionuclides (National Council on Radiation Protection and Measurements, Bethesda, Maryland, 1984)

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Other Documents The following documents of the NCRP were published outside of the NCRP Report, Commentary and Statement series: Somatic Radiation Dose for the General Population, Report of the Ad Hoc Committee of the National Council on Radiation Protection and Measurements, 6 May 1959, Reprinted from Science, February 19,1960, Vol. 131, No. 3399, pages 482-486 Dose Effect Modifying Factors I n Radiation Protection, Report of Subcommittee M-4 (Relative Biological Effectiveness) of the National Council on Radiation Protection and Measurements, Report BNL 50073 (T-471) (1967) Brookhaven National Laboratory (National Technical Information Service Springfield, Virginia) The following documents are now superseded andlor out of print: NCRP Reports No.

Title X-Ray Protection (1931) [Superseded by NCRP Report No. 31 R a d i u m Protection (1934) [Superseded by NCRP Report No. 41 X-Ray Protection (1936) [Superseded by NCRP Report No. 61 Radium Protection (1938) [Superseded by NCRP Report No. 131 Safe Handling of Radioactive Luminous Compound (1941) [Out of Print] Medical X-Ray Protection U p to Two Million Volts (1949) [Superseded by NCRP Report No. 181 Safe Handling of Radioactive Isotopes (1949) [Superseded by NCRP Report No. 301 Recommendations for Waste Disposal ofPhosphorus-32 and Iodine-131 for Medical Users (1951) [Out of Print] Radiological Monitoring Methods and Instruments (1952) [Superseded by NCRP Report No. 571 Maximum Permissible Amounts of Radioisotopes in the Human Body and Maximum Permissible Concentrations i n Air and Water (1953) [Superseded by NCRP Report No. 221

NCRP PUBLICATIONS

1

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Recommendations for the Disposal of Carbon-14 Wastes (1953) [Superseded by NCRP Report No. 81.1 Protection Against Radiations fiom Radium, Cobalt-60 and Cesium-137 (1954) [Superseded by NCRP Report No. 241 Protection Against Betatron-Synchrotron Radiations Up to 100 Million Electron Volts (1954) [Superseded by NCRP Report No. 511 Safe Handling of Cadavers Containing Radioactive Isotopes (1953) [Superseded by NCRP Report No. 211 Radioactive-Waste Disposal in the Ocean (1954) [Out of Printl Permissible Dose from External Sources of Ionizing Radiation (1954) including Maximum Permissible Exposures to Man, Addendum to National Bureau of Standards Handbook 59 (1958) [Superseded by NCRP Report No. 391 X-Ray Protection (1955) [Superseded by NCRP Report No. 261 Regulation of Radiation Exposure by Legislative Means (1955) [Out of Printl Protection Against Neutron Radiation Up to 30 Million Ebctron Volts (1957) [Superseded by NCRP Report No. 381 Safe Handling of Bodies Containing Radioactive Isotopes (1958) [Superseded by NCRP Report No. 371 Protection Against Radiations from Sealed Gamma Sources (1960) [Superseded by NCRP Reports No. 33,34 and 401 Medical X-Ray Protection Up to Three Million Volts (1961) [Superseded by NCRP Reports No. 33,34,35 and 361 A Manual of Radioactivity Procedures (1961) [Superseded by NCRP Report No. 581 Exposure to Radiation i n an Emergency (1962) [Superseded by NCRP Report No. 421 Shielding for Hzgh-Energy Electron Accelerator Installations (1964) [Superseded by NCRP Report No. 511 Medical X-Ray and Gamrna-Ray Protection for Energies up to 10 MeV-Equipment Design and Use (1968) [Superseded by NCRP Report No. 1021 Medical X-Ray and Gamma-RayProtection for Energies Up to 10 MeV-Structural Shielding Design and Evaluation Handbook (1970) [Superseded by NCRP Report No. 491 Basic Radiation Protection Criteria (1971) [Superseded by NCRP Report No. 911 Review of the Current State ofRadiation Protection Philosophy (1975) [Superseded by NCRP Report No. 911

84 45 48

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58 66

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NCRP PUBLICATIONS

Natural Background Radiation in the United States (1975) [Superseded by NCRP Report No. 941 Radiation Protection for Medical and Allied Health Personnel (1976) [Superseded by NCRP Report No. 1051 Radiation Exposure fiom Consumer Products and Miscellaneous Sources (1977) [Superseded by NCRP Report No. 951 A Handbook of Radioactivity Measurements Procedures, 1st ed. (1978) [Superseded by NCRP Report No. 58,2nd ed.] Mammography (1980) [Out of Print]

NCRP Proceedings No. 2

Title Quantitative Risk in Standards Setting, Proceedings of the Sixteenth Annual Meeting held on April 2-3, 1980 [Out of Print]

Index Abnormal exposures, 34 Accidents and incidents, 41 ALARA, 40 Area radiation and contamination records, 38 Dose assessment records, 29-3 1 effective dose equivalent, 30 extremity dose equivalent, 31 eye dose equivalent, 30-31 skin dose equivalent, 30 whole body dose equivalent, 29-30 Environmental records, 42-46 dose assessment, 45-46 off-site incident investigations, 46 operational monitoring program, 43-44 pre-operational monitoring program, 42 radioactive materials release, 44-45 special studies, 46 Exposure history, 33 Files, 9-12 backup files, 11-12 computer files, 11 facilities, 9, 35-37 individuals, 9-10 master files, 9 original or reproduced files, 11 Individual records, 28-34 abnormal exposures, 34 dose assessment records, 29-31 exposure categories, 28 exposure history, 33 external dosimetry, 29-31 internal dosimetry, 31-32 missing dosimetry results, 33 personal data, 28-29 summation of internal and external exposures, 32-33 training records, 34 Instrumentation, 39 Internal dosimetry, 31-32 annual assessment of dose, 31 bioassay data, 31

biokinetic data, 31 dosimetric models, 31-32 Linkages, types of, 52-54 interfile, 54 intrafile, 52-53 Missing dosimetry results, 33 Off-site incident investigation and special studies, 46 Operational environmental monitoring program, 43-44 air sampling, 43 biota sampling, 44 direct measurements, 44 food sampling, 43 surface deposition, 44 water sampling, 43 Pre-operational environmental monitoring program, 42-43 climatic studies, 42 demographic studies, 42-43 land use studies, 42-43 radiological surveillance records, 43 topographic studies, 42-43 Protective equipment, 39 Quality control, 13-14 records, 13 storage and retrieval, 13-14 Radiation protection instrumentation, 47-51 calibration, 48,49-51 instrument inventory, 50-51 maintenance, 47, 50 specifications, 47-48 Radiation protection program records, 18-27 accreditation and certification, 19 ALARA programs, 27 authorizing documents, 18-19 calibration program, 23 dose assessment program, 25 dosimetry and exposure control program, 24-25 environmental radiation monitoring program, 25

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INDEX

general and administrative programs, 27 general worker training, 22 guidance documents, 19-20 incident response programs, 26-27 materials receipt and shipment program, 26 measurement and control programs, 23 organization and personnel, 20 personnel identification and qualification, 20 personnel training, 21 position descriptions, 20 quality control and assessment programs, 21-22 radiation work control program, 24 radioactive waste program, 26 respiratory protection program, 23-24 source and access control programs, 22 ventilation monitoring program, 25 Radiation records, retention of, 55-58 epidemiologic research, 55, 57 litigation, 55, 57-58 program control, 55-57 regulatoly compliance, 55, 57 Radiation work permits, 37-38 Radioactive material inventory, 40 Radioactive material shipments, 40 Radioactive materials release and dose assessment, 44-46 dose assessment reports, 45-46 radioactive material release reports, 44-45 Records generation, 5-8 ancillary information, 7 completeness, 6 originator of records, identity of, 7 radiation dose, 8 records status information, 7-8 specificity, 5-6 Records generation and retention, guidance for, 4-17,55-58 files, 9-12 legal aspects, 14-17 records confidentiality, 4 records generation, 5-8 records identification, 4 records linkage, 8-9 records retention, 12, 55-58 records retrieval, 4, 13 records safeguards, 4

records system design and operation, 4-5 storage and maintenance, 12-13 Records linkage, 8-9,52-54 grouped basis, 8 individual basis, 8 locational identifiers, 9 types of linkages, 9,52-54 Records management, legal aspects of, 14-17 computer program documentation, 16-17 disposition of records, 15 evidentiary considerations, 14 incorporation by reference, 15 privacy and confidentiality, 15-16 rules of evidence, 14 Records retention, 12-13,55-58 epidemiologic records, 12, 57 health and safety records, 12-13 litigation records, 12, 57-58 program control records, 55-57 time period, 12-13 Records retrieval, 13 Records system, design and operation, 4-5 codes and coding conventions, 5 definitions, 5 record handling procedures, 5 Storage and maintenance of records, 12-13 format, 12 retention, 12-13 Summation of internal and external, 32-33 Training records, 34 Workplace records, 35-41 access control, 37 accidents and incidents, 41 ALARA, 40 area radiation and contamination records, 38 controlled areas, 36 facility description, 35-36 instrumentation, 39 protective equipment, 39-40 quality assurance, 39-40 radiation work permits, 37-38 radioactive material inventory, 40 radioactive material shipments, 40 ventilation and exhaust features, 36-3 7

Maintaining Radiation Protection Records: Recommendations of the National Council on Radiation Protection and Measurements : Issued November 30, 1992 (NCRP report)

Research Needs for Radiation Protection: Recommendations of the National Council on Radiation Protection and Measurements (Ncrp Report ; No. 117)

Environmental radiation measurements: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report ; no. 50)

Radiation Protection in the Mineral Extraction Industry: Recommendations of the National Council on Radiation Protection and Measurements (Ncrp, No)

Operational Radiation Safety Training: Recommendations of the National Council on Radiation Protection and Measurements (Ncrp Report, No. 134)

Control of Radon in Houses: Recommendations of the National Council on Radiation Protection and Measurements (Ncrp Report ; No. 103)

Specification of gamma-ray brachytherapy sources: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report)

Tritium in the environment: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report 62)

Operational Radiation Safety Program: Recommendations of the National Council on Radiation Protection and Measurements (N C R P Report)

Tritium measurement techniques: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report ; no. 47)

Alpha-emitting particles in lungs: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report ; no. 46)

Si Units in Radiation Protection and Measurements: Recommendations of the National Council on Radiation Protection and Measurements (N C R P Report)

Protection of the thyroid gland in the event of releases of radioiodine: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report ; no. 55)

Atoms, Radiation and Radiation Protection

Radiation Protection Guidance for Activities in Low-Earth Orbit: Recommendations of the Nattional Council on Radiation Protection and Measurements (Ncrp Report, No. 132)

Radiation Protection

Atoms, Radiation, and Radiation Protection

Limitation of Exposure to Ionizing Radiation: Recommendations of the National Council on Radiation Protection and Measurements : Issued March 31, 199 (N C R P Report)

Exposure of the U.S. Population from Diagnostic Medical Radiation: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report)

Physical, chemical, and biological properties of radiocerium relevant to radiation protection guidelines: Recommendations of the National Council on Radiation ... and Measurements (NCRP report ; no. 60)

Carbon-14 in the Environment: Recommendations of the National Council on Radiation Protection and Measurements (N C R P Report)

Uncertainties in Fatal Cancer Risk Estimates Used in Radiation Protection: Recommendations of the National Council on Radiation Protection and Measurements (N C R P Report)

Radiation safety training criteria for industrial radiography: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report ; no. 61)

Limit for Exposure to ''Hot Particles'' on the Skin: Recommendations of the National Council on Radiation Protection and Measurements (Ncrp Report, No 106) (N C R P Report)

Influence of dose and its distribution in time on dose-response relationships for low-let radiations: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report)

Effects of Ionizing Radiation on Aquatic Organisms: Recommendations of the National Council on Radiation Protection and Measurements (N C R P Report)

Exposure of the U.S. Population from Occupational Radiation: Recommendations of the National Council on Radiation Protection and Measurements (N C R P Report)

Radiation Protection in Dentistry

Radiation Alarms and Access Control Systems: Recommendations of the National Council on Radiation Protection and Measurements (N C R P Report)

Radiological factors affecting decision-making in a nuclear attack: Recommendations of the National Council on Radiation Protection and Measurements

Maintaining Radiation Protection Records: Recommendations of the National Council on Radiation Protection and Measurements : Issued November 30, 1992 (NCRP report)

Research Needs for Radiation Protection: Recommendations of the National Council on Radiation Protection and Measurements (Ncrp Report ; No. 117)

Environmental radiation measurements: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report ; no. 50)

Radiation Protection in the Mineral Extraction Industry: Recommendations of the National Council on Radiation Protection and Measurements (Ncrp, No)

Operational Radiation Safety Training: Recommendations of the National Council on Radiation Protection and Measurements (Ncrp Report, No. 134)

Control of Radon in Houses: Recommendations of the National Council on Radiation Protection and Measurements (Ncrp Report ; No. 103)

Specification of gamma-ray brachytherapy sources: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report)

Tritium in the environment: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report 62)

Operational Radiation Safety Program: Recommendations of the National Council on Radiation Protection and Measurements (N C R P Report)

Tritium measurement techniques: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report ; no. 47)

Alpha-emitting particles in lungs: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report ; no. 46)

Si Units in Radiation Protection and Measurements: Recommendations of the National Council on Radiation Protection and Measurements (N C R P Report)

Protection of the thyroid gland in the event of releases of radioiodine: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report ; no. 55)

Atoms, Radiation and Radiation Protection

Radiation Protection Guidance for Activities in Low-Earth Orbit: Recommendations of the Nattional Council on Radiation Protection and Measurements (Ncrp Report, No. 132)

Radiation Protection

Atoms, Radiation, and Radiation Protection

Limitation of Exposure to Ionizing Radiation: Recommendations of the National Council on Radiation Protection and Measurements : Issued March 31, 199 (N C R P Report)

Exposure of the U.S. Population from Diagnostic Medical Radiation: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report)

Physical, chemical, and biological properties of radiocerium relevant to radiation protection guidelines: Recommendations of the National Council on Radiation ... and Measurements (NCRP report ; no. 60)

Carbon-14 in the Environment: Recommendations of the National Council on Radiation Protection and Measurements (N C R P Report)

Uncertainties in Fatal Cancer Risk Estimates Used in Radiation Protection: Recommendations of the National Council on Radiation Protection and Measurements (N C R P Report)

Radiation safety training criteria for industrial radiography: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report ; no. 61)

Limit for Exposure to ''Hot Particles'' on the Skin: Recommendations of the National Council on Radiation Protection and Measurements (Ncrp Report, No 106) (N C R P Report)

Influence of dose and its distribution in time on dose-response relationships for low-let radiations: Recommendations of the National Council on Radiation Protection and Measurements (NCRP report)

Effects of Ionizing Radiation on Aquatic Organisms: Recommendations of the National Council on Radiation Protection and Measurements (N C R P Report)

Exposure of the U.S. Population from Occupational Radiation: Recommendations of the National Council on Radiation Protection and Measurements (N C R P Report)

Radiation Protection in Dentistry

Radiation Alarms and Access Control Systems: Recommendations of the National Council on Radiation Protection and Measurements (N C R P Report)

Radiological factors affecting decision-making in a nuclear attack: Recommendations of the National Council on Radiation Protection and Measurements

Recommend Documents