Recordkeeping Requirements

Subpart H--Records

§ 835.701 General provisions.

(a) Records shall be maintained to document compliance with this part and with radiation

protection programs required by § 835.101.

(b) Unless otherwise specified in this subpart, records shall be retained until final disposition

is authorized by DOE.

§ 835.702 Individual monitoring records.

(a) Except as authorized by § 835.702(b), records shall be maintained to document doses

received by all individuals for whom monitoring was conducted and to document doses

received during planned special exposures, unplanned doses exceeding the monitoring

thresholds of § 835.402, and authorized emergency exposures.

(b) Recording of the non-uniform equivalent dose to the skin is not required if the dose is

less than 2 percent of the limit specified for the skin at § 835.202(a)(4). Recording of

internal dose (committed effective dose or committed equivalent dose) is not required for any

monitoring result estimated to correspond to an individual receiving less than 0.01 rem (0.1

mSv) committed effective dose. The bioassay or air monitoring result used to make the

estimate shall be maintained in accordance with § 835.703(b) and the unrecorded internal

dose estimated for any individual in a year shall not exceed the applicable monitoring

threshold at § 835.402(c).

(c) The records required by this section shall:

(1) Be sufficient to evaluate compliance with subpart C of this part;

(2) Be sufficient to provide dose information necessary to complete reports required by

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subpart I of this part;

(3) Include the results of monitoring used to assess the following quantities for external dose

received during the year:

(i) The effective dose from external sources of radiation (equivalent dose to the whole body

may be used as effective dose for external exposure);

(ii) The equivalent dose to the lens of the eye;

(iii) The equivalent dose to the skin; and

(iv) The equivalent dose to the extremities.

(4) Include the following information for internal dose resulting from intakes received during

the year:

(i) Committed effective dose;

(ii) Committed equivalent dose to any organ or tissue of concern; and

(iii) Identity of radionuclides.

(5) Include the following quantities for the summation of the external and internal dose:

(i) Total effective dose in a year;

(ii) For any organ or tissue assigned an internal dose during the year, the sum of the

equivalent dose to the whole body from external exposures and the committed equivalent

dose to that organ or tissue; and

(iii) Cumulative total effective dose.

(6) Include the equivalent dose to the embryo/fetus of a declared pregnant worker.

(d) Documentation of all occupational doses received during the current year, except for doses resulting from planned special exposures conducted in compliance with § 835.204 and emergency exposures authorized in accordance with § 835.1302(d), shall be obtained to

demonstrate compliance with § 835.202(a). If complete records documenting previous occupational dose during the year cannot be obtained, a written estimate signed by the

individual may be accepted to demonstrate compliance.

(e) For radiological workers whose occupational dose is monitored in accordance with

§ 835.402, reasonable efforts shall be made to obtain complete records of prior years occupational internal and external doses.

(f) The records specified in this section that are identified with a specific individual shall be

readily available to that individual.

(g) Data necessary for future verification or reassessment of the recorded doses shall be

recorded.

(h) All records required by this section shall be transferred to the DOE upon cessation of

activities at the site that could cause exposure to individuals.

§ 835.703 Other monitoring records.

The following information shall be documented and maintained:

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(a) Results of monitoring for radiation and radioactive material as required by subparts E and

L of this part, except for monitoring required by § 835.1102(d);

(b) Results of monitoring used to determine individual occupational dose from external and

internal sources;

(c) Results of monitoring for the release and control of material and equipment as required

by § 835.1101; and

(d) Results of maintenance and calibration performed on instruments and equipment as

required by § 835.401(b).

§ 835.704 Administrative records.

(a) Training records shall be maintained, as necessary, to demonstrate compliance with

§ 835.901.

(b) Actions taken to maintain occupational exposures as low as reasonably achievable,

including the actions required for this purpose by § 835.101, as well as facility design and

control actions required by §§ 835.1001, 835.1002 and 835.1003, shall be documented.

(c) Records shall be maintained to document the results of internal audits and other reviews

of program content and implementation.

(d) Written declarations of pregnancy, including the estimated date of conception, and

revocations of declarations of pregnancy shall be maintained.

(e) Changes in equipment, techniques, and procedures used for monitoring shall be

documented.

(f) Records shall be maintained as necessary to demonstrate compliance with the

requirements of §§ 835.1201 and 835.1202 for sealed radioactive source control, inventory,

and source leak tests.

Subpart I--Reports to Individuals

§ 835.801 Reports to individuals.

(a) Radiation exposure data for individuals monitored in accordance with § 835.402 shall be

reported as specified in this section. The information shall include the data required under

§ 835.702(c). Each notification and report shall be in writing and include: the DOE site or

facility name, the name of the individual, and the individual's social security number,

employee number, or other unique identification number.

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(b) Upon the request from an individual terminating employment, records of exposure shall

be provided to that individual as soon as the data are available, but not later than 90 days

after termination. A written estimate of the radiation dose received by that employee based

on available information shall be provided at the time of termination, if requested.

(c) Each DOE- or DOE-contractor-operated site or facility shall, on an annual basis, provide

a radiation dose report to each individual monitored during the year at that site or facility in

accordance with § 835.402.

(d) Detailed information concerning any individual's exposure shall be made available to the

individual upon request of that individual, consistent with the provisions of the Privacy Act

(5 U.S.C. 552a).

(e) When a DOE contractor is required to report to the Department, pursuant to

Departmental requirements for occurrence reporting and processing, any exposure of an

individual to radiation and/or radioactive material, or planned special exposure in accordance

with § 835.204(e), the contractor shall also provide that individual with a report on his or her

exposure data included therein. Such report shall be transmitted at a time not later than the

transmittal to the Department.