5 Colo. Code Regs. § 1002-11.36

Current through Register Vol. 47, No. 11, June 10, 2024

Section 5 CCR 1002-11.36 - RECORDKEEPING REQUIREMENTS RULE

11.36(1)Applicability

For all public water systems, the supplier must comply with the recordkeeping requirements specified in this rule.

11.36(2)Records Availability

(a) All records pertaining to the operation and water quality of a public water system are public information and the Department shall make them available to the public upon request, during normal working hours.

(b) Upon request by the Department, the supplier must submit copies of any records required to be maintained or any documents in existence, which the Department is entitled to inspect pursuant to the Colorado Primary Drinking Water Regulations.

11.36(3)General Recordkeeping Requirements

(a) The supplier must maintain all records required to be maintained under the Colorado Primary Drinking Water Regulations on the system's premises or at a convenient location near the premises.

(b) For each sample result, the supplier must either maintain the actual laboratory reports or transfer the data to tabular summaries.

(i) If the supplier maintains tabular summaries, the supplier must include all of the following information in the summaries:

(A) The date, place, and time of sample collection, and the name of the person who collected the sample.

(B) Identification of the sample type (i.e., routine distribution system sample, routine entry point sample, confirmation sample, source water or finished water sample, or a special purpose sample).

(C) Date of laboratory analysis.

(D) The name of the laboratory and the person responsible for performing the analysis.

(E) The analytical method used.

(F) The results of the analyses.

(c) Unless otherwise specified, the supplier must maintain the records of the action(s) taken to correct each violation for at least three years from the date on which the last action was taken to correct the violation.

(d) The supplier must maintain records of microbiological sample results for at least five years.

(e) The supplier must maintain records of chemical sample results for at least ten years, unless otherwise specified.

11.36(4) Additional Recordkeeping Requirements by Rule

(a)Recordkeeping Requirements for Monitoring Plans

For each sample result, the supplier must maintain the monitoring plan specified in 11.5 under which the sample was collected for the same time period that the sample result is required to be maintained.

(b)Recordkeeping Requirements for the Surface Water Treatment Rules

(i) The supplier must maintain all of the following information for at least three years:

(A) The results of individual filter monitoring collected under 11.8(2)(g).

(B) Any notification to the Department that the supplier will not conduct source water monitoring due to meeting the criteria specified in 11.10(2)(a)(v).

(C) The results of treatment monitoring associated with microbial toolbox options collected under 11.10(5)(b) through 11.10(5)(o), as applicable.

(ii) The supplier must maintain all of the following information for at least three years after bin classification under 11.10(3)(b):

(A) The initial round of source water monitoring results collected under 11.10(2).

(B) The second round of source water monitoring results collected under 11.10(2).

(iii) The supplier must maintain the records of turbidity sample results collected under 11.8 for at least five years.

(iv) The supplier must maintain the following recycle flow information:

(A) A copy of the recycle notification and information submitted to the Department under 11.9(4).

(B) A list of all recycle flows and the frequency with which they are returned.

(C) The average and maximum backwash flow rate through the filters and the average and maximum duration of the filter backwash process in minutes.

(D) The typical filter run length and a written summary of how filter run length is determined.

(E) The type of treatment provided for the recycle flow.

(F) Data on the physical dimensions of the equalization and/or treatment units, typical and maximum hydraulic loading rates, type of treatment chemicals used and average dose and frequency of use, and frequency at which solids are removed, if applicable.

(v) The supplier must maintain all of the following information indefinitely:

(A) The results of the disinfection profile, including raw data and analysis, specified in 11.8(4).

(B) The results of the disinfection benchmark, including raw data and analysis, specified in 11.8(5).

(c)Recordkeeping Requirements for the Groundwater Rules

(i) The supplier must maintain all of the following information for at least five years:

(A) For each minimum residual disinfection concentration treatment technique requirement sample collected under 11.11(2)(c):

(I) The date, place, and time of sample collection, and the name of the person(s) who collected and analyzed the sample;

(II) The analytical technique/method used; and

(III) The results of the analyses.

(B) Documentation specified in 11.11(2)(e)(i)(C) relating to any entry point minimum disinfection treatment technique violation.

(C) For systems operating under a disinfection waiver under 11.13, all records of all chlorination activities including:

(I) The date, duration, locations and purpose of each chlorination event; and

(II) The maximum and minimum chlorine dose in mg/L the supplier applied during each chlorination event and the results of any and all residual disinfectant concentration results collected during each chlorination event.

(D) Records of decisions that a total coliform-positive sample result meets Department criteria for distribution system conditions that cause total coliform-positive sample results under 11.11(4)(a)(ii)(B).

(E) Records of invalidation of fecal indicator-positive groundwater source samples under 11.11(4)(e)(i).

(F) For consecutive systems, documentation of notification to wholesalers of total-coliform positive samples specified in 11.11(4)(c)(i) that are not invalidated under 11.16(7).

(G) For systems that provide 4-log treatment of viruses using chemical disinfection and are required to comply with the requirements specified in 11.11(3):

(I) Records of the lowest daily residual disinfectant concentration; and

(II) Records of the date and duration of any failure to maintain the Department-specified minimum residual disinfectant concentration for a period of more than four hours.

(H) For systems that provide 4-log treatment of viruses using alternative treatment methods and are required to comply with 11.11(3):

(I) Records of Department-specified parameters for approved alternative treatment; and

(II) Records of the date and duration of any failure to meet the alternative treatment operating requirements for a period of more than four hours.

(ii) The supplier must maintain all of the following information for at least 10 years:

(A) For all systems that provide 4-log treatment of viruses that are required comply with 11.11(3), records of the Department-approved minimum residual disinfectant concentration.

(B) Documentation of corrective actions required in response to fecal indicator positive triggered source water monitoring sample results under 11.11(6).

(iii) For a system operating under a disinfection waiver, the supplier must maintain records of all correspondence and documentation relating to the requirements specified in 11.13 for as long as the system is operating under the disinfection waiver and for at least five years after waiver withdrawal.

(d)Recordkeeping Requirements for the Revised Total Coliform Rule

(i) The supplier must maintain all of the following information for at least five years after completion of the assessment or corrective action:

(A) Completed assessment forms, regardless of who conducts the assessment.

(B) Documentation of corrective actions completed as a result of those assessments.

(C) Available summary documentation of the sanitary defects and corrective actions as specified in 11.16(9).

(ii) If the supplier collects special purpose samples, the supplier must keep E. coli-positive sample results that are representative of water throughout the distribution system and a summary of any related follow-up activities on file for Department review for at least five years.

(iii) If the Department grants an extension to the 24-hour limit for collecting repeat samples, as specified in 11.16(5), the supplier must maintain a record of the repeat sample results for at least five years.

(e)Recordkeeping Requirements for the Disinfection Byproducts Rule

(i) If the supplier was required to complete an IDSE report, the supplier must maintain a complete copy of the IDSE report for at least 10 years after the date that the report was submitted.

(A) If the Department modified the supplier's sampling requirements that were in the system's IDSE report or if the Department approved alternative sampling locations, the supplier must keep a copy of the Department's notification on file for 10 years after the date of the Department's notification.

(B) The supplier must make the IDSE report and any Department notification available for review by the Department or the public.

(ii) If the supplier submitted a 40/30 certification, the supplier must maintain a complete copy of the 40/30 certification for at least 10 years after the date that the certification was submitted.

(A) "40/30 CERTIFICATION" means a historical requirement where the supplier certified to the Department that every individual sample result collected during eight consecutive quarters was less than or equal to (<=) 0.040 mg/L for TTHM and less than or equal to (<=) 0.030 mg/L for HAA5 and no TTHM or HAA5 violations occurred during that time.

(B) The supplier must make the 40/30 certification and any Department notification available for review by the Department or the public.

(f)Recordkeeping Requirements for the Lead and Copper Rule and Revisions

The supplier must maintain the original records of all sample results and analyses, reports, surveys, letters, evaluations, schedules, Department determinations, and any other information required by 11.17 and 11.26 for at least 12 years.

(g)Recordkeeping Requirements for the Storage Tank Rule

For each completed inspection, the supplier must maintain the inspection summary required by 11.28(3)(f) for at least ten years.

(h)Recordkeeping Requirements for the Public Notification Rule

The supplier must maintain copies of each public notice and certification made to the Department under 11.33 for at least three years after issuance.

(i)Recordkeeping Requirements for the Consumer Confidence Report (CCR) Rule

The supplier must retain copies of each CCR required by 11.34 for at least three years after issuance.

(j)Recordkeeping Requirements for the Sanitary Survey Rule

(i) The supplier must maintain all of the following information regarding sanitary surveys conducted under 11.38 for at least 10 years:

(A) Copies of any written reports, summaries or communications relating to sanitary surveys of the system conducted by the system itself, a private consultant, or a local, state or federal agency.

(B) Documentation of corrective actions required in response to significant deficiencies and/or violations identified on a sanitary survey under 11.38(3).

(k)Recordkeeping Requirements for the Backflow Prevention and Cross-Connection Control Rule

(i) The supplier must maintain all backflow prevention assembly and backflow prevention method testing, inspection, and maintenance records:

(A) For community water systems, for at least three years.

(B) For non-community water systems, for at least five years.

(ii) The supplier must maintain each annual backflow prevention and cross-connection control program report developed:

(A) For community water systems, for at least three years.

(B) For non-community water systems, for at least five years.

(l)Recordkeeping Requirements for the Water Hauler Rule

(i) The supplier must maintain all of the following information for at least five years for each tank or container:

(A) The date, time, and location of each water loading station used.

(B) The date, time, and location of each water delivery.

(C) The date, time, and result of each residual disinfectant concentration sample collected under 11.41(2)(b).

(D) The date, time, type and quantity of any chemical added to the tank or container containing water intended for delivery.

(E) A maintenance record for all hose materials, hose containers, pumps, fittings and tank and/or container including the date, time and method of cleaning and/or disinfection.

(m)Recordkeeping Requirements for the Variances and Exemptions Rule

The supplier must maintain records concerning a variance or exemption granted under 11.43 for at least five years after the expiration of the variance or exemption.

5 CCR 1002-11.36

38 CR 07, April 10, 2015, effective 4/30/2015

41 CR 11, June 10, 2018, effective 6/30/2018

41 CR 23, December 10, 2018, effective 12/30/2018

43 CR 07, April 10, 2020, effective 4/30/2020

43 CR 17, September 10, 2020, effective 9/30/2020

45 CR 24, December 25, 2022, effective 1/14/2023

46 CR 18, September 25, 2023, effective 10/15/2023