Section DHS 157.31 - Records(1) GENERAL PROVISIONS. (a) A licensee or registrant shall use the SI units becquerel, gray, sievert and coulomb per kilogram followed by the special units curie, rad, rem and roentgen, or the special units curie, rad, rem and roentgen, including multiples and subdivisions, and shall clearly indicate the units of all quantities on records required by this subchapter.(b) A licensee or registrant shall make a clear distinction among the quantities entered on the records required by this subchapter, such as total effective dose equivalent, shallow dose equivalent, lens dose equivalent, deep dose equivalent or committed effective dose equivalent.(2) RECORDS OF RADIATION PROTECTION PROGRAMS. (a) A licensee or registrant shall maintain records of the radiation protection program, including all of the following: 1. The provisions of the program.2. Audits and other reviews of program content and implementation.(b) A licensee or registrant shall retain the records required by par. (a) 1. until the department terminates each pertinent license or registration requiring the record. A licensee or registrant shall retain the records required by par. (a) 2. for 3 years after the record is made. (3) RECORDS OF SURVEYS. (a) A licensee or registrant shall maintain records showing the results of surveys and calibrations required by ss. DHS 157.25(1) and 157.29(6). A licensee or registrant shall retain these records for 3 years after the record is made.(b) A licensee or registrant shall retain each of the following records until the department terminates each pertinent license or registration requiring the record: 1. Records of the results of surveys to determine the dose from external sources of radiation used, in the absence of or in combination with individual monitoring data, in the assessment of individual dose equivalents.2. Records of the results of measurements and calculations used to determine individual intakes of radioactive material and used in the assessment of internal dose.3. Records showing the results of air sampling, surveys and bioassays required under s. DHS 157.27(3) (a) 3a. and b. 4. Records of the results of measurements and calculations used to evaluate the release of radioactive effluents to the environment.(4) RECORDS OF TESTS FOR LEAKAGE OR CONTAMINATION OF SEALED SOURCES. Records of tests for leakage or contamination of sealed sources required by s. DHS 157.24 shall be kept in units of becquerel or microcurie and maintained for inspection by the department for 5 years after the records are created.(5) RECORDS OF PRIOR OCCUPATIONAL DOSE. A licensee or registrant shall retain the records of prior occupational dose and exposure history as specified in s. DHS 157.22(5) on the department's occupational radiation exposure form or equivalent until the department terminates each pertinent license or registration requiring this record. A licensee or registrant shall retain records used in preparing the occupational radiation exposure form or equivalent for 3 years after the record is created.(6) RECORDS OF PLANNED SPECIAL EXPOSURES. (a) For each use of the provisions of s. DHS 157.22(6) for planned special exposures, a licensee or registrant shall maintain records that describe all of the following: 1. The exceptional circumstances requiring the use of a planned special exposure.2. The name of the management official who authorized the planned special exposure and a copy of the signed authorization.3. What actions were necessary.4. Why the actions were necessary.5. What precautions were taken to assure that doses were maintained ALARA.6. What individual and collective doses were expected to result.7. The doses actually received in the planned special exposure.(b) A licensee or registrant shall retain the records until the department terminates each pertinent license or registration requiring these records.(7) RECORDS OF INDIVIDUAL MONITORING RESULTS. (a) A licensee or registrant shall maintain records of doses received by all individuals for whom monitoring is required under s. DHS 157.25(2) and records of doses received during planned special exposures, accidents and emergency conditions. Assessments of dose equivalent and records made using units in effect before August 1, 2002, need not be changed. These records shall include all of the following, when applicable: 1. The deep dose equivalent to the whole body, lens dose equivalent, shallow dose equivalent to the skin and shallow dose equivalent to the extremities.2. The estimated intake of radionuclides. Note: See DHS 157.22(2) for occupational exposure limits.
3. The committed effective dose equivalent assigned to the intake of radionuclides.4. The specific information used to calculate the committed effective dose equivalent under s. DHS 157.22(4) (c).5. The total effective dose equivalent when required by s. DHS 157.22(2).6. The total of the deep dose equivalent and the committed dose to the organ receiving the highest total dose.(b) A licensee or registrant shall make entries of the records specified in par. (a) at intervals not to exceed one year. (c) A licensee or registrant shall maintain the records specified in par. (a) on the department's record of individual monitoring results form, under the instructions for the form, or in clear and legible records containing all the information required by the department's record of individual monitoring results form. Note: The form may be obtained by writing the Department at: Department of Health Services, Radiation Protection Section, P.O. Box 2659, Madison WI 53701-2659; or by downloading from the Department website at: http://dhs.wisconsin.gov/radiation/Index.htm
(d) A licensee or registrant shall maintain the records of dose to an embryo or fetus with the records of dose to the declared pregnant woman. The declaration of pregnancy, including the estimated date of conception, shall also be kept on file, but may be maintained separately from the dose records.(e) A licensee or registrant shall retain each required form or record under this subsection until the department terminates the pertinent license or registration requiring the record.(f) Upon termination of the license or registration, a licensee or registrant shall permanently store individual monitoring records on the department's occupational radiation exposure form or equivalent.(g) Individual exposure records required under this subsection shall be protected from public disclosure subject to the requirements of s. 153.50, Stats.(8) RECORDS OF DOSE RECEIVED BY INDIVIDUAL MEMBERS OF THE PUBLIC. (a) A licensee or registrant shall maintain records sufficient to demonstrate compliance with the dose limit under s. DHS 157.23(1) for individual members of the public.(b) A licensee or registrant shall retain the records required by par. (a) until the department terminates each pertinent license or registration requiring the record. (9) RECORDS OF WASTE DISPOSAL. (a) A licensee or registrant shall maintain records of the disposal of licensed or registered materials, including disposal authorized before August 1, 2002.(b) A licensee or registrant shall retain the records required by par. (a) until the department terminates the pertinent license or registration requiring the record. (10) RECORDS OF TESTING ENTRY CONTROL DEVICES FOR VERY HIGH RADIATION AREAS. (a) A licensee or registrant shall maintain records of tests on entry control devices for very high radiation areas. These records shall include the date, time and results of each test of function.(b) A licensee or registrant shall retain the records required by par. (a) for 3 years after the record is made. (11) FORM OF RECORDS. (a) Each record required by this section shall be legible throughout the specified retention period. Records, such as letters, drawings and specifications, shall include all pertinent information, such as stamps, initials and signatures. A licensee shall maintain adequate safeguards against tampering with and loss of records.(b) Except as provided in par. (c), the record shall be the original or a reproduced copy or a microform, provided the copy or microform is authenticated by authorized personnel and the microform is capable of producing a clear copy throughout the required retention period.(c) The record may be stored in electronic media with the capability for producing legible, accurate and complete records during the required retention period.Wis. Admin. Code Department of Health Services DHS 157.31
CR 01-108: cr. Register July 2002 No. 559, eff. 8-1-02; CR 06-021: am. (1) (a) Register October 2006 No. 610, eff. 11-1-06.