International Atomic Energy Agency Records and Record Keeping

International Atomic Energy Agency

Records and Record Keeping

ASSESSMENT OF OCCUPATIONAL EXPOSURE DUE TO INTAKE OF

RADIONUCLIDES


Records and Recordkeeping – Unit Objectives

The objective of this unit is to provide a review of the need for a complete system of records for the internal dosimetry, including information details on calibration, measurements, and quality assurance. The unit describes the full range of information elements that comprise a complete records system, with recommendations on access and retention.At the completion of the unit, the student should understand how to approach establishing a records system, what information is included, and the principles of access and retention.


Records and Recordkeeping – Unit Outline

Introduction

Dose Management System

Recommended Record Content

Record Access and Retention


Introduction


Recordkeeping is used to:

Demonstrate compliance with legal regulations.

Assist in work planning (worker allocation).

Demonstrate the effectiveness of ALARA.

Provide data for analysis of dose distribution.


Recordkeeping is used to :

Evaluate exposure trends.

Develop effective monitoring procedures and programmes.

Provide data for medical and/or legal purposes.

Provide data for epidemiological studies.


If exposure assessment is required

Individual monitoring is not required for workers regularly working in a supervised area or entering a controlled area only occasionally, however,

Occupational exposure should be assessed, on the basis of the results of workplace monitoring or individual monitoring.

Exposure records must be maintained


Records

Dosimetry records should include details of internal and external dose assessment using individual and workplace monitoring results

Internal Dosimetry - Recording level applied to the measured results avoids the unnecessary effort for assessment of trivial intakes

External Dosimetry - The minimum level of detection should then be used as the recording level, i.e. record results below that level as zero


Records

In making records of dose assessments it is important to establish the recording levels of monitoring programmes

A large amount of the data accumulated in monitoring programmes is of only transitory value


Dose Management System


Setting up a Dose Management System

Suggested structure if the DMS is used by a large Individual Monitoring

Service, serving a significant number of customers

For smaller services, simpler structures may suffice

The DMS structure assumes three levels:

A. The establishment (employer, customer)B. The siteC. The individual


General structure of a Dose Management System

B. Sites

C. Workers

A. Establishment/Employer

A

B B B B


Employer identification elements

Name Employer code number Contact Street and number or PO Box Postal code Town Country Bank account number Telephone number Category of establishment


Employer work activity categories

Industry Nuclear fuel Research Medical applications Safety and prevention Transport Safeguards

Note - Within these categories, there are several practises


Record system elements to identify the worker

Full name A unique number (i.e. SSN) Sex Date of birth Employer (link to) Site (link to) Date of work commencement with present Date of termination with present employer Classification: Employer work activity Classification: Worker occupational category


Occupational categories of individual workers

Medical diagnostic radiology

Unsealed sources, including nuclear medicine and biochemistry

Non-destructive investigation

Sealed sources

Various X-ray units

Nuclear reactors

Various activities


Computer based systems are widely used for record keeping

Computer based data processing has shown tremendous improvement

Hard- and software are available at very moderate prices

Except when small numbers are involved, computer based systems offer a great advantage over manual processing


Computer based systems are widely used for record keeping

Either a PC or central computer system can be used

"Ready-to-go" software packages are readily available

However, setting up a records system may not be simple


Recommended Record Content


Dosimetry records contain various kinds of information:

Information to identify the worker

Measurements of internal dose, e.g. Committed Effective Dose

Measurements of external dose

Personal dose equivalent, HP(10)

Personal dose equivalent, HP(0.07)


Measurement techniques

Date, time and duration of measurement

Detector(s), measurement geometry, shielding

Calibration

Method of the data analysis

Detection limits for radionuclides of interest (and for 40K)

For mixtures of radionuclides, detection limits for the most important radionuclides


Measurement results

Activities of all radionuclides found should be recorded together with their uncertainties

For null results, detection thresholds calculated from measured spectra of the subject

When recording uncertainties of radionuclide activities found, it may be useful to separate counting uncertainties and other uncertainties


Records include:

Evaluations of anomalous dose;

Any special dose limits imposed on the worker;

Records of formal declarations of pregnancy, any revocations of such declarations, and notifications of the conclusion of a pregnancy


Supporting documentation should be maintained

Working procedures and practices

Training records and qualifications of analysts

Quality assurance procedures

Quality control data such as background trends and estimates of MDA

Equipment calibration procedures and records

Traceability of standard sources


Laboratory records should include:

Unambiguous identification of the sample, including: Type of sample Worker or location from which it was

obtained Documentation of the custody of the sample

from collection to analysis Dates and times of sample collection and

analysis Sample mass and/or volume



Analytical procedure(s) employed and the corresponding MDA(s).

Identification of the counter or analytical instrument used

Calibration information Raw measurement data including;

Gross and background counts in regions of interest or complete spectra

Chemical yield and Calculation of final result



Measured activity for each radionuclide, together with estimated the uncertainty

Uncertainty should specify; Whether it is due to counting statistics

only or to a total propagated error, and Number of standard deviations (or errors)

it represents

All measurement results should be recorded, even if less than MDA or negative



Comments on the analysis that may be helpful in the interpretation of the results, such as; Difficulties encountered in the procedure Unusual properties or circumstances of the

sample, e.g. Was the sample collected for special

monitoring Was an unusual interference noted or Was a more sensitive analytical method

requested



Whether or not the result exceeds a specified derived recording or investigation level

Identity of the analyst(s)

Copies of reports issued


Records may also include

Historical data

Dates relating to personal and exposure information

Text relating to personal and exposure information

Lifetime dose to date, only if required by national regulation


A gap in the dose record?

The record keeping system should allow the introduction of doses estimated or assessed by an authorized person.

These doses may need to be flagged so that they can be distinguished from official dose measurements.


Record keeping for workplace monitoring

Workplace monitoring results are unlikely to be useful in dose assessment, unless assessment is made at the time as part of the monitoring programme

Substantial information will be required about the worker location, and the type of work during the monitoring period


Record keeping for workplace monitoring

Proper interpretations of workplace monitoring results in terms of individual exposures may not be possible merely by later review of records.

Routine records of workplace monitoring will usually be used more to demonstrate good housekeeping than for assessment of the individual exposure.


Workplace records should include a variety of information

Records should include the designation and location of controlled and supervised areas

Records should also include identification of instruments used and the individual performing the survey


Workplace records should include a variety of information

Records should also be kept of radiation surveys, including, Date Time Location Radiation levels measured, and Comments relevant to measurements made


Record Access and Retention


The employer should:

Provide workers access to information in their own exposure records;

Provide access to the exposure records by the supervisor of the health surveillance programme, the Regulatory Authority and the relevant employer; and

Facilitate the provision of copies of workers' exposure records to new employers


When a worker asks for his/her record,

Usually through his employer

A simplified version of the full dose record is appropriate

Partly because the transcript may contain unrecognizable computer terminology

On termination of employment, a summary of the dose record may be given to the worker

Covers the period of last employment and dose information transferred from previous employment


Retention and use of records depend on local and national situation

Used by management in maintaining and improving design and

operation, and in achieving and demonstrating compliance

Records may also be used in litigation or for other medical or legal reasons - this influences the retention period


Dose reporting may be required to:

Employer (radiation safety officer/management)

Radiation worker

Local safety inspector

Medical officer

National legal authorities/inspectorates.


Record retention

Exposure records for each worker shall be preserved;

During the worker's working life and

Afterwards at least until the worker attains or would have attained the age of 75 years, and

For not less than 30 years after the termination of the work involving occupational exposure


Record retention

Workplace monitoring, calibration of survey instrument;

5 years

Occupational exposure of worker, calibration of personal monitoring equipment;

Until the worker is or would be 75 years of age and 30 years after cessation of work


Record retention

The employer should:

When employment stops, make arrangements for retention of exposure records by the Regulatory Authority, or a State registry, etc, as appropriate; and

Maintain the appropriate confidentiality of records


References

FOOD AND AGRICULTURE ORGANIZATION OF THE UNITED NATIONS, INTERNATIONAL ATOMIC ENERGY AGENCY, INTERNATIONAL LABOUR ORGANISATION, OECD NUCLEAR ENERGY AGENCY, PAN AMERICAN HEALTH ORGANIZATION, WORLD HEALTH ORGANIZATION, International Basic Safety Standards for Protection against Ionizing Radiation and for the Safety of Radiation Sources, Safety Series No. 115, IAEA, Vienna (1996).

INTERNATIONAL ATOMIC ENERGY AGENCY, Occupational Radiation Protection, Safety Guide No. RS-G-1.1, ISBN 92-0-102299-9 (1999).

INTERNATIONAL ATOMIC ENERGY AGENCY, Assessment of Occupational Exposure Due to Intakes of Radionuclides, Safety Guide No. RS-G-1.2, ISBN 92-0-101999-8 (1999).

INTERNATIONAL ATOMIC ENERGY AGENCY, Indirect Methods for Assessing Intakes of Radionuclides Causing Occupational Exposure, Safety Guide, Safety Reports Series No. 18, ISBN 92-0-100600-4 (2002).

INTERNATIONAL ATOMIC ENERGY AGENCY, Direct Methods for Measuring Radionuclides in the Human Body, Safety Series No. 114, IAEA, Vienna (1996).

INTERNATIONAL COMMISSION ON RADIATION UNITS AND MEASUREMENTS, Direct Determination of the Body Content Of Radionuclides, ICRU Report 69, Journal of the ICRU Volume 3, No 1, (2003).

International Atomic Energy Agency Records and Record Keeping

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