international atomic energy agency records and record keeping
TRANSCRIPT
International Atomic Energy Agency
Records and Record Keeping
ASSESSMENT OF OCCUPATIONAL EXPOSURE DUE TO INTAKE OF
RADIONUCLIDES
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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.
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Records and Recordkeeping – Unit Outline
Introduction
Dose Management System
Recommended Record Content
Record Access and Retention
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Introduction
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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.
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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.
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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
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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
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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
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Dose Management System
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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
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General structure of a Dose Management System
B. Sites
C. Workers
A. Establishment/Employer
A
B B B B
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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
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Employer work activity categories
Industry Nuclear fuel Research Medical applications Safety and prevention Transport Safeguards
Note - Within these categories, there are several practises
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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
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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
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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
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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
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Recommended Record Content
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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)
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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
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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
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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
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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
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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
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Laboratory records should include:
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
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Laboratory records should include:
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
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Laboratory records should include:
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
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Laboratory records should include:
Whether or not the result exceeds a specified derived recording or investigation level
Identity of the analyst(s)
Copies of reports issued
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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
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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.
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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
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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.
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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
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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
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Record Access and Retention
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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
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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
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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
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Dose reporting may be required to:
Employer (radiation safety officer/management)
Radiation worker
Local safety inspector
Medical officer
National legal authorities/inspectorates.
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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
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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
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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
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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).