SECTION 252:410-3-33. Recordkeeping

(a)   Subchapters 11 through 17. Unless exempted, persons subject to Subchapters 11, 13, 15 and/or 17 must maintain the following records:

(1)   DEQ permit and registration documentation;

(2)   a written radiation management program;

(3)   written operating and emergency procedures which include restrictions required for the safe operation of each machine;

(4)   *required records of surveys and survey reports;

(5)   *survey instrument calibration records;

(6)   computer verifications, repair, maintenance, corrective actions and modifications;

(7)   machine manufacturer specifications and instructions,

(8)   personnel monitoring records;

(9)   a copy of all correspondence to and from DEQ regarding each machine; and

(10)   training records giving dates, locations, topics and hours of both initial and refresher training, instructor names, sign-in sheets, a copy of each examination given, and examination scores.

(b)   Additional requirements for Subchapter 11. Persons subject to Subchapter 11 must maintain the following additional records:

(1)   a record of each medical event which identifies the date, operator, practitioner, radiological physicist and describes the incident and any corrective actions,

(2)   records of leakage radiation measurements in accordance with 252:410-11-51;

(3)   *calibrations of machines and dosimetry systems in accordance with 252:410-11-73,74 and 75;

(4)   *spot-check measurements, qualified expert reviews and corrective actions taken to remedy identified deficiencies in accordance with 252:410-11-76;

(5)   *records of maintenance and modifications; and

(6)   A current copy of the following documents must be maintained at or in the area of the control panel:

(A)   operating and emergency procedures;

(B)   quality assurance and quality control plan;

(C)   manufacturer specifications and instructions;

(D)   record of the maximum value of the absorbed dose rate specified by the manufacturer for machine parameters;

(E)   latest machine/system calibration; and

(F)   records of the most recent spot-check measurements and qualified expert reviews.

(c)   Additional requirements for Subchapter 15. Persons subject to Subchapter 15 must maintain the following additional *records:

(1)   *records of daily system inspections and maintenance;

(2)   utilization records;

(3)   records of alarm system and entrance control checks;

(4)   records of personnel monitoring;

(5)   at each temporary job site, a copy of the operating and emergency procedures, applicable rules, latest survey records, records of equipment problems identified in daily checks at the temporary job site, and, when operating under reciprocity, a copy of the primary authorization or permit authorizing the use of the licensed machines, and for each survey instrument at each temporary job site, verification of current calibration.

(d)   Additional requirements for Subchapter 17. Persons subject to Subchapter 17 must maintain the current electrical circuit diagrams of the particle accelerator and its safety interlock systems.

(e)   Date and signature. Records marked with asterisks (*) must also contain the date and signature of the individual performing the service.

(f)   Location. All records must be kept in the principal office of the permittee and made available for DEQ review.

(g)   Duration. Records shall be kept for the duration specified in Subchapter 1.

[Source: Added at 17 Ok Reg 1136, eff 6-1-00; Amended at 21 Ok Reg 1531, eff 6-11-04; Amended at 29 Ok Reg 672, eff 7-1-12]