Chapter DHS 157

DHS 157.31(2)(b) (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.

DHS 157.31(3) (3) Records of surveys.

DHS 157.31(3)(a) (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.

DHS 157.31(3)(b) (b) A licensee or registrant shall retain each of the following records until the department terminates each pertinent license or registration requiring the record:

DHS 157.31(3)(b)1. 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.

DHS 157.31(3)(b)2. 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.

DHS 157.31(3)(b)3. 3. Records showing the results of air sampling, surveys and bioassays required under s. DHS 157.27 (3) (a) 3. a. and b.

DHS 157.31(3)(b)4. 4. Records of the results of measurements and calculations used to evaluate the release of radioactive effluents to the environment.

DHS 157.31(4) (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.

DHS 157.31(5) (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.

DHS 157.31(6) (6) Records of planned special exposures.

DHS 157.31(6)(a) (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:

DHS 157.31(6)(a)1. 1. The exceptional circumstances requiring the use of a planned special exposure.

DHS 157.31(6)(a)2. 2. The name of the management official who authorized the planned special exposure and a copy of the signed authorization.

DHS 157.31(6)(a)3. 3. What actions were necessary.

DHS 157.31(6)(a)4. 4. Why the actions were necessary.

DHS 157.31(6)(a)5. 5. What precautions were taken to assure that doses were maintained ALARA.

DHS 157.31(6)(a)6. 6. What individual and collective doses were expected to result.

DHS 157.31(6)(a)7. 7. The doses actually received in the planned special exposure.

DHS 157.31(6)(b) (b) A licensee or registrant shall retain the records until the department terminates each pertinent license or registration requiring these records.

DHS 157.31(7) (7) Records of Individual monitoring results.

DHS 157.31(7)(a) (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:

DHS 157.31(7)(a)1. 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.

DHS 157.31(7)(a)2. 2. The estimated intake of radionuclides.

DHS 157.31 Note Note: See DHS 157.22 (2) for occupational exposure limits.

DHS 157.31(7)(a)3. 3. The committed effective dose equivalent assigned to the intake of radionuclides.

DHS 157.31(7)(a)4. 4. The specific information used to calculate the committed effective dose equivalent under s. DHS 157.22 (4) (c).

DHS 157.31(7)(a)5. 5. The total effective dose equivalent when required by s. DHS 157.22 (2).

DHS 157.31(7)(a)6. 6. The total of the deep dose equivalent and the committed dose to the organ receiving the highest total dose.

DHS 157.31(7)(b) (b) A licensee or registrant shall make entries of the records specified in par. (a) at intervals not to exceed one year.

DHS 157.31(7)(c) (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.

DHS 157.31 Note 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.

DHS 157.31(7)(d) (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.

DHS 157.31(7)(e) (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.

DHS 157.31(7)(f) (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.

DHS 157.31(7)(g) (g) Individual exposure records required under this subsection shall be protected from public disclosure subject to the requirements of s. 153.50, Stats.

DHS 157.31(8) (8) Records of dose received by individual members of the public.

DHS 157.31(8)(a) (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.

DHS 157.31(8)(b) (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.

DHS 157.31(9) (9) Records of waste disposal.

DHS 157.31(9)(a) (a) A licensee or registrant shall maintain records of the disposal of licensed or registered materials, including disposal authorized before August 1, 2002.

DHS 157.31(9)(b) (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.

DHS 157.31(10) (10) Records of testing entry control devices for very high radiation areas.

DHS 157.31(10)(a) (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.

DHS 157.31(10)(b) (b) A licensee or registrant shall retain the records required by par. (a) for 3 years after the record is made.

DHS 157.31(11) (11) Form of records.

DHS 157.31(11)(a) (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.

DHS 157.31(11)(b) (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.

DHS 157.31(11)(c) (c) The record may be stored in electronic media with the capability for producing legible, accurate and complete records during the required retention period.

DHS 157.31 History History: 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.

DHS 157.32 DHS 157.32 Reports.

DHS 157.32(1) (1) Reports of stolen, lost or missing licensed or registered sources of radiation.

DHS 157.32(1)(a) (a) A licensee or registrant shall report to the department by telephone any of the following:

DHS 157.32(1)(a)1. 1. Immediately after its occurrence becomes known to a licensee or registrant, stolen, lost or missing licensed or registered radioactive material in an aggregate quantity equal to or greater than 1,000 times the quantity specified in ch. DHS 157 Appendix F under circumstances that make it appear to the licensee or registrant that an exposure could result to individuals in unrestricted areas.

DHS 157.32(1)(a)2. 2. Within 30 days after its occurrence becomes known to a licensee or registrant, lost, stolen or missing licensed or registered radioactive material in an aggregate quantity greater than 10 times the quantity specified in ch. DHS 157 Appendix F that is still missing.

DHS 157.32(1)(a)3. 3. Immediately after its occurrence becomes known to the registrant, a stolen, lost or missing radiation machine.

DHS 157.32 Note Note: The Department may be reached during normal business hours of 7:45 am to 4:30 pm, Monday through Friday, except state holidays, at 608-267-4797 or other times at 608-258-0099.

DHS 157.32(1)(b) (b) A licensee or registrant required to make a report under par. (a) shall, within 30 days after making a telephone report, make a written report to the department setting forth all the following information:

DHS 157.32(1)(b)1. 1. A description of the licensed or registered source of radiation involved, including, for radioactive material, the kind, quantity and chemical and physical form; and, for radiation machines, the manufacturer, model and serial number, type and maximum energy of radiation emitted.

DHS 157.32(1)(b)2. 2. A description of the circumstances under which the loss or theft occurred.

DHS 157.32(1)(b)3. 3. A statement of the disposition or probable disposition of the licensed or registered source of radiation involved.

DHS 157.32(1)(b)4. 4. Exposures of individuals to radiation, circumstances under which the exposures occurred and the possible total effective dose equivalent to persons in unrestricted areas.

DHS 157.32(1)(b)5. 5. Actions that have been taken or will be taken to recover the source of radiation.

DHS 157.32(1)(b)6. 6. Procedures or measures that have been or will be adopted to ensure against a recurrence of the loss or theft of licensed or registered sources of radiation.

DHS 157.32(1)(c) (c) Subsequent to filing the written report, the licensee or registrant shall report any additional substantive information on the loss or theft within 30 days after the licensee or registrant learns of the information.

DHS 157.32(1)(d) (d) On any report filed with the department under this subsection, a licensee or registrant shall record the names of individuals who may have received exposure to radiation in a separate and detachable portion of the report.

DHS 157.32 Note Note: Reports should be sent to the Department at the following address: Department of Health Services, Radiation Protection Section, PO Box 2659, Madison WI 53701-2659.

DHS 157.32(2) (2) Notification of radiation incidents.

DHS 157.32(2)(a) (a) Notwithstanding other requirements for notification, a licensee or registrant shall immediately report to the department each event involving a source of radiation possessed by the licensee or registrant that may have caused or threatens to cause any of the following conditions:

DHS 157.32(2)(a)1. 1. An individual to receive any of the following:

DHS 157.32(2)(a)1.a. a. A total effective dose equivalent of 0.25 Sv (25 rem) or more.

DHS 157.32(2)(a)1.b. b. An eye dose equivalent of 0.75 Sv (75 rem) or more.

DHS 157.32(2)(a)1.c. c. A shallow dose equivalent to the skin or extremities or a total organ dose equivalent of 2.5 Gy (250 rad) or more.

DHS 157.32(2)(a)2. 2. The release of radioactive material, inside or outside of a restricted area, so that, had an individual been present for 24 hours, the individual could have received an intake 5 times the occupational ALI. This subdivision does not apply to locations where personnel are not normally stationed during routine operations, such as hot-cells or process enclosures.

DHS 157.32(2)(b) (b) A licensee or registrant shall, within 24 hours of discovery of the event, report to the department each event involving loss of control of a licensed or registered source of radiation possessed by the licensee or registrant that may have caused, or threatens to cause, any of the following conditions:

DHS 157.32(2)(b)1. 1. An individual to receive, in a period of 24 hours, any of the following:

DHS 157.32(2)(b)1.a. a. A total effective dose equivalent exceeding 0.05 Sv (5 rem).

DHS 157.32(2)(b)1.b. b. An eye dose equivalent exceeding 0.15 Sv (15 rem).

DHS 157.32(2)(b)1.c. c. A shallow dose equivalent to the skin or extremities or a total organ dose equivalent exceeding 0.5 Sv (50 rem).

DHS 157.32(2)(b)2. 2. The release of radioactive material, inside or outside of a restricted area, so that, had an individual been present for 24 hours, the individual could have received an intake in excess of one occupational ALI. This provision does not apply to locations where personnel are not normally stationed during routine operations, such as hot-cells or process enclosures.

DHS 157.32(2)(c) (c) A licensee or registrant shall make the reports to the department required by pars. (a) and (b) initially by telephone and shall confirm the initial contact by facsimile to the department. Reports shall contain all of the following information:

DHS 157.32(2)(c)1. 1. Caller’s name and a telephone number through which the department may reach the caller.

DHS 157.32(2)(c)2. 2. Description of the event, including date and time.

DHS 157.32(2)(c)3. 3. Exact location of the event.

DHS 157.32(2)(c)4. 4. Isotopes, quantities, chemical and physical form of the radioactive material involved, if applicable.

DHS 157.32(2)(c)5. 5. Any available personnel radiation exposure data.

DHS 157.32(2)(d) (d) A licensee or registrant shall record the names of individuals who have received exposure to sources of radiation in a separate and detachable portion of each report filed with the department under this subsection.

DHS 157.32(2)(e) (e) This subsection does not apply to doses that result from planned special exposures, provided those doses are within the limits for planned special exposures and are reported under sub. (4).

DHS 157.32 Note Note: The Department may be contacted during normal work hours of 7:45 am to 4:30 pm, Monday through Friday, except state holidays, at 608-267-4797; or other times at 608-258-0099 and facsimile 608-267-3695.