Section IV, Subsection B - Reports
B. Reports
Many reports are prepared for a variety of purposes by the radiation
protection program. This section describes the reports required by the
previously cited references.
1. Reports to Individuals
Individuals receive annual dose records, termination reports, and
additional records upon request. Reports of exposure to individual
visitors and DOE-Headquarters (HQ) employees are also required. It is
recommended that, whenever a report concerning radiation protection
matters is written about or to an individual, a copy of the report be
placed in the individual's radiological exposure records.
a. Annual Dose Report to Monitored Individuals
Each individual monitored in accordance with 10 CFR 835.402 "shall" be
provided with an annual report of his/her exposure (10 CFR 835.801(c)
and RCM 781.1). The report "shall" include, as a minimum (10 CFR
835.801(a) & (c)):
-- The effective dose equivalent from external exposures;
-- the lens of the eye dose equivalent;
-- the shallow dose equivalent to the skin of the whole body;
-- the shallow dose equivalent to the extremities;
-- the estimated intake and identity of radionuclides;
-- the committed dose equivalent to any organ or tissue of concern;
-- the committed effective dose equivalent;
-- the total effective dose equivalent;
-- the sum of the deep dose equivalent from external exposures and the
committed dose equivalent to any organ assigned a dose for the
year;
-- the cumulative total effective dose equivalent while employed at
the site or facility since January 1, 1989; and
-- the dose equivalent to the embryo/fetus of a declared pregnant
worker.
b. Termination Report
A terminating employee "shall" be given a termination report that details
his/her exposure for the total period of employment at the reporting
facility (10 CFR 835.801(b) and RCM 781.2). The termination report "shall"
include the information outlined in Section IV.B.1.a above (10 CFR
835.801(a)).
The termination report "shall" be provided as soon as the data are
available and within 90 days of employee termination (10 CFR 835.801(b)
and RCM 781.2). A written estimate of the dose received by that
employee, based on available information, shall be provided at the time
of termination, if requested (10 CFR 835.801(b) and RCM 781.2).
c. Records Requested by Monitored Individuals
Detailed information on a monitored individual's exposure "shall" be made
available to him/her upon request (10 CFR 835.801(d) and RCM 781.1).
Requests for exposure information by monitored individuals should be
answered as soon as possible. As a minimum, the response should provide
the information supplied on the termination report. Other data that may
be required by the requesting agency or individual should be supplied if
available. All requests and data made available "shall" comply with the
provisions of the Privacy Act (10 CFR 835.801(d)).
d. Reports of Exposure to Visitors
All external and internal exposures to radiation or radioactive material
received during the period of a visit to a facility shall be reported to
the visitor, including zero dose (RCM 732). The report shall be made
within 30 days after the visit or within 30 days after the exposure has
been determined, whichever is later (DOE 5484.1).
In accordance with DOE 5484.1, if the visitor receives any dose in
excess of DOE limits, the dose shall be reported to the individual and
his/her employer within 24 hours after the exposure or 24 hours after
the dose has been determined, whichever is later. The report shall be
made by telephone or teletype message. If the report is made by
telephone, a written report shall be sent to the individual and the
employer within 30 days.
e. Reports of Exposure to DOE-HQ Employees
All recorded internal and external doses, including zero doses, of all
monitored DOE-HQ employees shall be reported to the System Safety
Development Center (SSDC) at Lockheed Idaho Technologies Company in
Idaho Falls (DOE 5484.1). The reports shall be submitted in the format
specified in DOE 5484.1, Chg 3, Chapter IV, Paragraph 3.c. The report
shall be issued within 30 days after completion of the visit or 30 days
after the individual's dose has been determined, whichever is later (DOE
5484.1).
2. Reports to DOE
The references listed in Section I of this IG require that certain
reports be sent to DOE. DOE Operations Offices may require further
reports for their needs.
a. Annual Radiation Exposure Reports
Each field organization shall transmit the "Annual Radiation Dose
Summary" to SSDC, Lockheed Idaho Technologies Company, by March 31 of
each year (RCM 782; DOE 5484.1). The summary shall report exposure
information for all monitored workers for the previous calendar year for
DOE, DOE contractor employees, non-employee radiation workers, and
visitors with positive exposures at DOE facilities (DOE 5484.1).
Exposures received by employees of DOE contractors while on trips to
other DOE contractor sites shall be included in the annual summary of
the individual (DOE 5484.1). The transmittal to SSDC shall also include
the total number of monitored visitors (DOE 5484.1).
The summary report should be transmitted as specified in the format
guidance provided by SSDC and include the following information on each
applicable individual:
-- Calendar year of reported data;
-- Social Security Number or other unique identifier;
-- name of worker;
-- birth year;
-- sex;
-- beginning of monitoring period;
-- end of monitoring period, end of visit or termination date (if
applicable);
-- employment status (monitored employee, terminated employee,
monitored visitor, non-employee radiation worker);
-- employer organization code (obtained from SSDC; for non-employees
use the code of the reporting host);
-- facility type code (see DOE 5484.1, Attachment 8, Table 2);
-- occupation code (see DOE 5484.1, Attachment 8, Table 3);
-- annual whole body dose including neutron dose as follows:
- total effective dose equivalent (external penetrating dose
equivalent plus the weighted internal dose equivalent);
- external penetrating (dose equivalent at 1.0 cm from external
sources including neutron dose);
- external dose equivalent from neutron exposure only; and
- internal - the actual or suspected year of intake, the major
radionuclides involved, the committed effective dose
equivalent (each deposition is reported separately; except
where more than one deposition involves the same radionuclide,
they are combined);
-- annual shallow dose (total dose equivalent at 0.007 cm, excluding
neutron dose);
-- annual lens of the eye dose equivalent (dose at a depth of 0.3 cm,
if monitored); and
-- annual extremity dose - (shallow dose equivalent for all monitored
workers) (record higher of left or right exposure when monitoring
both extremities, if monitored);
- forearms and hands (total dose below the elbow); and
- lower legs and feet (total dose for leg below the knee).
b. Notifications and Reports of Occurrences Involving Radiation
Exposure
In the case of occurrences involving radiation exposure, DOE 5000.3B
defines three notification categories and requirements for oral and
written notifications and occurrence reports; DOE 5484.1 defines
occurrence investigation report requirements.
Depending on the severity of the occurrence, it will be classified as
one of three notification categories: emergencies; unusual occurrences;
and off-normal occurrences.
(1) Occurrence Notification Requirements
Each of the occurrence categories has specified notification
requirements.
(a) Emergencies
Within 15 minutes of categorizing an occurrence as an
emergency, oral notification to DOE and offsite
authorities must be made. A written notification report
shall be made as soon as practical, but no later than 80
hours after categorization (DOE 5000.3B).
(b) Unusual Occurrences
For an unusual occurrence, DOE should be notified orally
as soon as enough information is available, but within 2
hours of occurrence categorization. A written
notification report shall follow within 80 hours of
categorization (DOE 5000.3B).
(c) Off-Normal Occurrences
Oral notification is not mandatory for an off-normal
occurrence, but written notification shall be made within
80 hours of categorization (DOE 5000.3B).
(2) Occurrence Reports
An Occurrence Report should be submitted within 10 working
days using available information. The Occurrence Report
should be updated as new information becomes available. The
final Occurrence Report should be prepared and distributed
according to DOE 5000.3B guidelines after the cause has been
analyzed, root causes and contributing causes have been
determined, correctiveactions defined and scheduled, and
lessons learned identified.
(3) Occurrence Investigation Reports Exposure Level Categorization
DOE 5484.1 requires that occurrences be fully investigated.
Three levels of investigations are defined; two of these, Type
A and Type B, require investigation boards, while Type C does
not. All three types of investigations require Investigation
Reports. The radiation exposure definitions for the three
types of investigations are as follows:
-- Type A - an internal, external, or combination radiation
dose identified or suspected of 1) a single or
accumulated annual effective dose equivalent to an
individual of ò25 rem (250 mSv); 2) a single dose
equivalent to the skin of the whole body to an
individual of ò75 rem (750 mSv); 3) a single dose
equivalent to forearms of an individual of ò150 rem
(1500 mSv); and 4) a single dose equivalent to the hands
or feet of an individual of ò375 rem (3750 mSv).
-- Type B - an internal, external, or combination radiation
dose identified or suspected of 1) a quarterly effective
dose equivalent to an individual of ò5 rem (50 mSv); 2) a
quarterly exposure to the skin of the whole body of an
individual of >15 rem (150 mSv); 3) a quarterly exposure
to the forearms of an individual of ò30 rem (300 mSv);
and 4) a single exposure to the hands or feet >75 rem
(750 mSv).
-- Type C - an internal, external, or combination radiation
dose identified or suspected of 1) a quarterly effective
dose equivalent to an individual of >3 rem (30 mSv); 2) a
quarterly exposure to the skin of the whole body or
thyroid of an individual of >5 rem (50 mSv); 3) a
quarterly exposure to the hands or feet of an individual
of >25 rem (250 mSv).
(4) Occurrence Investigation Reports
The Investigation Report shall follow the format and
requirements specified in DOE 5484.1, Chapter II, Section 2.b,
for each type of inves- tigation. For Type A and Type B
investigations, the completed report, including the board's
recommenda- tions, shall be submitted by the investigation
board to the appointing official within the amount of time
prescribed by the appointing official (DOE 5484.1).
Type C investigations of radiation exposure shall be reported
by memo as directed (DOE 5484.1).
c. Reports of Planned Special Exposures
A written report of the conduct of a planned special exposure "shall" be
submitted to the cognizant Program Office and the Assistant Secretary
for Environment, Safety and Health within 30 days after the exposure (10
CFR 835.204(e) and RCM 781.4). This written report is required even
though the actual doses may not have exceeded the occupational dose
limits established in 10 CFR 835.202.
The content of the report should address, but need not be limited to:
-- A description of the circumstances requiring the use of a planned
special exposure;
-- identification of involved individuals, including exposed
individuals, supervisors, approving management and DOE personnel;
-- date(s) on which the exposure(s) occurred;
-- estimated and actual personnel doses, including doses received by
affected individuals before the planned special exposure;
-- records of ALARA plans, work authorizations, briefings, approvals,
and other work documentation;
-- a summary of lessons learned and measures implemented to preclude
future planned special exposures in similar circumstances, if any;
and
-- a description of follow-up measures implemented regarding the
exposed individuals, including follow-up radiological and medical
monitoring and work assignments.