The licensee shall maintain records, reports, and transfers as recorded below.
(A) Each licensee shall maintain any records and make any reports in connection with the licensed activities as may be required by the conditions of the license or by the rules, regulations, and orders of the department.
(B) Records which are required by the regulations in this chapter or by license conditions must be maintained for a period specified by the appropriate regulations in this chapter or by license condition. If a retention period is not otherwise specified, these records must be maintained and transferred to the officials specified in paragraph (E) of this rule as a condition of license termination unless the department otherwise authorizes their disposition.
(C) Records which must be maintained pursuant to this chapter may be the original or a reproduced copy or a microform if this reproduced copy or microform is capable of producing copy that is clear and legible at the end of the required retention period. The record may also be stored in electronic media with the capability for producing legible, accurate, and complete records during the required retention period. Records such as letters, drawings, or specifications, must include all pertinent information such as stamps, initials, and signatures. The licensee shall maintain adequate safeguards against tampering with and loss of records.
(D) If there is a conflict between the department's regulations in this chapter, license condition, or other written department approval or authorization pertaining to the retention period for the same type of record, the longest retention period specified takes precedence.
(E) Notwithstanding paragraphs (A) to (D) of this rule, the licensee shall record the location and the quantity of radioactive wastes contained in the disposal site and transfer these records upon license termination to the department and other agencies as designated by the department.
(F) Following receipt and acceptance of a shipment of radioactive waste, the licensee shall record the following information and retain these records until the department transfers or terminates the license that authorizes the activities described in this paragraph.
(1) The date that the shipment is received at the disposal facility;
(2) The date of disposal of the waste;
(3) A traceable shipment manifest number;
(4) A description of any engineered barrier or structural overpack provided for disposal of the waste;
(5) The location of disposal at the disposal site;
(6) The containment integrity of the waste disposal containers as received;
(7) Any discrepancies between materials listed on the manifest and those received;
(8) The volume of any pallets, bracing, or other shipping or onsite generated materials that are contaminated, and are disposed of as contaminated or suspect materials;
(9) Any evidence of leaking or damaged disposal containers or radiation or contamination levels in excess of limits specified in rule 3701:1-50-17 of the Administrative Code and United States department of transportation regulations of 49 C.F.R. 173.443, as published in the October 1, 2013, Code of Federal Regulations;
(10) A description of any repackaging operations of any of the disposal containers included in the shipment; and
(11) Any other information required by the department as a license condition.
(G) Each licensee shall comply with the safeguards reporting requirements of 10 C.F.R. 30.55, 40.64, 70.53 and 70.54, as published in the January 1, 2014 Code of Federal Regulations, if the quantities or activities of materials received or transferred exceed the limits of these sections. Inventory reports required by these sections are not required for materials after disposal.
(H) Each licensee authorized to dispose of radioactive waste received from other persons shall file a copy of its financial report or a certified financial statement annually with the department in order to update the information base for determining financial qualifications.
(I) Each licensee authorized to dispose of waste materials received from other persons, pursuant to this chapter, shall submit annual reports to the department. Reports must be submitted by the end of the first calendar quarter of each year for the preceding year. The reports shall include:
(1) Specification of the quantity of each of the principal radionuclides released to unrestricted areas in liquid and in airborne effluents during the preceding year;
(2) The results of the environmental monitoring program;
(3) A summary of licensee disposal unit survey and maintenance activities;
(4) A summary, by waste class, of activities and quantities of radionuclides disposed of;
(5) Any instances in which observed site characteristics were significantly different from those described in the application for a license; and
(6) Any other information the department may require. If the quantities of radioactive materials released during the reporting period, monitoring results, or maintenance performed are significantly different from those expected in the materials previously reviewed as part of the licensing action, the report must cover this specifically.
(J) Each licensee shall report in accordance with the requirements of 10 C.F.R. 70.52, as published in the January 1, 2014 Code of Federal Regulations, to the department and the United States nuclear regulatory commission.
(L) In addition to the other requirements of this rule, the licensee shall store, or have stored, manifest and other information pertaining to receipt and disposal of radioactive waste in an electronic recordkeeping system.
(1) The manifest information that must be electronically stored is:
(a) That information required in appendix G to rule 3701:1-38-19 of the Administrative Code with the exception of shipper and carrier telephone numbers and shipper and consignee certifications; and
(b) That information required in paragraph (F) of this rule.
(2) As specified in facility license conditions, the licensee shall report the stored information, or subsets of this information, on a computer-readable medium.