Part 7. Records Management

DOE-STD-1098-99

Radiological Control

June 2004

PART 7 Records Management

771 Media

A combination of media may be used for a comprehensive records system. All records should be stored in a manner that

ensures their integrity, retrievability, and security and, unless otherwise specified, shall be retained until final disposition

is authorized by DOE [see 835.701(b)].

772 Microfilm

Records may be microfilmed provided the resulting film copy is capable of producing a clear, legible copy after storage for

the specified period. The following controls should be administered:

Verification that the resultant copy is legible

Confirmation that printed sides are copied

Periodic quality audits of the final filme d copy.

773 Computerization of Records

Records may be transferred to magnetic storage media provided certain precautions are taken to ensure that the

information is maintained in a retrievable configuration.

Controls for the use and handling of magnetic storage media should include the following:

A master index of documents on the magnetic storage medium

A program to ensure back-up and retrievability of information

Quality control during data entry and analysis

An index identifying s oftware applications used in conjunction with the data

Software validation and verification

Periodic quality audits of software

Prevention of unauthorized manipulation of data

Assurance that previously stored information is retrievable and useable after system modifications.

Optical disks may be used to archive records if the optical disks satisfy the following:

A reliable system to prevent overwriting or erasure of records

Software and user controls consistent with Article 773.2

Manufacturer recommendations relating to software control, disk life expectancy, environmental storage

conditions, and maintenance incorporated into policies and procedures

Quality controls on the copying and imaging processes consistent with Article 772.

7-14