# Presentation: 265844

## Radiological Control Division Instrumentation and Calibration Program User Orientation

**Brookhaven**
**National Laboratory    1**

- Brookhaven
- Science Associates

***Radiological Control Division***** ****Instrumentation and Calibration Program *****User Orientation***

- Paul Zahra- IC Group Leader

## IC Program- User Orientation Presentation Overview

**IC Program- User Orientation**** *****Presentation Overview***

- Description of services provided
- Facilities and group organization
- Relevance of services to BNL Programs
- Instrument database and calibration recall system
- User responsibilities in maintaining the system
- Ideas for improvements
- Contact information

## IC Program- User Orientation Description of Services Provided

**IC Program- User Orientation***** ******Description of Services Provided***

- Provide quality calibration, maintenance and repair service for radiation monitoring instruments used throughout the site in support of  BNL Radiological Control and Environmental Management Systems.
- Provide installation and integration services for in-place radiation monitoring systems.
- Provide technical consulting services to BNL on radiation monitoring instrument applications and selection.

## IC Program- User OrientationDescription of Services Provided

**IC Program- User Orientation*****Description of Services Provided***

- Program Support Activities
- Facilities maintenance
- ES&H / technical training
- SOP Development and Maintenance
- Calibration Report Generation and Archiving
- Instrument Database Maintenance and User Calibration Recall Service
- Quality Improvements / Regulatory Compliance Activities

## IC Program- User Orientation Facilities and Group Organization

**IC Program- User Orientation**** *****Facilities***** *****and***** *****Group Organization***

- Facilities
- Building 348 Radiation Calibration Facility
- Gamma and Neutron Dose / Dose Rate Calibrations
- Primarily services portable Radcon Instruments
- Building 129 Fixed Instrument Laboratory
- Service area for installed monitoring  instruments (Continuous Air Monitors, Personnel Contamination Monitors, etc.) and air flow calibration activities.

## IC Program- User OrientationFacilities and Group Organization

**IC Program- User Orientation*****Facilities***** *****and***** *****Group Organization***

## IC Program- User OrientationFacilities and Group Organization

**IC Program- User Orientation*****Facilities***** *****and***** *****Group Organization***

## IC Program- User Orientation Relevance of services to BNL Programs

**IC Program- User Orientation**** *****Relevance of services to BNL Programs***

- IC Group services meet the requirements of three management systems within the BNL SBMS :
**Environmental Management System**
-  (ISO 14001 "Plus" Environmental Management System Manual,*5.5.1 Monitoring and Measurement)*
*“**Monitoring equipment shall be calibrated and maintained and records of this process shall be retained according to the organization's procedures.”*
- The _[Calibration](file:///standard/05/0500t011.htm)_ subject area describes the requirements for calibrating equipment used to monitor and measure environmental performance, including steps for identifying the need for calibration; transfer standards, and documentation and records maintenance requirements.

## IC Program- User Orientation Relevance of services to BNL Programs

**IC Program- User Orientation**** *****Relevance of services to BNL Programs***

**Radiological Control Program**
*The BNL Radiological Control Manual implements the requirements of Federal Regulation 10 CFR 835:*
-  835.401(b)  Instruments and equipment used for monitoring shall be:
- (1)  Periodically maintained and calibrated on an established frequency;
- (2)  Appropriate for the type(s), levels, and energies of the radiation(s) encountered;
- (3)  Appropriate for existing environmental conditions; and
- (4)  Routinely tested for operability.

## IC Program- User OrientationRelevance of services to BNL Programs

**IC Program- User Orientation*****Relevance of services to BNL Programs***

**BNL Quality Assurance Program**
*The BNL Quality Assurance Program Description* *implements the quality assurance requirements of Federal Regulation 10 CFR 830 for BNL Nuclear Facilities and DOE Order 414.1 for the balance of the BNL.*  *From Criterion 8 - Inspection and Acceptance Testing: *
*“*BNL's organizations identify appropriate equipment requiring calibration. The calibration status is readily discernible and associated calibration procedures, documentation, and records are prepared and maintained. Calibrated equipment is properly protected, handled, and maintained to preclude damage that could invalidate its accuracy. Measuring and test equipment that is found out of calibration is identified and its impact evaluated.”

## IC Program- User OrientationInstrument database and calibration recall system

**IC Program- User Orientation*****Instrument database and calibration recall system***

- The IC Group has maintained a Fluke® MET/TRACK SQL database  since 1994 to track calibrated items, standards and M&TE.
- database management system for test and measurement assets.
-  supports the traceability and record-keeping requirements of modern quality and accreditation standards, including ISO 17025, ISO 9000, QS 9000, ISO Guide 25, EN 45000, ANSI Z540, FDA GMPs and MIL STD 45662A

## IC Program- User OrientationInstrument database and calibration recall system

**IC Program- User Orientation*****Instrument database and calibration recall system***

- The database keeps information records on over 2100 items.  This information includes:
**calibration events **(cal date, cal period, cal due, cal tech, standards used, SOP used, etc.)
**maintenance events** (date, type,  tech, failure desc. work desc.,  PM due date, etc.)
**location / owner changes **( owner, building, room, change date, etc.)
**customer mailer listing **( name, mail stop, phone number, etc.)

## IC Program- User OrientationInstrument database and calibration recall system

**IC Program- User Orientation*****Instrument database and calibration recall system***

- The calibration recall system uses the information in the database to:
- notify users of when their equipment is due for calibration.
- Notify users when the equipment will be removed from the recall system if the equipment is over one year overdue.
- provide the user with a feedback mechanism so the IC Group can correct any erroneous information listed in the database.

## IC Program- User OrientationInstrument database and calibration recall system

**IC Program- User Orientation*****Instrument database and calibration recall system***

- The recall system consists of mailer-type database reports that are printed and mailed monthly by the IC Group Clerk:
- items due  on the print date and 45 days ahead of the print date
- items overdue by 6 months or greater
- items that are overdue by more than one year that will be removed from the “active” data base roles if the equipment record is not updated.

## IC Program- User OrientationUser responsibilities in maintaining the system

**IC Program- User Orientation*****User responsibilities in maintaining the system***

- Follow the general instructions on the recall system mailers.  This includes:
- Ensuring that calibration work is scheduled with the IC Group in advance of the due date.  Do not wait until the eleventh hour !
- Ensuring that instruments listed as “overdue” are addressed promptly.
- If the equipment is no longer in use, please contact IC to remove the equipment from the active roles.
- If erroneous information is listed on the mailer, please contact IC to correct the problem ASAP.

## IC Program- User OrientationUser responsibilities in maintaining the system

**IC Program- User Orientation*****User responsibilities in maintaining the system***

- Using the IC Group incoming process tag for all items brought to IC Group Facilities.
- Ensuring that items brought to IC facilities are not contaminated.
- Providing information on responsibility changes in the organization so mailers are received by the right people.

## IC Program- User OrientationIdeas for Improvement

**IC Program- User Orientation*****Ideas for Improvement***

- Notification of higher level of management when equipment is  overdue by ?.
- User web access to inventory information.
- On-line data entry by calibration technicians to improve the timeliness of database updates.
- Any suggestions ?

## IC Program- User OrientationContacts

**IC Program- User Orientation*****Contacts***

- For general Information contact :
- George Hughes, IC Group Leader
-  3120; ghughes@bnl.gov
- To provide corrections to the database system email the IC Group Clerk:
- Debbie Reynolds, IC Group Clerk
- 8276; dreynolds@bnl.gov

## IC Program- User OrientationContacts

**IC Program- User Orientation*****Contacts***

- For work scheduling call:
- Debbie Reynolds, IC Group Clerk
- 8276; dreynolds@bnl.gov
**OR**
- Enter the request in the IC Group Outlook Service request folder ( see the “*Service Requests*” link for instructions at *http://rcd.esh.bnl.gov/ic/*)