Virginia Administrative Code › Title 12 - HEALTH › Agency 5 - DEPARTMENT OF HEALTH › Chapter 590 - WATERWORKS REGULATIONS › Section 12VAC5-590-550 - Recordkeeping

Current through Register Vol. 40, No. 24, July 15, 2024
A. The owner shall
				maintain all of the waterworks records in accordance with the Records Retention
				and Disposition Schedule of the Library of Virginia, General Schedule No. 7 for
				public utility records of county and municipal governments.
B. The owner shall retain at the waterworks
				or at a convenient location near the waterworks the following records for not
				less than the time periods specified:
1.
				Microbiological analyses and turbidity analyses, including records of any
				repeat samples collected and meeting the criteria for an extension of the
				24-hour period for collecting repeat samples as required under
				12VAC5-590-380
				-- Five years.
2. Chemical Analyses
				-- 10 years.
3. The following
				information shall be provided for subdivisions B 1 and B 2 of this section:
a. Date, place, and time of sampling as well
				as the name of the person who collected the sample;
b. Identification of sample (e.g., routine,
				repeat, confirmation sample, source water, other);
c. Date of analysis;
d. Laboratory or person responsible for
				performing analysis;
e. Analytical
				method or technique used; and
f.
				Results of the analysis.
4. Individual filter monitoring required
				under 12VAC5-590-531 A 2 b -- Three years.
5. Results of disinfection profile including
				raw data and analysis -- Indefinitely.
6. Disinfection benchmarking including raw
				data and analysis -- Indefinitely.
7. Original records of all sampling data and
				analyses, reports, surveys, letters, evaluations, schedules, department
				determinations, and any other information required by
				12VAC5-590-405
				A 1 and
				12VAC5-590-405
				A 2,
				12VAC5-590-405
				B,
				12VAC5-590-405
				C, and
				12VAC5-590-405
				D pertaining to lead and copper -- 12 years.
8. Results from the initial round of source
				water monitoring under 12VAC5-590-401 B 1 and the second round of source water
				monitoring under 12VAC5-590-401 B 2 until three years after bin classification
				under 12VAC5-590-401 D 1 for the particular round of monitoring.
9. Any notification to the department that
				source water monitoring will not be conducted due to meeting the criteria of
				12VAC5-590-401 B 4 -- Three years.
10. Results of treatment monitoring
				associated with microbial toolbox options under 12VAC5-590-401 E 3 through
				12VAC5-590-401 E 7 and with uncovered finished water reservoirs under
				12VAC5-590-415, as applicable, -- Three years.
11. Action taken to correct violations of
				this chapter-- Three years after last action with respect to violation
				involved.
12. The owner shall
				retain completed assessment forms for all Level 1 and Level 2 assessments
				conducted in accordance with
				12VAC5-590-392
				C, regardless of who conducts the assessment, and documentation of corrective
				actions completed as a result of those assessments, or other available summary
				documentation of the sanitary defects and correction actions taken under
				12VAC5-590-392
				D for a period not less than five years after completion of the assessment or
				corrective action, whichever is later.
13. Copies of reports, summaries, or
				communications relating to any sanitary surveys performed -- 10 years following
				inspection.
14. Variance or
				exemptions granted (and records related thereto) -- Five years following
				expiration of the variance or exemption.
15. Cross-connection control program records
				-- 10 years.
16. The owner of a
				waterworks that recycles flow, as stipulated in 12VAC5-590-395 C, shall collect
				and retain on file the recycle flow information for review and evaluation by
				the department. This information shall be retained for a minimum of 10 years.
				Information shall include, as a minimum:
a.
				Copy of the recycle notification submitted to the department.
b. List of all recycle flows and the
				frequency with which they are returned.
c. Average and maximum backwash flow rate
				through the filters and the average and maximum duration of the filter backwash
				process, in minutes.
d. Typical
				filter run length and a written summary of how the filter run length is
				determined.
e. The type of
				treatment provided for the recycle flow.
f. Data on the physical dimensions of the
				equalization or treatment units, typical and maximum hydraulic loading rates,
				type of treatment chemicals used, average dose, frequency of use, and frequency
				at which solids are removed, if applicable.
17. Copies of monitoring plans developed
				pursuant to this chapter shall be kept for the same period of time as the
				records of analyses taken under the plan are required to be kept under
				subsection A or B of this section, except as specified elsewhere in this
				chapter.
18. The owner shall retain
				the following additional records:
a. Plant
				operational records -- five years after the end of the calendar year;
b. Current organizational or staffing
				chart;
c. Record (As-built)
				engineering plans and specifications of facilities -- Retain for the life of
				the facility;
d. Equipment manuals
				for items in use -- Retain for the life of the equipment or facility;
e. Shop drawings of major equipment in use --
				Retain for the life of the equipment;
f. Current list or chart of required
				laboratory tests with test frequencies and sampling locations;
g. Current preventive maintenance
				schedule;
h. Records of repair or
				replacement of equipment in use -- Retain for the life of the
				equipment;
i. Updated map of water
				distribution system; and
j. All
				accident reports -- Three years.