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| number = ML17055B532
| number = ML17055B532
| issue date = 01/30/1986
| issue date = 01/30/1986
| title = Rev 1 to Site Administrative Procedure AP-10.1, Mgt of Station Records.
| title = Rev 1 to Site Administrative Procedure AP-10.1, Mgt of Station Records
| author name = Abbott R, Perkins T, Roman T
| author name = Abbott R, Perkins T, Roman T
| author affiliation = NIAGARA MOHAWK POWER CORP.
| author affiliation = NIAGARA MOHAWK POWER CORP.
Line 17: Line 17:


=Text=
=Text=
{{#Wiki_filter:Enclosure 0'10 NINE       i~     POINT NUCLEAR STATION SITE ADMINISTRATIVE PROCEDURES PROCEDURE NO ~     AP-10.1 MANAGEMENT OF STATION RECORDS DATE AND INITIALS APPROVALS            SIGNATURES                              REVISION 1   REVISION 2     REVISION 3 Station Superintende 1@iPNS Unit 1 T. W. Roman Station Superintendent NMPNS   Unit 2                                                 (/3o(+4 R. Bi Abbott General Superintendent Nuclear Generation
{{#Wiki_filter:Enclosure 0'10 NINE i~ POINT NUCLEAR STATION SITE ADMINISTRATIVE PROCEDURES PROCEDURE NO ~ AP-10.1 MANAGEMENT OF STATION RECORDS APPROVALS SIGNATURES DATE AND INITIALS REVISION 1 REVISION 2 REVISION 3 Station Superintende 1@iPNS Unit 1 T. W. Roman Station Superintendent NMPNS Unit 2 R. Bi Abbott
                              ')
(/3o(+4 General Superintendent
T.~ J ~ Perkins           I t'anager Q.A. Nuclear W. A. Hansen Summar   of Pa es Revision           2   (Effective PAGES                     DATE 4,7, 10,11             December  1984 2,3,5,6,8,   14, 15     January 1986 March 1986
~
                                                                                'IAGARA MOHAWK POWER CORPORATION THIS PROCEDURE NOT     TO BE USED AFTER SUBJECT TO PERIODIC REVIEWS 8b04280279 Bb04l5 PDR     ADOCK   OS000410 PDR I
~
Nuclear Generation T. J ~ Perkins I ')
t'anager Q.A. Nuclear W. A. Hansen Summar of Pa es Revision 2 (Effective PAGES 4,7, 10,11 2,3,5,6,8, 14, 15 DATE December 1984 January 1986 March 1986
'IAGARA MOHAWK POWER CORPORATION THIS PROCEDURE NOT TO BE USED AFTER SUBJECT TO PERIODIC REVIEWS 8b04280279 Bb04l5 PDR ADOCK OS000410 PDR I


II I
II I


MANAGEMENT OF STATION RECORDS 1.0 PURPOSE This procedure provides an outline for the collection, storage and maintenance of site records and technical information. The records system is designed to facilitate the administration, operation, maintenance   and testing required for the safe and efficient management   of the nuclear station.
MANAGEMENT OF STATION RECORDS 1.0 PURPOSE This procedure provides an outline for the collection, storage and maintenance of site records and technical information.
This procedure shall be effective for Unit 1 as shown on the cover page. For Unit 2, this procedure does not apply to the permanent plant file records as generated             through completion of the construction prospect. These records will be processed according to pro)ect procedures. It does apply to those records generated by the on equipment that has been turned over Nuclear Generation    Department to NMPC for Operations and/or Maintenance.
The records system is designed to facilitate the administration, operation, maintenance and testing required for the safe and efficient management of the nuclear station.
This procedure shall be effective for Unit 1 as shown on the cover page.
For Unit 2, this procedure does not apply to the permanent plant file records as generated through completion of the construction prospect.
These records will be processed according to pro)ect procedures.
It does apply to those records generated by the Nuclear Generation Department on equipment that has been turned over to NMPC for Operations and/or Maintenance.


==2.0 REFERENCES==
==2.0 REFERENCES==
10 CFR 50 Regulatory Guide 1.16, Rev. 3, 1975 ANSI N45.2.9, 1974 Technical Specifications Section 6, Unit 1 and Unit 2 Regulatory Guide 1.88, Rev.
2, 1976 ANSI 45.2.11, 1974 Generic Letter 83-28 NRC Telecon, December 4, 1985, R. J. Pasternak to NMPl licensing file.
Nine Mile Point Unit 2 Pro]ect Guidelines 81,83,84,86,87 " PPNM502 3.0 SCOPE Station records are organized according to use and the requirements of accessibility.
3.1 Administrative Records required for the conduct of current business are retained in the Site or Administrative Office.
3.2 0 crating Records such as log books and printouts required for the production review of current operations are Administrative Office until the required periodic data logger computer of current reports or the retained in the Station reports are complete.
3.3 Maintenance Records are generated in accordance with AO-13.
These are retained in the Station Administrative Office until information for the maintenance history data base has been extracted.
AP-10. 1
-1 March 1986


10 CFR 50 Regulatory Guide 1.16, Rev. 3, 1975 ANSI N45.2.9, 1974 Technical Specifications Section 6, Unit    1 and Unit  2 Regulatory Guide 1.88, Rev. 2, 1976 ANSI 45.2.11, 1974 Generic Letter 83-28 NRC Telecon, December 4, 1985, R. J. Pasternak to NMPl licensing file.
3.4 Test and Ins ection Records are generated in the Operating, Results and Maintenance Departments.
Nine Mile Point Unit 2 Pro]ect Guidelines 81,83,84,86,87 " PPNM502 3.0  SCOPE Station records are organized according to use        and the requirements of accessibility.
These are retained in the Technical Administrative Office or under the custody of the responsible supervisor until the required current reports and reviews have been completed.
3.1   Administrative Records required for the conduct of current business are retained in the Site or Administrative Office.
3.5 ui ment Technical Information will be kept in the Station Central Files.
3.2   0  crating Records such as log books and   periodic data logger computer printouts required for the production         of current reports or the review of current operations          are    retained    in the Station Administrative Office until the required    reports are complete.
This will include engineering
3.3 Maintenance  Records  are generated in accordance with AO-13. These are retained  in the  Station Administrative Office until information for the maintenance history data base has been extracted.
: data, parts list and procurement information, specifications, instruction
AP-10. 1 -1 March 1986
: manuals, drawings and other material which describes the station systems and equipment.
3.6 Central Files All station records which require retention beyond the current requirements of the responsible supervisoz or the administrative staff shall be delivered to Central Files for processing and retention as required.
4.0 PRODUCTION CONTROL AND RETRIEVAL OF RECORDS 4.1 Responsibility for the management of all station records maintained in working files is delegated to the Supervisor, Administrative Services.
Individual supervisors who are responsible for the generation of operating, maintenance or test records and for the handling of correspondence and reports will be responsible for these records until they are delivered to the Site Administrative Office or the Central Files for disposition.
4.2 Records held by individual supervisors and the Site Administrative Office shall be indexed and organized for ease of retrieval.
Indexes shall list the record type and state where the record may be found.
Correspondence and reports in production need not be indexed.
The master indexing system maintained by Central Files shall provide key information on all record types including the location by record type of all indexes maintained by individual supervisors or the Administrative Office.
Responsibility for maintenance of the Centzal Files is delegated to the Superintendent Records Management.
4.3 All coriespondence, drawings and other documents delivered or carried into the Nine Mile Point Nuclear Station whether by letter, mail or in bulk shall 'be zeceived by the Document Control Department prior to delivery to the addressee.
Details of handling shall be as instructed by the Superintendent Records Management.
Correspondence control is covered in DCI-1; drawing control in DCI-3; safeguards information control in DCI-12; and confidential documents in OI-10.
The only exceptions to this procedure are hand carried confidential documents, advertising or promotional literature brought in by vendor representatives and printed materials or drawings which are not destined to be placed on file at the station.
AP-10.1
-2 January 1986


3.4 Test and Ins ection Records are generated in the Operating, Results and Maintenance Departments.       These are retained in the Technical Administrative Office or under the custody of the responsible supervisor until the required current reports and reviews have been completed.
5.0 DOCUMENT RETRIEVAL AND STORAGE SYSTEM 5.1 The document retrieval and storage system is a computer aided system supported by 16 and 35 millimeter micrographs.
3.5  ui  ment Technical  Information will be kept in the Station Central Files. This will include engineering        data,   parts  list  and procurement    information,     specifications,   instruction    manuals, drawings and other material which describes the station systems and equipment.
The system is available for general
3.6 Central Files All station records which require retention beyond the current requirements of the responsible supervisoz or the administrative staff shall be delivered to Central Files for processing and retention  as  required.
: use, by station personnel, twenty-four hours a
4.0 PRODUCTION    CONTROL  AND RETRIEVAL OF RECORDS 4.1 Responsibility for the     management of all station records maintained in working files is delegated to the Supervisor, Administrative Services. Individual supervisors who are responsible for the generation of operating, maintenance or test records and for the handling of correspondence and reports will be responsible for these records until they are delivered to the Site Administrative Office or the Central Files for disposition.
day at any one of several remote locations referred to as Satellite Files.
4.2 Records  held by individual supervisors and the Site Administrative Office shall be indexed and organized for ease of retrieval. Indexes shall list the record type and state where the record may be found.
The system is capable of supporting over 100 zemote terminals, and basically consists of a minicomputer and disc drives, a high speed line printer, a typer, several local and remote CRT's, microfilm equipment, and microform readers and printers.
Correspondence and reports in production need not be indexed.         The master indexing system maintained by Central Files shall provide key information on all record types including the location by record type of all indexes maintained by individual supervisors              or the Administrative Office. Responsibility for maintenance of the Centzal Files is delegated to the Superintendent Records Management.
5.2 Files for indexing and storage on microfilm are indexed individually by Central File personnel using some 22 separate indexing parameters including key
4.3 All coriespondence,   drawings and other documents delivered or carried into the Nine Mile Point Nuclear Station whether by letter, mail or in bulk shall 'be zeceived by the Document Control Department prior to delivery to the addressee.           Details of handling shall be as instructed by the Superintendent Records Management. Correspondence control is covered in DCI-1; drawing control in DCI-3; safeguards information control in DCI-12; and confidential documents in OI-10.
: words, which subjectively describe the document's contents.
The only exceptions to this procedure are hand carried confidential documents, advertising or promotional literature brought in by vendor representatives and printed materials or drawings          which are  not destined to be placed on file at the station.
When documents are delivered to Central
AP-10.1   -2  January 1986
: Files, they aze filmed in a random manner and individually assigned a nine digit film reference number for retrieval purposes.
The first five digits of the film reference number indicate the roll on which the document is located.
The remaining four digits indicate the frame location of the document within the roll.
Documents which aze placed on 35 millimeter aperture cards or which are maintained in hard copy due to their non microfilmability are assigned specially constructed film reference numbers to indicate their location and form (i.e. aperture card or hard copy).
5.3 Retrieval of documents may be accomplished at any of the sevezal Satellite Files.
Retrieval system users 'ccess the computer by logging on with a valid user name and password.
The user may then call up the SEEK program to find the desired item.
The user may enter whatever scant information is known about the desized document and the computer will search its data files to match the given information with index data inputted when the document was entered.
into the system.
The computer will respond with x number of hits (i.e.
film reference numbers of documents which have index data matching the given information).
The user may then observe all hits to obtain the correct document or may add or delete indexing information to narrow down the number of possibilities.
5.4 When the hits are obtained from the computer search
: process, the user may observe each -hit by inserting.the appropriate cartridge in the reader/printer and keying in the displayed film reference number.
The computer seazch may result in film reference numbers (hits) indicating that the desired document is located on a aperture card or in hard copy.
The user must either obtain the document from Central Files (hard copy) or retrieve the document from the aperture card file.
5.5 The Superintendent Records Management shall issue detailed instructions for use of this document retrieval and storage system.
AI-10.1
-3 January 1966


5.0 DOCUMENT RETRIEVAL AND STORAGE SYSTEM 5.1 The document    retrieval    and storage    system is a computer aided system supported    by  16    and    35  millimeter micrographs. The system  is available for general use, by station personnel, twenty-four hours a day at any one of several remote locations referred to as Satellite Files. The system        is capable of supporting over 100 zemote terminals, and basically consists of a minicomputer and disc drives, a high speed line printer, a typer, several local and remote CRT's, microfilm equipment, and microform readers and printers.
6.0 PROCEDURES FOR INDIVIDUALSTATION RECORD GROUPS 6.1 6.1.1 Administzative Records Corres ondence Control procedures are outlined by the Superintendent Records Management in his DCI-1.
5.2 Files for indexing and storage on microfilm are indexed individually by Central File personnel using some 22 separate indexing parameters including key words, which subjectively describe the document's contents. When documents are delivered to Central Files, they aze filmed in a random manner and individually assigned a nine digit film reference number for retrieval purposes.              The first five digits of the film reference number indicate the roll on which the document is located. The remaining four digits indicate the frame location of the  document  within the        roll. Documents which aze placed on 35 millimeter aperture      cards    or which are maintained in hard copy due to their non micro filmability are assigned specially constructed film reference numbers to indicate their location and form (i.e. aperture card or hard copy).
Details of this instruction for correspondence control may be subject to alteration by the Superintendent Records Management in accordance with experience generated during the use of the system.
5.3 Retrieval of documents may be accomplished at any of the sevezal Satellite Files. Retrieval system users 'ccess the computer by logging on with a valid user name and password.              The user may then call up the SEEK program to find the desired item. The user may enter whatever scant information is known about the desized document and  the  computer    will    search  its data files to match the given information with index data inputted            when the document was entered.
: However, the Secretary to the Genezal Superintendent or other specific individuals in the Site Administrative Office shall be charged with maintaining a monitozing system of all requests and unresolved items originating with the NRC which require action oz response from the station.
into the system.        The  computer  will respond with x number of hits (i.e. film    reference numbers of documents which have index data matching the given information). The user may then observe all hits to obtain the correct document or may add or delete indexing information to narrow down the number of possibilities.
This shall include a record of requests and respcnses and a system for reminder and followup directed toward individuals responsible for preparation of respcnses.
5.4 When  the hits are obtained from the computer search process, the user may  observe each -hit by inserting .the appropriate cartridge in the reader/printer and keying in the displayed film reference number.
The computer seazch        may result in film reference        numbers  (hits) indicating that the desired document is located on a aperture card or in hard copy. The user must either obtain the document from Central Files (hard copy) or retrieve the document from the aperture card file.
5.5 The    Superintendent      Records    Management    shall issue detailed instructions for    use  of this    document retrieval and storage system.
AI-10.1 -3 January 1966
 
6.0   PROCEDURES   FOR INDIVIDUALSTATION     RECORD GROUPS 6.1   Administzative Records 6.1.1 Corres ondence Control procedures are outlined by the Superintendent Records Management in his DCI-1.             Details of this instruction for correspondence     control may be subject to alteration by the Superintendent     Records Management         in accordance with experience generated during the     use of   the system.       However, the Secretary to the Genezal Superintendent or other specific individuals in the Site Administrative Office shall be charged with maintaining a monitozing system of all requests and unresolved items originating with the NRC which require action oz response from the station.                   This shall include a record of requests and respcnses and a system for reminder and followup directed toward individuals responsible for preparation of respcnses.
Other correspondence requiring response and action shall also become the responsibility of a specific individual in the Administrative Office who shall be charged with the tracking of requests and respcnses and the issuance of reminders to respcasible individuals.
Other correspondence requiring response and action shall also become the responsibility of a specific individual in the Administrative Office who shall be charged with the tracking of requests and respcnses and the issuance of reminders to respcasible individuals.
Correspondence     not   requiring   a   response   or specific   disposition according to authorised procedures, shall be logged, distributed, and filed in accordance with the instructions of the General Superintendent,       Station     Superintendent         or   the   Supervisor, Administrative Services.             The     mechanics     of handling     this correspondence shall be in accordance with ia structions issued by the Superintendent Records Management in his DCI-1, 6.1.2
Correspondence not requiring a
~ ~ Routine   Re orts which are       issued from the station at period'ic intervals shall be tabulated and maintained on a control list in the same   manner as correspondence           requiring response.     One   of the individuals charged with monitoring the correspondence shall be charged with tracking the production and issue of these zeports.
response or specific disposition according to authorised procedures, shall be logged, distributed, and filed in accordance with the instructions of the General Superintendent, Station Superintendent or the Supervisor, Administrative Services.
6.1.3 Re ulations     Codes   and Standards shall be kept current, however, the Supervisor, Administrative Services shall maintain a listing of all these documents which, although they may have been superceded by a later addition, are still currently applicable to the Nine Mile Point Nuclear Station.       Detailed listings of individual regulations, etc.
The mechanics of handling this correspondence shall be in accordance with ia structions issued by the Superintendent Records Management in his DCI-1, 6.1.2
may be contained in the bound volumes of documents,               hence, where these are available the supervisors listing may be limited to the categories of documents and location.
~
The dates   and limits of applicability for       new regulations are usually stated   in the   opening paragraphs of the regulations.           Users of the files of     regulations are advised to consult this listing for applicability of   a particular regulation.
~
AP-10.1   -4       December   1984
Routine Re orts which are issued from the station at period'ic intervals shall be tabulated and maintained on a control list in the same manner as correspondence requiring response.
One of the individuals charged with monitoring the correspondence shall be charged with tracking the production and issue of these zeports.
6.1.3 Re ulations Codes and Standards shall be kept current,
: however, the Supervisor, Administrative Services shall maintain a listing of all these documents
: which, although they may have been superceded by a
later addition, are still currently applicable to the Nine Mile Point Nuclear Station.
Detailed listings of individual regulations, etc.
may be contained in the bound volumes of documents,
: hence, where these are available the supervisors listing may be limited to the categories of documents and location.
The dates and limits of applicability for new regulations are usually stated in the opening paragraphs of the regulations.
Users of the files of regulations are advised to consult this listing for applicability of a particular regulation.
AP-10.1
-4 December 1984


Licensin       Documents   such   as   the PSAR< the FSAR, Technical Specifications,       and   supporting documents         shall be maintained current. Proposed changes         shall be maintained   distinct from changes
Licensin Documents such as the PSAR<
        'hich are in force.
the
Procedures     and standin   orders which originate at the station shall be maintained in accordance with AP-260.
: FSAR, Technical Specifications, and supporting documents shall be maintained current.
6.1.6   Minutes .of Meetin s and conferences               involving Nine Mile Point personnel shall, as a minimum, be maintained in accordance with Technical Specifications and       ANSI in 45.2.9, 1974.
Proposed changes shall be maintained distinct from changes
6.1.7   Files     of General Information such as library reference books, engineering       and technical reports, codes and standards,           shall be indexed and maintained so that when they are removed from the file there will be a record of who is responsible for the document at all times.
'hich are in force.
6 ' ~ 8 Trainin     and Personnel Records shall be maintained in accordance         wi.th AP-9 '     and other applicable Niagara Mohawk procedures.
Procedures and standin orders which originate at the station shall be maintained in accordance with AP-260.
6 '     0   eratin   Records 6.2.1   ~Scc e Material retained in the plant operating historical records includes as a minimum:
6.1.6 Minutes
: 1.     Records     of preliminary test and calibrations               including preoperational tests, startup tests and preliminary         operations.
.of Meetin s
: 2.     Plant     operating   logs   and   records   including data logger printouts,'ecording     meter chart records, control room log books and the   like.
and conferences involving Nine Mile Point personnel
: 3.     Records   of station maintenance and substitution or replacement of the   facility equipment   or components.
: shall, as a
: 4.     Records of plant radiation and contamination surveys, personnel radiation exposure, radioactivity and liquid or gaseous releases and the environmental monitoring program.
: minimum, be maintained in accordance with Technical Specifications and ANSI in 45.2.9, 1974.
: 5.     Records of new and Spent       fuel inventory, transfers of fuel       and assembly histories.
6.1.7 Files of General Information such as library reference
: 6.     Records   of instrument   calibration   and surveillance   checks   and tests of   facility equipment and components.
: books, engineering and technical
: 7.     Scram Reports and Scram     Analysis Records.
: reports, codes and standards, shall be indexed and maintained so that when they are removed from the file there will be a record of who is responsible for the document at all times.
AP-10.1   -5   January 1986
6'
~ 8 Trainin and Personnel Records shall be maintained in accordance wi.th AP-9' and other applicable Niagara Mohawk procedures.
6' 0 eratin Records 6.2.1
~Scc e
Material retained in the plant operating historical records includes as a minimum:
1.
Records of preliminary test and calibrations including preoperational
: tests, startup tests and preliminary operations.
2.
Plant operating logs and records including data logger printouts,'ecording meter chart records, control room log books and the like.
3.
Records of station maintenance and substitution or replacement of the facility equipment or components.
4.
Records of plant radiation and contamination
: surveys, personnel radiation exposure, radioactivity and liquid or gaseous releases and the environmental monitoring program.
5.
Records of new and Spent fuel inventory, transfers of fuel and assembly histories.
6.
Records of instrument calibration and surveillance checks and tests of facility equipment and components.
7.
Scram Reports and Scram Analysis Records.
AP-10.1
-5 January 1986


6.2.2 Production and Retention of Records The recording     and reporting requirements       of the facility operating     license     are   described     in   the     Technical
6.2.2 Production and Retention of Records The recording and reporting requirements of the facility operating license are described in the Technical
          'Specifications.     Section 6.10 of the operating Technical Specifications Unit 1 and Unit 2 and Section 4.7 of the Environmental Technical Specifications Unit 1 and Section 6.10 of the Environmental Technical Specifications Unit 2 lists record retention zequirements.     These are summarized in Table I attached to this procedure.
'Specifications.
2~   Records   of daily plant operations in the control room are found on the   periodic log of the data logger computer and in the narrative log books of the station shift supervisor and the chief shift operator. Other logs are maintained in the waste building, condensate demineralizer, and makeup demineralizer areas.
Section 6.10 of the operating Technical Specifications Unit 1
3~   Records of principle maintenance activities shall be produced under the direction of the Maintenance Superintendent and the Instrument and Control Supervisor. Details of these records are provided in AP-5.0, Procedure for Repair.
and Unit 2
4~   Records of operating occurrences will be generated according to AP-10.2.2, Procedure for Reporting Variations from Normal Plant Operations. These zecords     shall consist of the Occurrence Report Form and all documents pertaining to the description and review of the occurrence.       [Reportable occurrences according to Technical Specification 6.9.2 Unit 1 and Unit 2 are recorded on the NRC Licensee Event Report Form.]
and Section 4.7 of the Environmental Technical Specifications Unit 1
Records   of periodic     checks,   inspections,   calibration and surveillance   are entered on forms maintained by the Station Shift Supervisors, the Instrument and Control Supervisor> the Maintenance     Supervisor and the Radiation Protection and Chemistry Supervisor.     These record forms and check sheets are designed to assure that all such periodic requirements of the Technical Specifications are being met.
and Section 6.10 of the Environmental Technical Specifications Unit 2 lists record retention zequirements.
: 6. Records   of radioactive shipments other than spent fuel shall be maintained under the direction of the Radiation Protection Supervisor.     These   shall consist of accountability and transmittal forms required by Title 10 and Title 49 CFR and survey zecords and logs required by Technical Specifications and the station procedures.
These are summarized in Table I attached to this procedure.
7 ~ Records of substitution or replacement of principle items or equipment pertaining to nuclear safety and records of changes and drawing changes made to the plant as described in the Safety Analysis Repozt shall be made in accordance with AP-6.0 Procedure for Modification and Addition.
2 ~
AP-10.1   -6 January 1986
Records of daily plant operations in the control room are found on the periodic log of the data logger computer and in the narrative log books of the station shift supervisor and the chief shift operator.
Other logs are maintained in the waste
: building, condensate demineralizer, and makeup demineralizer areas.
3 ~
Records of principle maintenance activities shall be produced under the direction of the Maintenance Superintendent and the Instrument and Control Supervisor.
Details of these records are provided in AP-5.0, Procedure for Repair.
4 ~
Records of operating occurrences will be generated according to AP-10.2.2, Procedure for Reporting Variations from Normal Plant Operations.
These zecords shall consist of the Occurrence Report Form and all documents pertaining to the description and review of the occurrence.
[Reportable occurrences according to Technical Specification 6.9.2 Unit 1 and Unit 2 are recorded on the NRC Licensee Event Report Form.]
Records of periodic
: checks, inspections, calibration and surveillance are entered on forms maintained by the Station Shift Supervisors, the Instrument and Control Supervisor>
the Maintenance Supervisor and the Radiation Protection and Chemistry Supervisor.
These record forms and check sheets are designed to assure that all such periodic requirements of the Technical Specifications are being met.
6.
Records of radioactive shipments other than spent fuel shall be maintained under the direction of the Radiation Protection Supervisor.
These shall consist of accountability and transmittal forms required by Title 10 and Title 49 CFR and survey zecords and logs required by Technical Specifications and the station procedures.
7 ~
Records of substitution or replacement of principle items or equipment pertaining to nuclear safety and records of changes and drawing changes made to the plant as described in the Safety Analysis Repozt shall be made in accordance with AP-6.0 Procedure for Modification and Addition.
AP-10.1
-6 January 1986


6,2.2 Production and Retention of Records (Cont. )
6,2.2 Production and Retention of Records (Cont. )
: 8. Records   of plant radiation and contamination surveys shall be made in accordance with Radiation Protection Procedures.
8.
: 9. Records of new and spent fuel inventory, transfers of fuel, and assembly histories shall be maintained by the Physics Analyst Supervisor in accordance with Special Nuclear Material Control Procedures.
Records of plant radiation and contamination surveys shall be made in accordance with Radiation Protection Procedures.
: 10. Records   of off site environmental monitoring surveys       and records of radioactivity and liquid       and gaseous   wastes release to the environment   shall   be made   in   accordance   with the Radiation Protection   and Radiation   & Chemistry   Department Surveillance and Sampling   Procedures.
9.
ll. Records     of radiation exposure for all plant personnel, contractors and visitors shall be maintained in accordance with 10CFR20 and 10CFR19 and     the NRC instructions for   NRC Forms 4 and 5.
Records of new and spent fuel inventory, transfers of fuel, and assembly histories shall be maintained by the Physics Analyst Supervisor in accordance with Special Nuclear Material Control Procedures.
: 12. The record of   transient and operational cycIes required by Unit 1 Technical     Specification 6.10.2.f and Unit 2 Technical Specification 6.10.3.e shall be maintained by the physics analyst supervisor.
10.
: 13. Records   of the inservice inspections required by Unit 1 Technical Specification 6.10.2.h, Unit 2 Technical Specification 6.10.3.h shall be assembled           by the     Inservice Inspection Superintendent     and maintained       under the direction of the Superintendent Administrative Services.
Records of off site environmental monitoring surveys and records of radioactivity and liquid and gaseous wastes release to the environment shall be made in accordance with the Radiation Protection and Radiation
: 14. Records of special reactor test and experiments                 shall be produced under   the direction   of the Reactor Analyst   Supervisor.
& Chemistry Department Surveillance and Sampling Procedures.
ll.
Records of radiation exposure for all plant personnel, contractors and visitors shall be maintained in accordance with 10CFR20 and 10CFR19 and the NRC instructions for NRC Forms 4 and 5.
12.
The record of transient and operational cycIes required by Unit 1
Technical Specification 6.10.2.f and Unit 2
Technical Specification 6.10.3.e shall be maintained by the physics analyst supervisor.
13.
Records of the inservice inspections required by Unit 1
Technical Specification 6.10.2.h, Unit 2 Technical Specification 6.10.3.h shall be assembled by the Inservice Inspection Superintendent and maintained under the direction of the Superintendent Administrative Services.
14.
Records of special reactor test and experiments shall be produced under the direction of the Reactor Analyst Supervisor.
These shall include the procedure for the test and report results.
These shall include the procedure for the test and report results.
6.3   Maintenance Records 6.3.1 E ui ment Histor File As described     in AP-5.0, all completed work requests along with the required attachments are delivered to the Site Administrative Office for entry of the record of the completed maintenance in the equivalent maintenance data base. The data base comprises a formal equipment history file system which shall be established for all safety related structures, systems and components.             Each major item shall have a file documenting the corrective             maintenance   actions accomplished.     The minimum   documentation     required   for   each   entry shall be:
6.3 6.3.1 Maintenance Records E ui ment Histor File As described in AP-5.0, all completed work requests along with the required attachments are delivered to the Site Administrative Office for entry of the record of the completed maintenance in the equivalent maintenance data base.
AP-10.1   -7   December 1984
The data base comprises a formal equipment history file system which shall be established for all safety related structures, systems and components.
Each major item shall have a file documenting the corrective maintenance actions accomplished.
The minimum documentation required for each entry shall be:
AP-10.1
-7 December 1984


6.3.1     ui ment Histor File (Cont.)
6.3.1 ui ment Histor File (Cont.)
: 1. Date of action.
1.
: 2. Brief description of failure       and   corrective action taken.
Date of action.
: 3. Reference     to   completed     tests     and   results   or additional information sources as necessary.
2.
The   Supt. of Records Management shall be responsible for describing             1 the exact format for this file and arranging for its entry into a magnetic and/or microfilm storage system.
Brief description of failure and corrective action taken.
6.3.2   Work Re   uest File The   completed   work requests   and   attachments     as required by AP-5.0 shall be retained in the Administrative Office until delivered to Document Control for storage and/or microfilming in accordance with the station records retention and storage schedule.               Deliveries shall take place as soon as practical after the Administrative Office has completed entries into the equipment history file.
3.
6.4     Test and Ins ection Records 6.4.1   De artmental Records The   records   of surveillance tests and other tests and inspections shall be processed for supervisory review as soon as practical after
Reference to completed tests and results or additional information sources as necessary.
      , completion of the test or inspection.                 These shall be sent     to Document Control for microfilming and/or storage immediately after any extraction of trend data, checkoff lists, and other supervisory review functions are completed.
The Supt.
6.4.2   Additional Information To assure the maximum benefit from the tests and inspection records, these should be indexed so that information on equipment performance trends, maintenance, and operating history may be .extracted under a common     equipment   name   or equipment piece number designation.
of Records Management shall be responsible for describing 1
the exact format for this file and arranging for its entry into a
magnetic and/or microfilm storage system.
6.3.2 Work Re uest File The completed work requests and attachments as required by AP-5.0 shall be retained in the Administrative Office until delivered to Document Control for storage and/or microfilming in accordance with the station records retention and storage schedule.
Deliveries shall take place as soon as practical after the Administrative Office has completed entries into the equipment history file.
6.4 Test and Ins ection Records 6.4.1 De artmental Records The records of surveillance tests and other tests and inspections shall be processed for supervisory review as soon as practical after
, completion of the test or inspection.
These shall be sent to Document Control for microfilming and/or storage immediately after any extraction of trend data, checkoff lists, and other supervisory review functions are completed.
6.4.2 Additional Information To assure the maximum benefit from the tests and inspection
: records, these should be indexed so that information on equipment performance
: trends, maintenance, and operating history may be.extracted under a
common equipment name or equipment piece number designation.
Additional information or reports on individual items of equipment should be clearly labeled so that the key wording process of indexing will assure meeting this objective.
Additional information or reports on individual items of equipment should be clearly labeled so that the key wording process of indexing will assure meeting this objective.
6.5       ui ment Technical   Information 6.5.1   Content   Re uirements Efficient operation and maintenance of the station requires             the rapid location   and retrieval of one or more of the following:
6.5 ui ment Technical Information 6.5.1 Content Re uirements Efficient operation and maintenance of the station requires the rapid location and retrieval of one or more of the following:
: 1. Purchase   specifications   and contracts.
1.
: 2. Purchase   requisitions and orders.
Purchase specifications and contracts.
AP-10.1   -8   January 1986
2.
Purchase requisitions and orders.
AP-10.1
-8 January 1986


6.5.1 Content   Re uirements (Cont.)
6.5.1 Content Re uirements (Cont.)
: 3. Manufacturers and vendor instruction manuals.
3.
: 4. Drawings (diagrams,     charts, sketches, graphs, curves)
Manufacturers and vendor instruction manuals.
: 5. Engineering   performance   calculations,   functional descriptions, and safety analysis.
4.
: 6. Vendor   tests and inspections.
Drawings (diagrams,
: 7. In-plant tests   and inspections   (pre-operational and startup) ~
: charts, sketches,
6.5.2  Modification Re uirements The procedures for maintenance of the central file and procedures applicable to the records of station modifications and additions shall assure that the technical information available on equipment will reflect the as-is status of the station and that any other information is clearly marked "superceded",                 "proposed",   or "construction .
: graphs, curves) 5.
6.6   Central Files 6.6.1 I~ndexin An index shall be maintained of record types which shall exhibit Record Type Code, Record Type Name, Record Type Abbreviation and a Record Type Retention Period. This guide shall serve as a checklist foz verifying that required records are turned over to the Records Management for inclusion into the pezmanent Plant File. The method for turnover of records is delineated in DCI-5 (Control 6 Disposition of Active Piles). The presence of a record type in the zetention guide index does not necessarily indicate that the record type will be found in the station records.       The complete listing of all indexed records will be contained only in the zecords computers The Station Central Files Department shall be capable of producing, if necessary,     a computer listing of each film refezence falling under particular record number This listing shall serve to a                      type.
Engineering performance calculations, functional descriptions, and safety analysis.
meet the requirements     of ANSI 45.2.9 by indicating the locations of-records within the storage area.           The permanent storage area for station records shall be the Nine Mile Point Site where original microfilm and nonmicrofilmable copies are stored.
6.
AP-10. 1   -9 March 1986
Vendor tests and inspections.
6.5.2 7.
In-plant tests and inspections (pre-operational and startup)
~
Modification Re uirements The procedures for maintenance of the central file and procedures applicable to the records of station modifications and additions shall assure that the technical information available on equipment will reflect the as-is status of the station and that any other information is clearly marked "superceded",
"proposed",
or "construction 6.6 Central Files 6.6.1 I~ndexin An index shall be maintained of record types which shall exhibit Record Type
: Code, Record Type
: Name, Record Type Abbreviation and a
Record Type Retention Period.
This guide shall serve as a checklist foz verifying that required records are turned over to the Records Management for inclusion into the pezmanent Plant File.
The method for turnover of records is delineated in DCI-5 (Control 6 Disposition of Active Piles).
The presence of a
record type in the zetention guide index does not necessarily indicate that the record type will be found in the station records.
The complete listing of all indexed records will be contained only in the zecords computers The Station Central Files Department shall be capable of producing, if necessary, a
computer listing of each film refezence number falling under a particular record type.
This listing shall serve to meet the requirements of ANSI 45.2.9 by indicating the locations of-records within the storage area.
The permanent storage area for station records shall be the Nine Mile Point Site where original microfilm and nonmicrofilmable copies are stored.
AP-10. 1
-9 March 1986


Drawi     Files Files of drawings (35 millimeter aperture cards) legible to all significant details shall be maintained at Tech Library satellite file. These files shall contain the latest up to dateaperture            as is station drawings., A master file of drawings (35 millimeter                             cards )
Drawi Files Files of drawings (35 millimeter aperture cards) legible to all significant details shall be maintained at Tech Library satellite file.
shall be maintained in the station to             complement     the original file of drawings in Syracuse for           compliance     with   ANSI   45.2.9. This file shall serve as a station drawing history and shall include all revisions. Special hard copy files of drawings may be maintained as desired for file prints, construction prints or P&IDs. All drawing files shal1 be maintained in accordance with instructions issued                     by the Superintendent         Records     Management     in   his   Document   Control Instruction 3, "Nine Mile Point Drawing Control Instruction". An index (computer printout) of each drawing file shall be available.
These files shall contain the latest up to date as is station drawings.,
Manual   Files
A master file of drawings (35 millimeter aperture cards )
: 1. Station     manuals     (instruction, operation, maintenance, etc. )
shall be maintained in the station to complement the original file of drawings in Syracuse for compliance with ANSI 45.2.9.
shall   be   maintained under the direction of the Superintendent Records     Management     in   accordance     with his instructions         in Document     Control Instruction     4 "Control of Station Manuals".
This file shall serve as a
: 2. Manuals shall be stored in the Central Files or archives area and shall be available by checkout                     to station personnel'.
station drawing history and shall include all revisions.
Normally, two controlled copies should be maintained for each manual. More copies may be maintained             if necessary.
Special hard copy files of drawings may be maintained as desired for file prints, construction prints or P&IDs.
: 3. Where an equipment         vendor furnishes a set of equipment manuals to cover'         single assembly of equipment such . as the diesel generator, all manuals shall be indexed in such a manner as to allow easy retrieval of the entire group.
All drawing files shal1 be maintained in accordance with instructions issued by the Superintendent Records Management in his Document Control Instruction 3,
: 4. Central     Files shall be capable of producing an index of available     station manuals.         The index shall be a computer printout of the       document   data   base sorted by vendor and include equipment piece number,         the document   number and location, title, revision, PO, and date.
"Nine Mile Point Drawing Control Instruction".
: 5. In addition to manuals available in the hard copy, all station manuals     shall be available on microfilm at each satellite file .
An index (computer printout) of each drawing file shall be available.
Permanent   Station Files
Manual Files 1.
: 1. The   permanent     station   file   shall consist of completed records and/or other documents stored on microfilm.                 The filming method may   be   in a random manner     and retrieval shall be accomplished through the use of computer aided           retrieval techniques.
Station manuals (instruction, operation, maintenance, etc. )
AP-10. 1   -10     December   1984
shall be maintained under the direction of the Superintendent Records Management in accordance with his instructions in Document Control Instruction 4 "Control of Station Manuals".
2.
Manuals shall be stored in the Central Files or archives area and shall be available by checkout to station personnel'.
: Normally, two controlled copies should be maintained for each manual.
More copies may be maintained if necessary.
3.
Where an equipment vendor furnishes a set of equipment manuals to cover' single assembly of equipment such
. as the diesel generator, all manuals shall be indexed in such a
manner as to allow easy retrieval of the entire group.
4.
Central Files shall be capable of producing an index of available station manuals.
The index shall be a
computer printout of the document data base sorted by vendor and include equipment piece
: number, the document number and location, title,
: revision, PO, and date.
5.
In addition to manuals available in the hard copy, all station manuals shall be available on microfilm at each satellite file.
Permanent Station Files 1.
The permanent station file shall consist of completed records and/or other documents stored on microfilm.
The filming method may be in a
random manner and retrieval shall be accomplished through the use of computer aided retrieval techniques.
AP-10. 1
-10 December 1984


Permanent     Station Files (Cont.)
Permanent Station Files (Cont.)
2 ~   In addition to the microfilm file, a subsection of the permanent station file shall be maintained in hard copy for those documents     which   are     considered     nonmicrofilmable.       Those documents maintained in       hard   copy should   be indexed and entered into the computer     aided   retrieval   system   in the same manner as those placed on the microfilm.
2 ~
3 ~     Processing of documents into the permanent plant file shall be accomplished in accordance with instructions issued by the Superintendent     Records     Management     in his Document Control Instruction 2     "Central Files   Internal   Processing"   .
In addition to the microfilm file, a subsection of the permanent station file shall be maintained in hard copy for those documents which are considered nonmicrofilmable.
De   artment Active Files It is necessary for the General Administrative Office and the individual station departments to maintain active files of records which are in the process of production and review or being used for the production of other records and reports .
Those documents maintained in hard copy should be indexed and entered into the computer aided retrieval system in the same manner as those placed on the microfilm.
3 ~
Processing of documents into the permanent plant file shall be accomplished in accordance with instructions issued by the Superintendent Records Management in his Document Control Instruction 2 "Central Files Internal Processing" De artment Active Files It is necessary for the General Administrative Office and the individual station departments to maintain active files of records which are in the process of production and review or being used for the production of other records and reports.
These files shall be maintained in accordance with instructions issued by the Supervisor, Administrative Services.
These files shall be maintained in accordance with instructions issued by the Supervisor, Administrative Services.
2~     The applicable department head shall be responsible for insuring each active file is maintained up to date, that the records are in good condition and that records transferred for storage in the permanent plant file are complete.
2 ~
3 ~     Location of the department active files shall be determined by the Supervisor, Administrative Services and approved by each respective department head.
The applicable department head shall be responsible for insuring each active file is maintained up to date, that the records are in good condition and that records transferred for storage in the permanent plant file are complete.
Satellite Files 1 ~   Satellite files shall       be   located   in areas accessible to all station personnel. Each   file shall have 16 millimeter cartridge loaded microfilm of the permanent station file and 35 millimeter aperture cards of the latest as built drawings.
3 ~
: 2. Each   satellite file shall have all necessary equipment to read each   microfilm and to access the central file computer for document retrieval searches.         A users manual shall be provided to instruct station personnel in the- computer                     operation techniques necessary to retrieve desired items.
Location of the department active files shall be determined by the Supervisor, Administrative Services and approved by each respective department head.
3~     Records   retrieved at the Satellite       file locations     are considered "for information only"         documents.     Records   to be used for operation or maintenance         shall be issued   through the Document Control                                                         Department.
Satellite Files 1 ~
AP-10.1   -11     December   1984
Satellite files shall be located in areas accessible to all station personnel.
Each file shall have 16 millimeter cartridge loaded microfilm of the permanent station file and 35 millimeter aperture cards of the latest as built drawings.
2.
Each satellite file shall have all necessary equipment to read each microfilm and to access the central file computer for document retrieval searches.
A users manual shall be provided to instruct station personnel in the-computer operation techniques necessary to retrieve desired items.
3 ~
Records retrieved at the Satellite file locations are considered "for information only" documents.
Records to be used for operation or maintenance shall be issued through the Document Control Department.
AP-10.1
-11 December 1984


STATION RECORDS PERMANENT STORAGE FACILITY Description of Facilit Non~crofilmable records and those records not yet filmed by Central File personnel will be stored in a facility or facilities which provide the features listed in paragraph 5.6 of ANSI N45.2.9, 1974.
STATION RECORDS PERMANENT STORAGE FACILITY Description of Facilit Non~crofilmable records and those records not yet filmed by Central File personnel will be stored in a facility or facilities which provide the features listed in paragraph 5.6 of ANSI N45.2.9, 1974.
An acceptable       alternative to the specific requirements of ANSI N45.2.9 is to store a duplicate set of records at a remote location.
An acceptable alternative to the specific requirements of ANSI N45.2.9 is to store a duplicate set of records at a remote location.
Two rolls of silver halide microfilm will be generated with one roll being stored at the Nine Mile Point Site, while the second original stored in a separate remote location. A11 original microfilm will in   an environment as recommended by Industry Standards.         be'aintained 7 ~2     Access   to Permanent Station Files 7.2. 1 Access   to the permanent station file shall be restricted to Central File personnel and those individuals authorized access by the Station or General Superintendent. This rule applies only to those documents located in the archives on original microfilm or in the hard copy file.
Two rolls of silver halide microfilm will be generated with one roll being stored at the Nine Mile Point Site, while the second original stored in a separate remote location.
7t 2 ~ 2 Access   to records located at any satellite       file is unrestricted.
A11 original microfilm will be'aintained in an environment as recommended by Industry Standards.
7.2.3    Certain documents, considered to be of sensitive nature, are microfilmed separately and all microfilm original and duplicates are maintained in a locked cabinet in the archives. No distribution of these rolls will be made to satellite files. Only personnel with special authorization shall be allowed access to these microfilm rolls and then only under the direct supervision of the Superintendent Records Management.           Indexing of documents maintained on sensitive microfilm may be accomplished in the same manner as any other document.
7 ~ 2 Access to Permanent Station Files 7.2. 1 Access to the permanent station file shall be restricted to Central File personnel and those individuals authorized access by the Station or General Superintendent.
7.2.4     Access   to records temporarily stored in departmental             active files shall   be determined by the     respective department head.
This rule applies only to those documents located in the archives on original microfilm or in the hard copy file.
7.2.5     Documents     considered     as   safeguards     information will not be microfilmed.       These documents will be kept only in hard copy and stored in       a   locked   security   storage   container     meeting   the requirements     of   10CFR73.21(d)   ~ Access   to these documents     will       be restricted     and   allowed only as ,defined       in DCI-12 "Processing             of Safeguards     Information".
7t 2 ~ 2 7.2.3 Access to records located at any satellite file is unrestricted.
8.0       SUPERSEDING>     CORRECTING> AND DISPOSAL OF RECORDS A superseded     record will be clearly identified either         on the record itself     or     utilizing the computerized index.                 Methods   for accomplishing       this will be delineated in DCI-13;               "Methods for Correcting, Changing, Supplementing           or Superseding     Permanent Plant File Records".
Certain documents, considered to be of sensitive
AP"10.1   -12   March 1986
: nature, are microfilmed separately and all microfilm original and duplicates are maintained in a locked cabinet in the archives.
No distribution of these rolls will be made to satellite files.
Only personnel with special authorization shall be allowed access to these microfilm rolls and then only under the direct supervision of the Superintendent Records Management.
Indexing of documents maintained on sensitive microfilm may be accomplished in the same manner as any other document.
7.2.4 Access to records temporarily stored in departmental active files shall be determined by the respective department head.
7.2.5 Documents considered as safeguards information will not be microfilmed.
These documents will be kept only in hard copy and stored in a
locked security storage container meeting the requirements of 10CFR73.21(d)
~
Access to these documents will be restricted and allowed only as,defined in DCI-12 "Processing of Safeguards Information".
8.0 SUPERSEDING>
CORRECTING>
AND DISPOSAL OF RECORDS A superseded record will be clearly identified either on the record itself or utilizing the computerized index.
Methods for accomplishing this will be delineated in DCI-13; "Methods for Correcting,
: Changing, Supplementing or Superseding Permanent Plant File Records".
AP"10.1
-12 March 1986


~ ~
~
8.0 SUPERSEDING   CORRECTING   AND DISPOSAL OF RECORDS (Cont'd )
~
Incorrect records can only   be changed by the originating organization but may   be enhanced   by Records Management Personnel to increase microfilm legibility. Methods for correction and enhancement of records can also be found in DCI-13.
8.0 SUPERSEDING CORRECTING AND DISPOSAL OF RECORDS (Cont'd )
Once records have met their legal retention requirements, they may be disposed of. Records may be disposed of only as defined in DCI-14; "Final Disposition of Site Records".
Incorrect records can only be changed by the originating organization but may be enhanced by Records Management Personnel to increase microfilm legibility.
9.0 DOCUMENT CONTROL INSTRUCTIONS The processing   of documents throughout the station shall be performed in   accordance   with instructions issued and approved by the Superintendent Records Management in accordance with Administrative Procedures   and approved by the General Superintendent         Nuclear Generation. The Superintendent Records Management has authority to issue or amend these instructions at his discretion within the guidelines of Administrative Procedures. References to DCI's in this procedure AP-10.1 are for informational purposes.
Methods for correction and enhancement of records can also be found in DCI-13.
AP-10.1   -13 March 1986
Once records have met their legal retention requirements, they may be disposed of.
Records may be disposed of only as defined in DCI-14; "Final Disposition of Site Records".
9.0 DOCUMENT CONTROL INSTRUCTIONS The processing of documents throughout the station shall be performed in accordance with instructions issued and approved by the Superintendent Records Management in accordance with Administrative Procedures and approved by the General Superintendent Nuclear Generation.
The Superintendent Records Management has authority to issue or amend these instructions at his discretion within the guidelines of Administrative Procedures.
References to DCI's in this procedure AP-10.1 are for informational purposes.
AP-10.1
-13 March 1986


TABLE 1 INDEX OF PLANT OPERATING HISTORICAL RECORDS PRIMARY             INITIAL         LONG TERM     MIN+
TABLE 1 INDEX OF PLANT OPERATING HISTORICAL RECORDS RECORD Gross Thermal Power Gross Electric Power PRIMARY DOCUMENT Periodic Computer Log Periodic Computer Log INITIAL LOCATION LONG TERM LOCATION MIN+
RECORD                    DOCUMENT            LOCATION        LOCATION      PERIOD Gross Thermal Power      Periodic            Admin. Office Plant Archives 6 yrs.
PERIOD Admin. Office Plant Archives 6 yrs.
Computer Log Gross  Electric Power    Periodic            Admin. Office Plant Archives 6 yrs.
Admin. Office Plant Archives 6 yrs.
Computer Log Net Electric Power       Periodic             Admin. Office Plant Archives 6 yrs.
Net Electric Power Periodic Computer Log Admin. Office Plant Archives 6 yrs.
Computer Log Reactor Critical,       Shift Control        Admin. Office Plant Archives  6 yrs.
Reactor Critical, Subcritical, Time Generator On-line Off>>Line Outage Cause and Shutdown Mode Outage Reactor Mode Shift Control Operator Log Shift Supervisor Log Reactor Analyst Log Admin. Office Control Room Admin. Office Control Room Analyst Office Plant Archives 6 yrs.
Subcritical, Time       Operator Log        Control  Room Generator On-line         Shift Supervisor    Admin. Office Plant Archives  6 yrs.
Plant Archives 6 yrs.
Off>>Line Outage Cause     Log                  Control  Room and Shutdown Mode         Reactor Analyst     Analyst Office Plant Archives 6 yrs.
Plant Archives 6 yrs.
Outage Reactor Mode      Log
'aintenance W.R.'s and Maintenance Logs by Maint.
'aintenance                     W.R.'s and           Admin. Office, Plant Archives 6 yrs.
Supervisor Admin. Office, Plant Archives 6 yrs.
Maintenance          I&C   Shop or Logs by Maint.      Maint. Office Supervisor Operating Occurrences     Shift Supervisor     Admin. Office Plant Archives 6 yrs.
I & C Shop or Maint. Office Operating Occurrences Shift Supervisor Log Occurrence Report (AP-10.2.2)
Log Occurrence          Admin. Office Office         6 yrs.
Admin. Office Plant Archives 6
Report (AP-10.2.2)
Admin. Office Office 6
Surveillance             Surveillance         Admin. Office Plant Archives   6 yrs.
yrs.
Logs and Test        Maintenance Sheets                I&C Rad. Prot.
yrs.
Radioactive Shipments     RSR Log by           Custody of     Plant Archives 6 yrs.
Surveillance Surveillance Logs and Test Sheets Admin. Office Plant Archives 6 yrs.
other than Fuel          Radiation            Rad. Prot.
Maintenance I&C Rad. Prot.
Protection          Supervisor Substitution and         Hodification        Admin. Office, Plant Archives Life Replacement of           Project File         Planning Equipment                (AP-6.0)
Radioactive Shipments other than Fuel RSR Log by Radiation Protection Custody of Rad. Prot.
Changes to equipment      Modification         Admin. Office, Library and/or Life and Drawing Chgs.        Project File        Planning,       Plant Archives Document Control Radiation and             Radiation Survey     Rad. Prot.     Plant Archives Life Contamination Surveys    Log                  Office AP-10.1        January 1986
Supervisor Plant Archives 6 yrs.
Substitution and Replacement of Equipment Changes to equipment and Drawing Chgs.
Hodification Project File (AP-6.0)
Modification Project File Admin. Office, Plant Archives Life Planning Admin. Office, Library and/or Life
: Planning, Plant Archives Document Control Radiation and Contamination Surveys Radiation Log AP-10.1 Survey Rad. Prot.
Plant Archives Life Office January 1986


'
TABLE I (Continued)
TABLE I (Continued)
PRIMARY               INITIAL         LONG TERM     MIN.
PRIMARY DOCUMENT INITIAL LOCATION LONG TERM LOCATION MIN.
DOCUMENT              LOCATION        LOCATION      PERIOD Nev and Spent Fuel     SS Material           Custody of     Plant Archives Life Inventory              Record Forms          Physics Analyst Computer NFIS          Super.
PERIOD Nev and Spent Fuel Inventory SS Material Record Forms Computer NFIS Data Form Custody of Plant Archives Life Physics Analyst Super.
Data Form Offsite Environmental Rad. Prot. Logs       Custody of     Plant Archives Life Surveillance                                  Environmental Protection Coordinator Personnel Radiation   Rad. Prot. Logs       Custody of     Plant Archives Life Exposure                                      Dosimetry Coordinator Plant Transient and   Shift Control         Custody of      Reactor Analyst Life Thermal Cycles        Operator Log           Reactor Anal. or Plant Reactor Analyst                        Archives Log Maintenance            Admin. Office Plant Archives 6 yrs.
Offsite Environmental Surveillance Rad. Prot.
Records Inservice Inspections Report of             Admin. Office Plant Archives Life Inspectors usually contracted Minutes of   SORC and Published notes       Admin. Office Plant Archives Life SR&AB                  of Secretary Waste   Building       Waste Bldg. Log       Admin. Office Plant Archives 6 yrs.
Logs Custody of Environmental Protection Coordinator Plant Archives Life Personnel Radiation Exposure Rad. Prot.
Operations Condensate             Regen. Log           Admin. Office Plant Archives 6 yrs.
Logs Custody of Dosimetry Coordinator Plant Archives Life Plant Transient and Thermal Cycles Shift Control Operator Log Reactor Analyst Log Maintenance Records Custody of Reactor Anal.
Regeneration Radioactive Release to Daily  Logs            Custody  of    Plant Archives Environment   Gas &                          Chemistry Liquid                                       Supervisor Sealed Source Leak     Laboratory            Custody  of    Plant Archives 6 yrs.
Reactor Analyst Life or Plant Archives Admin. Office Plant Archives 6 yrs.
Tests & Inventory of   Records               Rad. Prot.
Inservice Inspections Report of Inspectors usually contracted Admin. Office Plant Archives Life Minutes of SORC and SR&AB Published notes of Secretary Admin. Office Plant Archives Life Waste Building Operations Waste Bldg. Log Admin. Office Plant Archives 6 yrs.
Source Material                              Supervisor Reactor Tests and     Report and           Reactor         Plant Archives 6 yrs.
Condensate Regeneration Regen.
Experiments            Procedure            Analyst Changes to Operating Operating             Admin. Office Plant Archives 6 yrs.
Log Admin. Office Plant Archives 6 yrs.
Procedures            Procedure AP-10.1 -15   January 1986
Radioactive Release to Environment Gas Liquid Sealed Source Leak Tests
& Inventory of Source Material Daily Logs Laboratory Records Custody of Chemistry Supervisor Custody of Rad. Prot.
Supervisor Plant Archives Plant Archives 6 yrs.
Reactor Tests and Experiments Report and Procedure Reactor Analyst Plant Archives 6 yrs.
Changes to Operating Procedures Operating Procedure Admin. Office Plant Archives 6 yrs.
AP-10.1
-15 January 1986


TABLE I
TABLE I
( Cooeieoed )
( Cooeieoed )
PRIMARY               INITIAL       LONG TERM     MIN.
RECORD PRIMARY DOCUMENT INITIAL LOCATION LONG TERM MIN.
RECORD                    DOCUMENT              LOCATION       LOCATION      PERIOD New and Spent   Fuel       SS Material           Custody of     Plant Archives Life Inventory                Record Forms          Physics Analyst Computer NFIS          Super.
LOCATION PERIOD New and Spent Fuel Inventory SS Material Record Forms Computer NFIS Data Form Custody of Plant Archives Life Physics Analyst Super.
Data Form Training Qualification Training Folder           Department     Plant Archives Life(*)
Training Qualification Training Folder Changes per 10CFR50.59 Procedure and Report Department Plant Archives Life(*)
Supervisor Training Dept.
Supervisor Training Dept.
Changes  per 10CFR50.59  Procedure and          Admin. Office Plant Archives Life Report Post SCRAM Evaluations   SCRAM Report,         Reactor        Plant Archives Life RAP-6, Alarm           Analyst Typer and Post Mortem Output Logs Quality Assurance         QCIR                                   Plant Archives Life Records Procurement Records       P.O.'s                 Admin/Office   Plant Archives Life P.R.'s                Storeroom
Admin. Office Plant Archives Life Post SCRAM Evaluations SCRAM Report, RAP-6, Alarm Typer and Post Mortem Output Logs Reactor Analyst Plant Archives Life Quality Assurance Records QCIR Plant Archives Life Procurement Records P.O.'s P.R.'s Admin/Office Plant Archives Life Storeroom
*As long as person   is at station.
*As long as person is at station.
AP-10.1 -16   March 1986
AP-10.1
-16 March 1986


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Latest revision as of 13:13, 9 January 2025

Rev 1 to Site Administrative Procedure AP-10.1, Mgt of Station Records
ML17055B532
Person / Time
Site: Nine Mile Point Constellation icon.png
Issue date: 01/30/1986
From: Abbott R, Perkins T, Roman T
NIAGARA MOHAWK POWER CORP.
To:
Shared Package
ML17055B512 List:
References
AP-10.1, NUDOCS 8604280279
Download: ML17055B532 (34)
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Text

Enclosure 0'10 NINE i~ POINT NUCLEAR STATION SITE ADMINISTRATIVE PROCEDURES PROCEDURE NO ~ AP-10.1 MANAGEMENT OF STATION RECORDS APPROVALS SIGNATURES DATE AND INITIALS REVISION 1 REVISION 2 REVISION 3 Station Superintende 1@iPNS Unit 1 T. W. Roman Station Superintendent NMPNS Unit 2 R. Bi Abbott

(/3o(+4 General Superintendent

~

~

Nuclear Generation T. J ~ Perkins I ')

t'anager Q.A. Nuclear W. A. Hansen Summar of Pa es Revision 2 (Effective PAGES 4,7, 10,11 2,3,5,6,8, 14, 15 DATE December 1984 January 1986 March 1986

'IAGARA MOHAWK POWER CORPORATION THIS PROCEDURE NOT TO BE USED AFTER SUBJECT TO PERIODIC REVIEWS 8b04280279 Bb04l5 PDR ADOCK OS000410 PDR I

II I

MANAGEMENT OF STATION RECORDS 1.0 PURPOSE This procedure provides an outline for the collection, storage and maintenance of site records and technical information.

The records system is designed to facilitate the administration, operation, maintenance and testing required for the safe and efficient management of the nuclear station.

This procedure shall be effective for Unit 1 as shown on the cover page.

For Unit 2, this procedure does not apply to the permanent plant file records as generated through completion of the construction prospect.

These records will be processed according to pro)ect procedures.

It does apply to those records generated by the Nuclear Generation Department on equipment that has been turned over to NMPC for Operations and/or Maintenance.

2.0 REFERENCES

10 CFR 50 Regulatory Guide 1.16, Rev. 3, 1975 ANSI N45.2.9, 1974 Technical Specifications Section 6, Unit 1 and Unit 2 Regulatory Guide 1.88, Rev.

2, 1976 ANSI 45.2.11, 1974 Generic Letter 83-28 NRC Telecon, December 4, 1985, R. J. Pasternak to NMPl licensing file.

Nine Mile Point Unit 2 Pro]ect Guidelines 81,83,84,86,87 " PPNM502 3.0 SCOPE Station records are organized according to use and the requirements of accessibility.

3.1 Administrative Records required for the conduct of current business are retained in the Site or Administrative Office.

3.2 0 crating Records such as log books and printouts required for the production review of current operations are Administrative Office until the required periodic data logger computer of current reports or the retained in the Station reports are complete.

3.3 Maintenance Records are generated in accordance with AO-13.

These are retained in the Station Administrative Office until information for the maintenance history data base has been extracted.

AP-10. 1

-1 March 1986

3.4 Test and Ins ection Records are generated in the Operating, Results and Maintenance Departments.

These are retained in the Technical Administrative Office or under the custody of the responsible supervisor until the required current reports and reviews have been completed.

3.5 ui ment Technical Information will be kept in the Station Central Files.

This will include engineering

data, parts list and procurement information, specifications, instruction
manuals, drawings and other material which describes the station systems and equipment.

3.6 Central Files All station records which require retention beyond the current requirements of the responsible supervisoz or the administrative staff shall be delivered to Central Files for processing and retention as required.

4.0 PRODUCTION CONTROL AND RETRIEVAL OF RECORDS 4.1 Responsibility for the management of all station records maintained in working files is delegated to the Supervisor, Administrative Services.

Individual supervisors who are responsible for the generation of operating, maintenance or test records and for the handling of correspondence and reports will be responsible for these records until they are delivered to the Site Administrative Office or the Central Files for disposition.

4.2 Records held by individual supervisors and the Site Administrative Office shall be indexed and organized for ease of retrieval.

Indexes shall list the record type and state where the record may be found.

Correspondence and reports in production need not be indexed.

The master indexing system maintained by Central Files shall provide key information on all record types including the location by record type of all indexes maintained by individual supervisors or the Administrative Office.

Responsibility for maintenance of the Centzal Files is delegated to the Superintendent Records Management.

4.3 All coriespondence, drawings and other documents delivered or carried into the Nine Mile Point Nuclear Station whether by letter, mail or in bulk shall 'be zeceived by the Document Control Department prior to delivery to the addressee.

Details of handling shall be as instructed by the Superintendent Records Management.

Correspondence control is covered in DCI-1; drawing control in DCI-3; safeguards information control in DCI-12; and confidential documents in OI-10.

The only exceptions to this procedure are hand carried confidential documents, advertising or promotional literature brought in by vendor representatives and printed materials or drawings which are not destined to be placed on file at the station.

AP-10.1

-2 January 1986

5.0 DOCUMENT RETRIEVAL AND STORAGE SYSTEM 5.1 The document retrieval and storage system is a computer aided system supported by 16 and 35 millimeter micrographs.

The system is available for general

use, by station personnel, twenty-four hours a

day at any one of several remote locations referred to as Satellite Files.

The system is capable of supporting over 100 zemote terminals, and basically consists of a minicomputer and disc drives, a high speed line printer, a typer, several local and remote CRT's, microfilm equipment, and microform readers and printers.

5.2 Files for indexing and storage on microfilm are indexed individually by Central File personnel using some 22 separate indexing parameters including key

words, which subjectively describe the document's contents.

When documents are delivered to Central

Files, they aze filmed in a random manner and individually assigned a nine digit film reference number for retrieval purposes.

The first five digits of the film reference number indicate the roll on which the document is located.

The remaining four digits indicate the frame location of the document within the roll.

Documents which aze placed on 35 millimeter aperture cards or which are maintained in hard copy due to their non microfilmability are assigned specially constructed film reference numbers to indicate their location and form (i.e. aperture card or hard copy).

5.3 Retrieval of documents may be accomplished at any of the sevezal Satellite Files.

Retrieval system users 'ccess the computer by logging on with a valid user name and password.

The user may then call up the SEEK program to find the desired item.

The user may enter whatever scant information is known about the desized document and the computer will search its data files to match the given information with index data inputted when the document was entered.

into the system.

The computer will respond with x number of hits (i.e.

film reference numbers of documents which have index data matching the given information).

The user may then observe all hits to obtain the correct document or may add or delete indexing information to narrow down the number of possibilities.

5.4 When the hits are obtained from the computer search

process, the user may observe each -hit by inserting.the appropriate cartridge in the reader/printer and keying in the displayed film reference number.

The computer seazch may result in film reference numbers (hits) indicating that the desired document is located on a aperture card or in hard copy.

The user must either obtain the document from Central Files (hard copy) or retrieve the document from the aperture card file.

5.5 The Superintendent Records Management shall issue detailed instructions for use of this document retrieval and storage system.

AI-10.1

-3 January 1966

6.0 PROCEDURES FOR INDIVIDUALSTATION RECORD GROUPS 6.1 6.1.1 Administzative Records Corres ondence Control procedures are outlined by the Superintendent Records Management in his DCI-1.

Details of this instruction for correspondence control may be subject to alteration by the Superintendent Records Management in accordance with experience generated during the use of the system.

However, the Secretary to the Genezal Superintendent or other specific individuals in the Site Administrative Office shall be charged with maintaining a monitozing system of all requests and unresolved items originating with the NRC which require action oz response from the station.

This shall include a record of requests and respcnses and a system for reminder and followup directed toward individuals responsible for preparation of respcnses.

Other correspondence requiring response and action shall also become the responsibility of a specific individual in the Administrative Office who shall be charged with the tracking of requests and respcnses and the issuance of reminders to respcasible individuals.

Correspondence not requiring a

response or specific disposition according to authorised procedures, shall be logged, distributed, and filed in accordance with the instructions of the General Superintendent, Station Superintendent or the Supervisor, Administrative Services.

The mechanics of handling this correspondence shall be in accordance with ia structions issued by the Superintendent Records Management in his DCI-1, 6.1.2

~

~

Routine Re orts which are issued from the station at period'ic intervals shall be tabulated and maintained on a control list in the same manner as correspondence requiring response.

One of the individuals charged with monitoring the correspondence shall be charged with tracking the production and issue of these zeports.

6.1.3 Re ulations Codes and Standards shall be kept current,

however, the Supervisor, Administrative Services shall maintain a listing of all these documents
which, although they may have been superceded by a

later addition, are still currently applicable to the Nine Mile Point Nuclear Station.

Detailed listings of individual regulations, etc.

may be contained in the bound volumes of documents,

hence, where these are available the supervisors listing may be limited to the categories of documents and location.

The dates and limits of applicability for new regulations are usually stated in the opening paragraphs of the regulations.

Users of the files of regulations are advised to consult this listing for applicability of a particular regulation.

AP-10.1

-4 December 1984

Licensin Documents such as the PSAR<

the

FSAR, Technical Specifications, and supporting documents shall be maintained current.

Proposed changes shall be maintained distinct from changes

'hich are in force.

Procedures and standin orders which originate at the station shall be maintained in accordance with AP-260.

6.1.6 Minutes

.of Meetin s

and conferences involving Nine Mile Point personnel

shall, as a
minimum, be maintained in accordance with Technical Specifications and ANSI in 45.2.9, 1974.

6.1.7 Files of General Information such as library reference

books, engineering and technical
reports, codes and standards, shall be indexed and maintained so that when they are removed from the file there will be a record of who is responsible for the document at all times.

6'

~ 8 Trainin and Personnel Records shall be maintained in accordance wi.th AP-9' and other applicable Niagara Mohawk procedures.

6' 0 eratin Records 6.2.1

~Scc e

Material retained in the plant operating historical records includes as a minimum:

1.

Records of preliminary test and calibrations including preoperational

tests, startup tests and preliminary operations.

2.

Plant operating logs and records including data logger printouts,'ecording meter chart records, control room log books and the like.

3.

Records of station maintenance and substitution or replacement of the facility equipment or components.

4.

Records of plant radiation and contamination

surveys, personnel radiation exposure, radioactivity and liquid or gaseous releases and the environmental monitoring program.

5.

Records of new and Spent fuel inventory, transfers of fuel and assembly histories.

6.

Records of instrument calibration and surveillance checks and tests of facility equipment and components.

7.

Scram Reports and Scram Analysis Records.

AP-10.1

-5 January 1986

6.2.2 Production and Retention of Records The recording and reporting requirements of the facility operating license are described in the Technical

'Specifications.

Section 6.10 of the operating Technical Specifications Unit 1

and Unit 2

and Section 4.7 of the Environmental Technical Specifications Unit 1

and Section 6.10 of the Environmental Technical Specifications Unit 2 lists record retention zequirements.

These are summarized in Table I attached to this procedure.

2 ~

Records of daily plant operations in the control room are found on the periodic log of the data logger computer and in the narrative log books of the station shift supervisor and the chief shift operator.

Other logs are maintained in the waste

building, condensate demineralizer, and makeup demineralizer areas.

3 ~

Records of principle maintenance activities shall be produced under the direction of the Maintenance Superintendent and the Instrument and Control Supervisor.

Details of these records are provided in AP-5.0, Procedure for Repair.

4 ~

Records of operating occurrences will be generated according to AP-10.2.2, Procedure for Reporting Variations from Normal Plant Operations.

These zecords shall consist of the Occurrence Report Form and all documents pertaining to the description and review of the occurrence.

[Reportable occurrences according to Technical Specification 6.9.2 Unit 1 and Unit 2 are recorded on the NRC Licensee Event Report Form.]

Records of periodic

checks, inspections, calibration and surveillance are entered on forms maintained by the Station Shift Supervisors, the Instrument and Control Supervisor>

the Maintenance Supervisor and the Radiation Protection and Chemistry Supervisor.

These record forms and check sheets are designed to assure that all such periodic requirements of the Technical Specifications are being met.

6.

Records of radioactive shipments other than spent fuel shall be maintained under the direction of the Radiation Protection Supervisor.

These shall consist of accountability and transmittal forms required by Title 10 and Title 49 CFR and survey zecords and logs required by Technical Specifications and the station procedures.

7 ~

Records of substitution or replacement of principle items or equipment pertaining to nuclear safety and records of changes and drawing changes made to the plant as described in the Safety Analysis Repozt shall be made in accordance with AP-6.0 Procedure for Modification and Addition.

AP-10.1

-6 January 1986

6,2.2 Production and Retention of Records (Cont. )

8.

Records of plant radiation and contamination surveys shall be made in accordance with Radiation Protection Procedures.

9.

Records of new and spent fuel inventory, transfers of fuel, and assembly histories shall be maintained by the Physics Analyst Supervisor in accordance with Special Nuclear Material Control Procedures.

10.

Records of off site environmental monitoring surveys and records of radioactivity and liquid and gaseous wastes release to the environment shall be made in accordance with the Radiation Protection and Radiation

& Chemistry Department Surveillance and Sampling Procedures.

ll.

Records of radiation exposure for all plant personnel, contractors and visitors shall be maintained in accordance with 10CFR20 and 10CFR19 and the NRC instructions for NRC Forms 4 and 5.

12.

The record of transient and operational cycIes required by Unit 1

Technical Specification 6.10.2.f and Unit 2

Technical Specification 6.10.3.e shall be maintained by the physics analyst supervisor.

13.

Records of the inservice inspections required by Unit 1

Technical Specification 6.10.2.h, Unit 2 Technical Specification 6.10.3.h shall be assembled by the Inservice Inspection Superintendent and maintained under the direction of the Superintendent Administrative Services.

14.

Records of special reactor test and experiments shall be produced under the direction of the Reactor Analyst Supervisor.

These shall include the procedure for the test and report results.

6.3 6.3.1 Maintenance Records E ui ment Histor File As described in AP-5.0, all completed work requests along with the required attachments are delivered to the Site Administrative Office for entry of the record of the completed maintenance in the equivalent maintenance data base.

The data base comprises a formal equipment history file system which shall be established for all safety related structures, systems and components.

Each major item shall have a file documenting the corrective maintenance actions accomplished.

The minimum documentation required for each entry shall be:

AP-10.1

-7 December 1984

6.3.1 ui ment Histor File (Cont.)

1.

Date of action.

2.

Brief description of failure and corrective action taken.

3.

Reference to completed tests and results or additional information sources as necessary.

The Supt.

of Records Management shall be responsible for describing 1

the exact format for this file and arranging for its entry into a

magnetic and/or microfilm storage system.

6.3.2 Work Re uest File The completed work requests and attachments as required by AP-5.0 shall be retained in the Administrative Office until delivered to Document Control for storage and/or microfilming in accordance with the station records retention and storage schedule.

Deliveries shall take place as soon as practical after the Administrative Office has completed entries into the equipment history file.

6.4 Test and Ins ection Records 6.4.1 De artmental Records The records of surveillance tests and other tests and inspections shall be processed for supervisory review as soon as practical after

, completion of the test or inspection.

These shall be sent to Document Control for microfilming and/or storage immediately after any extraction of trend data, checkoff lists, and other supervisory review functions are completed.

6.4.2 Additional Information To assure the maximum benefit from the tests and inspection

records, these should be indexed so that information on equipment performance
trends, maintenance, and operating history may be.extracted under a

common equipment name or equipment piece number designation.

Additional information or reports on individual items of equipment should be clearly labeled so that the key wording process of indexing will assure meeting this objective.

6.5 ui ment Technical Information 6.5.1 Content Re uirements Efficient operation and maintenance of the station requires the rapid location and retrieval of one or more of the following:

1.

Purchase specifications and contracts.

2.

Purchase requisitions and orders.

AP-10.1

-8 January 1986

6.5.1 Content Re uirements (Cont.)

3.

Manufacturers and vendor instruction manuals.

4.

Drawings (diagrams,

charts, sketches,
graphs, curves) 5.

Engineering performance calculations, functional descriptions, and safety analysis.

6.

Vendor tests and inspections.

6.5.2 7.

In-plant tests and inspections (pre-operational and startup)

~

Modification Re uirements The procedures for maintenance of the central file and procedures applicable to the records of station modifications and additions shall assure that the technical information available on equipment will reflect the as-is status of the station and that any other information is clearly marked "superceded",

"proposed",

or "construction 6.6 Central Files 6.6.1 I~ndexin An index shall be maintained of record types which shall exhibit Record Type

Code, Record Type
Name, Record Type Abbreviation and a

Record Type Retention Period.

This guide shall serve as a checklist foz verifying that required records are turned over to the Records Management for inclusion into the pezmanent Plant File.

The method for turnover of records is delineated in DCI-5 (Control 6 Disposition of Active Piles).

The presence of a

record type in the zetention guide index does not necessarily indicate that the record type will be found in the station records.

The complete listing of all indexed records will be contained only in the zecords computers The Station Central Files Department shall be capable of producing, if necessary, a

computer listing of each film refezence number falling under a particular record type.

This listing shall serve to meet the requirements of ANSI 45.2.9 by indicating the locations of-records within the storage area.

The permanent storage area for station records shall be the Nine Mile Point Site where original microfilm and nonmicrofilmable copies are stored.

AP-10. 1

-9 March 1986

Drawi Files Files of drawings (35 millimeter aperture cards) legible to all significant details shall be maintained at Tech Library satellite file.

These files shall contain the latest up to date as is station drawings.,

A master file of drawings (35 millimeter aperture cards )

shall be maintained in the station to complement the original file of drawings in Syracuse for compliance with ANSI 45.2.9.

This file shall serve as a

station drawing history and shall include all revisions.

Special hard copy files of drawings may be maintained as desired for file prints, construction prints or P&IDs.

All drawing files shal1 be maintained in accordance with instructions issued by the Superintendent Records Management in his Document Control Instruction 3,

"Nine Mile Point Drawing Control Instruction".

An index (computer printout) of each drawing file shall be available.

Manual Files 1.

Station manuals (instruction, operation, maintenance, etc. )

shall be maintained under the direction of the Superintendent Records Management in accordance with his instructions in Document Control Instruction 4 "Control of Station Manuals".

2.

Manuals shall be stored in the Central Files or archives area and shall be available by checkout to station personnel'.

Normally, two controlled copies should be maintained for each manual.

More copies may be maintained if necessary.

3.

Where an equipment vendor furnishes a set of equipment manuals to cover' single assembly of equipment such

. as the diesel generator, all manuals shall be indexed in such a

manner as to allow easy retrieval of the entire group.

4.

Central Files shall be capable of producing an index of available station manuals.

The index shall be a

computer printout of the document data base sorted by vendor and include equipment piece

number, the document number and location, title,
revision, PO, and date.

5.

In addition to manuals available in the hard copy, all station manuals shall be available on microfilm at each satellite file.

Permanent Station Files 1.

The permanent station file shall consist of completed records and/or other documents stored on microfilm.

The filming method may be in a

random manner and retrieval shall be accomplished through the use of computer aided retrieval techniques.

AP-10. 1

-10 December 1984

Permanent Station Files (Cont.)

2 ~

In addition to the microfilm file, a subsection of the permanent station file shall be maintained in hard copy for those documents which are considered nonmicrofilmable.

Those documents maintained in hard copy should be indexed and entered into the computer aided retrieval system in the same manner as those placed on the microfilm.

3 ~

Processing of documents into the permanent plant file shall be accomplished in accordance with instructions issued by the Superintendent Records Management in his Document Control Instruction 2 "Central Files Internal Processing" De artment Active Files It is necessary for the General Administrative Office and the individual station departments to maintain active files of records which are in the process of production and review or being used for the production of other records and reports.

These files shall be maintained in accordance with instructions issued by the Supervisor, Administrative Services.

2 ~

The applicable department head shall be responsible for insuring each active file is maintained up to date, that the records are in good condition and that records transferred for storage in the permanent plant file are complete.

3 ~

Location of the department active files shall be determined by the Supervisor, Administrative Services and approved by each respective department head.

Satellite Files 1 ~

Satellite files shall be located in areas accessible to all station personnel.

Each file shall have 16 millimeter cartridge loaded microfilm of the permanent station file and 35 millimeter aperture cards of the latest as built drawings.

2.

Each satellite file shall have all necessary equipment to read each microfilm and to access the central file computer for document retrieval searches.

A users manual shall be provided to instruct station personnel in the-computer operation techniques necessary to retrieve desired items.

3 ~

Records retrieved at the Satellite file locations are considered "for information only" documents.

Records to be used for operation or maintenance shall be issued through the Document Control Department.

AP-10.1

-11 December 1984

STATION RECORDS PERMANENT STORAGE FACILITY Description of Facilit Non~crofilmable records and those records not yet filmed by Central File personnel will be stored in a facility or facilities which provide the features listed in paragraph 5.6 of ANSI N45.2.9, 1974.

An acceptable alternative to the specific requirements of ANSI N45.2.9 is to store a duplicate set of records at a remote location.

Two rolls of silver halide microfilm will be generated with one roll being stored at the Nine Mile Point Site, while the second original stored in a separate remote location.

A11 original microfilm will be'aintained in an environment as recommended by Industry Standards.

7 ~ 2 Access to Permanent Station Files 7.2. 1 Access to the permanent station file shall be restricted to Central File personnel and those individuals authorized access by the Station or General Superintendent.

This rule applies only to those documents located in the archives on original microfilm or in the hard copy file.

7t 2 ~ 2 7.2.3 Access to records located at any satellite file is unrestricted.

Certain documents, considered to be of sensitive

nature, are microfilmed separately and all microfilm original and duplicates are maintained in a locked cabinet in the archives.

No distribution of these rolls will be made to satellite files.

Only personnel with special authorization shall be allowed access to these microfilm rolls and then only under the direct supervision of the Superintendent Records Management.

Indexing of documents maintained on sensitive microfilm may be accomplished in the same manner as any other document.

7.2.4 Access to records temporarily stored in departmental active files shall be determined by the respective department head.

7.2.5 Documents considered as safeguards information will not be microfilmed.

These documents will be kept only in hard copy and stored in a

locked security storage container meeting the requirements of 10CFR73.21(d)

~

Access to these documents will be restricted and allowed only as,defined in DCI-12 "Processing of Safeguards Information".

8.0 SUPERSEDING>

CORRECTING>

AND DISPOSAL OF RECORDS A superseded record will be clearly identified either on the record itself or utilizing the computerized index.

Methods for accomplishing this will be delineated in DCI-13; "Methods for Correcting,

Changing, Supplementing or Superseding Permanent Plant File Records".

AP"10.1

-12 March 1986

~

~

8.0 SUPERSEDING CORRECTING AND DISPOSAL OF RECORDS (Cont'd )

Incorrect records can only be changed by the originating organization but may be enhanced by Records Management Personnel to increase microfilm legibility.

Methods for correction and enhancement of records can also be found in DCI-13.

Once records have met their legal retention requirements, they may be disposed of.

Records may be disposed of only as defined in DCI-14; "Final Disposition of Site Records".

9.0 DOCUMENT CONTROL INSTRUCTIONS The processing of documents throughout the station shall be performed in accordance with instructions issued and approved by the Superintendent Records Management in accordance with Administrative Procedures and approved by the General Superintendent Nuclear Generation.

The Superintendent Records Management has authority to issue or amend these instructions at his discretion within the guidelines of Administrative Procedures.

References to DCI's in this procedure AP-10.1 are for informational purposes.

AP-10.1

-13 March 1986

TABLE 1 INDEX OF PLANT OPERATING HISTORICAL RECORDS RECORD Gross Thermal Power Gross Electric Power PRIMARY DOCUMENT Periodic Computer Log Periodic Computer Log INITIAL LOCATION LONG TERM LOCATION MIN+

PERIOD Admin. Office Plant Archives 6 yrs.

Admin. Office Plant Archives 6 yrs.

Net Electric Power Periodic Computer Log Admin. Office Plant Archives 6 yrs.

Reactor Critical, Subcritical, Time Generator On-line Off>>Line Outage Cause and Shutdown Mode Outage Reactor Mode Shift Control Operator Log Shift Supervisor Log Reactor Analyst Log Admin. Office Control Room Admin. Office Control Room Analyst Office Plant Archives 6 yrs.

Plant Archives 6 yrs.

Plant Archives 6 yrs.

'aintenance W.R.'s and Maintenance Logs by Maint.

Supervisor Admin. Office, Plant Archives 6 yrs.

I & C Shop or Maint. Office Operating Occurrences Shift Supervisor Log Occurrence Report (AP-10.2.2)

Admin. Office Plant Archives 6

Admin. Office Office 6

yrs.

yrs.

Surveillance Surveillance Logs and Test Sheets Admin. Office Plant Archives 6 yrs.

Maintenance I&C Rad. Prot.

Radioactive Shipments other than Fuel RSR Log by Radiation Protection Custody of Rad. Prot.

Supervisor Plant Archives 6 yrs.

Substitution and Replacement of Equipment Changes to equipment and Drawing Chgs.

Hodification Project File (AP-6.0)

Modification Project File Admin. Office, Plant Archives Life Planning Admin. Office, Library and/or Life

Planning, Plant Archives Document Control Radiation and Contamination Surveys Radiation Log AP-10.1 Survey Rad. Prot.

Plant Archives Life Office January 1986

TABLE I (Continued)

PRIMARY DOCUMENT INITIAL LOCATION LONG TERM LOCATION MIN.

PERIOD Nev and Spent Fuel Inventory SS Material Record Forms Computer NFIS Data Form Custody of Plant Archives Life Physics Analyst Super.

Offsite Environmental Surveillance Rad. Prot.

Logs Custody of Environmental Protection Coordinator Plant Archives Life Personnel Radiation Exposure Rad. Prot.

Logs Custody of Dosimetry Coordinator Plant Archives Life Plant Transient and Thermal Cycles Shift Control Operator Log Reactor Analyst Log Maintenance Records Custody of Reactor Anal.

Reactor Analyst Life or Plant Archives Admin. Office Plant Archives 6 yrs.

Inservice Inspections Report of Inspectors usually contracted Admin. Office Plant Archives Life Minutes of SORC and SR&AB Published notes of Secretary Admin. Office Plant Archives Life Waste Building Operations Waste Bldg. Log Admin. Office Plant Archives 6 yrs.

Condensate Regeneration Regen.

Log Admin. Office Plant Archives 6 yrs.

Radioactive Release to Environment Gas Liquid Sealed Source Leak Tests

& Inventory of Source Material Daily Logs Laboratory Records Custody of Chemistry Supervisor Custody of Rad. Prot.

Supervisor Plant Archives Plant Archives 6 yrs.

Reactor Tests and Experiments Report and Procedure Reactor Analyst Plant Archives 6 yrs.

Changes to Operating Procedures Operating Procedure Admin. Office Plant Archives 6 yrs.

AP-10.1

-15 January 1986

TABLE I

( Cooeieoed )

RECORD PRIMARY DOCUMENT INITIAL LOCATION LONG TERM MIN.

LOCATION PERIOD New and Spent Fuel Inventory SS Material Record Forms Computer NFIS Data Form Custody of Plant Archives Life Physics Analyst Super.

Training Qualification Training Folder Changes per 10CFR50.59 Procedure and Report Department Plant Archives Life(*)

Supervisor Training Dept.

Admin. Office Plant Archives Life Post SCRAM Evaluations SCRAM Report, RAP-6, Alarm Typer and Post Mortem Output Logs Reactor Analyst Plant Archives Life Quality Assurance Records QCIR Plant Archives Life Procurement Records P.O.'s P.R.'s Admin/Office Plant Archives Life Storeroom

  • As long as person is at station.

AP-10.1

-16 March 1986

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