Summary of Technical Terms and Conditions

This is a summary of the technical terms and conditions of the service. Don't forget, we offer dose record-keeping either with or without our dose assessment services (ie personal dosemeters). This tells you how to make proper use of the service, and what service you get.

You should:

1. Authorise us to open a dose record by providing a completed registration form (Form 97) giving relevant personal details, and attaching any evidence you have of the history of doses up to the start of the dose record.
2. When you receive an initial Registration Report (see below), check that we have entered the personal details onto our system correctly.
3. Ensure that arrangements are in place for dose assessments to reach the record. If you are using HPA dosemeters to monitor your staff, this will happen automatically if you have completed (1). If you are using dosemeters supplied by another dosimetry service, tell them that the HPA is acting as your Approved Dosimetry Service for Co-Ordination and Record Keeping (the ADS (Records)), and ask them to forward dose assessment results to us. The same applies if you are having assessments made of internal doses.
4. Always tell us about changes to personnel promptly.
5. If we are supplying dosemeters, ensure you have asked us to supply enough. When opening a new record, remember to ensure that there are enough dosemeters to supply all your staff; increase your order if appropriate.
6. Remember to pay your bills! We cannot continue to maintain your records if your annual fee is not paid.
7. If any of your employees are Outside Workers, ask us to supply Radiation Passbooks for them.
8. When an employee leaves your company, or they move to work in which there is no significant radiation exposure, tell us promptly so that we can close the dose record. When we supply you with termination records, keep one copy and send or give one to the employee.
9. Supply us with estimated doses when necessary (see regulation 22 of IRR99, and our separate information sheet B1778/S/282).
10. Tell us when any of your employees are made subject to the additional dose limit for women of reproductive capacity (IRR99 Schedule 4, para. 5 and 11), by an entry made in her health record by an appointed doctor or employment medical adviser.

We will:

1. Upon receiving your instruction, open the dose record by entering the personal and dose history details onto our database. We will cross-check with our existing records, and with the Health and Safety Executive Central Index of Dose Information (HSE CIDI) to see if their records tally with ours, and make any necessary corrections. We will provide you with a Registration Report at this stage, stating the personal details and dose history at the start of the dose record.
2. Enter all dose assessments which we receive for an individual onto their record, within two weeks of receiving the dose information. Whenever a dose is entered onto the individual's record, we will send you a Dose Entry Report, telling you what dose was entered, and for what period.
3. Provide special individual reports for anyone who has a radiation passbook, to assist in their completion.
4. Provide you with Quarterly Summary Reports four times a year. These reports are issued five to six weeks after the end of each calendar quarter, and give:
   1. a list of all your staff who have current dose records on the day the report is produced.
   2. for each of your staff for whom we held an open dose record at any time in the year in question, their cumulative doses for the current year to date, and for each of the last four quarters.
5. Provide you on request with a list of all assessments during the employee's dose record (a Full Dose Record Report).
6. When you instruct us, close the dose record and issue in duplicate a Termination Record, showing personal details and dose history to the end of the record.
7. Make available all the information to HSE CIDI as required by IRR99.
8. Retain the dose record, once closed, for 60 years from the date of closing.

Note

Reports showing cumulative dose will always be as complete as the information which we have received allows. There will be occasions when information arrives too late to appear on a given report, and will therefore not be shown until the next report.

Last reviewed: 5 March 2010