;;tes~ regards: /, I ~~ ~";

(1)

[jv'v

/ UNIVERSITY OF CALIFORNIA, SANTA BARBARA

BERKELE\ .[M\I" IR\I~E .LO'; A~r;ELES .HI,ER';IDE .SA~ DIEr;O .SA~ FRA~CISCO

SA~TA RARBAR\ SA:-;TA (Rl"Z

ENVIRONMENTAL HEAL11-1 AND SAFETY SANTA BARBARA, CALIFORNIA 93106-5132

August 30, 1996

EH&S DIRECI'ORS Dear Folks,

Attached is the consensus Document Retention Schedule as prepared by Julie McNeal, discussed by us at several meetings, and fmally modified for general UC wide use. Our position was that we as a group agreed to use this schedule as a guideline, and update it annually. Adherence to the schedule is not mandated but is advised as providing a useful and consistent base for our documentation.

Special thanks are due Julie for putting this infonnation together and persisting.

;;tes~ regards:

/ , ~~

-.-J

I ~";

^I ^-"1/ '"""""'"-^-

Coon Director

'~

Attachment

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ENVIAONMENTAL HEALTH AND SA~~TY

RECORDS DISPOSITION AND RETENTION SCHEDULE

ADMINISTRATION

Committee Meeting Minutes I 3 years I tEH&S Directors Consensus

Training Records (EH&S Employees) f Duration of 8 CCR 3204

emolovment + 30 vears

ANIMAL HEAL TH AND WELF ARE

ASBESTOS

!"'ennIts anQ LIcenses ...3 years tEH&S Directors Consensus !

Disposal Manifests I 3 years I 22 CCR 66262.40

Medical Surveillance 30 years after leaving 8 CCR 3204. 8 CCR 1529 ~

8 CCR 5208

8 CCR 3204, 8 CCR 1529 ~ 8 CCR 5208

8 CCR 3204. 8 CCR 1529 ~ 8 CCR 5208

: 22 CCR 66262..57

1 ralmng Kecoras .

Respiratory Plan

r.mployment + year

. Most recent version

Quarterly and Annual W~te Reports 3vears

BIOHAZARD USERS

BUILDING FILES

Gene dence 3

*Investi valuation 3 ears 8 CCR 3204

Exposure om ring 3 years 8 C~R 3204

-1-

(3)

CARCINOGEN USERS

--- I User Authorization

I -rncident Reports 130 years

- Syears

-

~Syears

r 30 y~--- -

i tEH&s Directo~ Consensus : .

tEH&S Directo~ Consensus Inspections -Routine

: Investigation & Evaluation I * Emer~cy --- Response

tEH&S Directors Conse~

DIVIN G SAFETY

Incident Reports Pennanently Aiiieiican Academy of I

: Underwater Sciences. Standards i

Ifor Scientific Diving & UC , Davis Diving§~ety Manual

Ins~!!~B~ne JTovears

ENVIRONMENTAL PROTECTION

Air Re rts & Permits 30 ears AB 2588

UGST Permits & Incidents 30 years 23 CCR 2712

I ~9ST ~ibra~on/~sting logs .-~ years !23 C

i Water System Permit CUITent 1 Health- & -S-arety Code. Div. 5, ,

~;.1,. ~h. 7 I

-:ewa eTreatmentPlantPermit 30 ears Title 14 ,

;ani LandfIll Permit 30 ears Title 14

SiteRemediations 30 vears Title 22

8 CCR 3204

~Pesticlae incidentS~-bx.posures, I

~n.v~~gations I

I RMPP

30 years

--.

Most recent version I CA Health & Safe~ Ch. 6.95

ENVIRONMENT AL SANIT A TION

Inspections -- -.Routine 13 years

--

fffi&s Directors Consensus

t"00<1 i

Drinkin2 Water I

tEH&S Directors Consensus

-

Syears 22 CCR 64453( a)

Records on water quality & system water outage complaints (verbal & written) &

corrective action taken

R~~

22 CCR 64453 (bl)

22 CCR 64453 (bl) i

I

22 CCR 64453(b3)

Reports, sunun~es or communications on sanitary surveys of system conducted by water supplier, any local, state or federal agency or private consultant

10 years after

completion of survey

(4)

Records on variances or exemptions granted I 5 years after expiration r 22

I to system ,

i 22 CCR 64453(b2)

Records and resultant correcnve actions _{I ~ -~.~}^~-- _foflowing

I ~~~ I Current .'4-',""..version i 10 years

tEH&s Directors Consensus I tEH-&S Directors Consensus

! tEH&s Direc~rs Consensus I Housing Inspections

I Pool Inspections

~ years 3 years

10 yea1'S after system removed or properly

aOOndoned I

, 30 years

tEH&s-Directors ConsensUs

Sepuc .System Penni~ tEH&S Directors Consensus

1

Communicable Disease Investigation T8 CCR 3204

FIRE SAFETY

1 8 CCR 6151(e)(3), , , .!

18 CCR 6151(!) I

:Cxtln2uishers aiiIlUallV maintenance check _-

Most recent i

~E:Xnnguisfie-rs hydrostailCClieck ( every6 years)

8 CCR 6175(h)(9)

~ FIXea extinguisher system !DSpeiition &. ..

maintenance semi-annual check

ixed detection system de ayed alaImS address~ in emer~en~~tion Dlan

-year (may be on-Unit)

. Moot recent versIon

I

! 8 CCR 6183(e)(3)

HAZARDOUS w ASTE MANAGEMENT

r

i

years

I ( :orrespondence I 3 years tEH&S Directors Consensus

"'ederal & State Reports Pern1anently tEH&S Directors Consensus

~fessional Organi:zationAffiJiation 13 years tEH&S Directors Consensus

*Inclde~t Reoom- . I ~rn1anently 8 CCR 3204

Ins nons -Kounne i 3 ears 22 CCR 66265.15

*Fmer enc Res nses 30 ears 8 CCR 3204

"'ennits and Licenses Pern1anently ..tEH&S Directors Consensus

rlc p and Log Reports 3 years tEH&S Directors Consensus

Jis Manifests 30 ears 22 CCR 66262.40

\nnual Re rts 3 ears 22 CCR 66262.57

I g~e~~ ~epo.rts .3 years 40 CFR 262.40

I Waste Determination~ -tEH&S Directors Consensus

WasteMinimi:zation : 4 years (currently pian 22 CCR 67100.3 ,

I only)

lHazardous Waste Worker T~nin~

Until closing of facility 22 CCR 66265.16 22 CCR 66265.16

---

C-urrent Employees

3 years from tennination

Fornler Employees

(5)

INDUSTRIAL HYGIENE

*Incident Reports 3 years I tEH&S Directors Consensus

Ins ctions -Routine 1 ear I 8 CCR 3203

! *Investigation & Evaluation 3 years tEH&S Directors Consensus

! Ex!>°sure/Medic~1 Records

ExDOSure records 130-:Y..'.-

Medical --~r~

A-xia1y~ win,g exposure & ~~~ ~~

2years. ^{8 CCR} ^SlCO(d)(l)

18 CCR SICO(d)(2)

t:.mployee noise exposures Audiometric tesringdata- ResDIrators-.

Duration of , employment

*Respirator Fitting Records (spirometry)

JOINT COMMISSION ON ACCREDITATION OF E[EALTH CARE ORGANIZATIONS

JCAHO

Safety Committee Agendas & Minutes 3 years Im Comprehensive

Accreditation I'vfanua1 for HOSDi tals

Management Plans with Monitors year

(Safety , Equipment, Lifting, Hazardous Materials, Security, Life Safety &

Emergency Preparedness)

Fire pr!llslDi~r Preparedness Drills _Ilvear

LABORATORY SAJ!4'ETY

MSDS/CHEMICAL INVENTORY

(6)

MEDICAL WASTE

Plan Most recent

version HSC 25034

rds 3 years

tEH&S Directors

Consensus

rts 30

ears HSC 25063

reatmen ecords, SOPs,

Indicator Tests 3

ears HSC 29090(c)(5)

RADIATION

SAFETY

-5-

(7)

Injury/lllness Records! 5 ~ 8 CCR 14301

OSHA 200 logs: 5 v~ 8 CCR 1~04

£m 10 ers first l{e rt rorms Lockout

W ri tten e Most recent version! 8 CCR 3314( )

Annual in 5 vears 8 CCR 3314(h)(3)

Manlifts ,

18 CCR 3()99(k)(3 )

Until permanently I removed-from service

Inspecnons

I Powered Platfonns I

j ~ !?: tten emerg~nc~plan i

I Written records of inspections & tests

1. ."^M ^"

~t recent veI'Slon

I M~i ~~~t v~~~~

8 CCR 3292(d) & 3

8 CCR 3296(b)(2), ( ,

Written work Drocedures I M~~-recent version

Pressure Vesseis

.

Pressure Vessel PeI'Dllts

Weldin~ .. I M~tr~nt(on unit)

I

18 CCR461(c) & 780(c)

---~ -

t"lre prevention & suppressIon procedures ! M~t recent, 8 CCR 4848 I

TOXIC EXPOSURE RECORDS

Employee Medical Records ter 8 CCR 3204

tAgreement by EH&s Directors June 19, 1996.

*We recommend creation of an "exposure records" subcategory within each of the subject headings asterisked.

OSHA, 8 CCR 3204, requires that a11 exposure records (actual measurements) be kept 30 years after termination of employment Non-exposure records may be kept five years.