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1 [jv'v / UNVERSTY OF CALFORNA, SANTA BARBARA BERKELE\ [M\" R\~E LO'; A~r;ELES H,ER';DE SA~ DEr;O SA~ FRA~CSCO SA~TA RARBAR\ SA:-;TA (Rl"Z ENVRONMENTAL HEAL11-1 AND SAFETY SANTA BARBARA, CALFORNA August 30, 1996 EH&S DREC'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 '~ Attachment ;;tes~ regards: /, ~~ ~"; Coon Director -" - --J 1/ '"""""'"-

2 ENVAONMENTAL HEALTH AND SA~~TY RECORDS DSPOSTON AND RETENTON SCHEDULE ADMNSTRATON Committee Meeting Minutes 3 years teh&s Directors Consensus Training Records (EH&S Employees) f Duration of 8 CCR 3204 emolovment + 30 vears ANMAL HEAL TH AND WELF ARE ASBESTOS!"'ennts anq Lcenses 3 years teh&s Directors Consensus! Disposal Manifests 3 years 22 CCR Medical Surveillance 30 years after leaving 8 CCR CCR 1529 ~ 1 ralmng Kecoras Respiratory Plan Quarterly and Annual W~te Reports 3vears rmployment + year Most recent version 8 CCR CCR 3204, 8 CCR 1529 ~ 8 CCR CCR CCR 1529 ~ 8 CCR 5208 : 22 CCR BOHAZARD USERS BULDNG FLES Gene dence 3 *nvesti valuation 3 ears 8 CCR 3204 Exposure om ring 3 years 8 C~R

3 CARCNOGEN USERS User Authorization --- -rncident Reports 130 years - nspections -Routine : nvestigation & Evaluation *--- Emer~cy Response Syears - ~Syears r 30 y~--- - i teh&s : Directo~ Consensus teh&s Directo~ Consensus teh&s Directors Conse~ DVN G SAFETY ncident Reports Pennanently Aiiieiican Academy of : Underwater Sciences Standards i for Scientific Diving & UC, Davis Diving ~ety Manual ns~!!~b~ne JTovears ENVRONMENTAL PROTECTON Air Re rts & Permits 30 ears AB 2588 UGST Permits & ncidents 30 years 23 CCR 2712 ~9ST ~ibra~on/~sting logs -~ years!23 C i Water System Permit CUTent 1 Health- & -S-arety Code Div 5,, ~;1, ~h 7 -:ewa etreatmentplantpermit 30 ears Title 14, ;ani Landfll Permit 30 ears Title 14 SiteRemediations 30 vears Title 22 ~Pesticlae incidents~-bxposures, ~nv~~gations 30 years 8 CCR 3204 RMPP -- Most recent version CA Health & Safe~ Ch 695 ENVRONMENT AL SANT A TON nspections -- -Routine 13 years t"00<1 Drinkin2 Water Records on water quality & system water outage complaints (verbal & written) & corrective action taken i - -- fffi&s Directors Consensus teh&s Directors Consensus Syears 22 CCR 64453( a) R~~ 22 CCR (bl) 22 CCR (bl) i 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 22 CCR 64453(b3) -2-

4 Records on variances or exemptions granted 5 years after expiration r 22 to system, ~-- Records and resultant correcnve actions i 22 CCR ~ -~~ foflowing 64453(b2) ~~~ Current i 10 years version '4-',"" teh&s Directors Consensus teh-&s Directors Consensus Housing nspections ~ years! teh&s Direc~rs Consensus Pool nspections 3 years teh&s-directors ConsensUs Sepuc System Penni~ 10 yea1's after system teh&s Directors Consensus removed or properly 1 aoondoned Communicable Disease nvestigation, 30 years T8 CCR 3204 FRE SAFETY :Cxtln2uishers aiiluallv maintenance check - ~E:Xnnguisfie-rs hydrostailcclieck years) ( every6 ~ FXea extinguisher system!dspeiition & maintenance semi-annual check ixed detection system de ayed alams address~ in emer~en~~tion Dlan 1 8 CCR 6151(e)(3),,,! Most recent i18 CCR 6151(!) -year (may be on-unit) Moot recent verson 8 CCR 6175(h)(9)! 8 CCR 6183(e)(3) HAZARDOUS w ASTE MANAGEMENT ( :orrespondence 3 years teh&s Directors Consensus r i "'ederal & State Reports Pern1anently teh&s Directors Consensus ~fessional Organi:zationAffiJiation 13 years teh&s Directors Consensus *nclde~t Reoom- ~rn1anently 8 CCR 3204 ns nons -Kounne i 3 ears 22 CCR *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 \nnual Re rts 3 ears 22 CCR g~e~~ ~eports 3 years 40 CFR Waste Determination~ years -teh&s Directors Consensus WasteMinimi:zation : 4 years (currently pian 22 CCR , lhazardous Waste Worker T~nin~ --- C-urrent Employees Fornler Employees only) Until closing of facility 22 CCR years from tennination 22 CCR

5 NDUSTRAL HYGENE *ncident Reports 3 years teh&s Directors Consensus ns ctions -Routine 1 ear 8 CCR 3203! *nvestigation & Evaluation 3 years teh&s Directors Consensus! Ex!> sure/medic~1 Records ExDOSure records Medical r~ --~ A-xia1y~ win,g exposure & ~~~ ~~ - ResDrators *Respirator Fitting Records (spirometry) 130-:Y'- 2years 8 CCR SlCO(d)(l) Duration of, employment 18 CCR SCO(d)(2) JONT COMMSSON ON ACCREDTATON OF E[EALTH CARE ORGANZATONS JCAHO Safety Committee Agendas & Minutes 3 years m Comprehensive Management Plans with Monitors year (Safety, Equipment, Lifting, Hazardous Materials, Security, Life Safety & Emergency Preparedness) Fire pr!llsldi~r Preparedness Drills lvear Accreditation 'vfanua1 for HOSDi tals LABORATORY SAJ!4'ETY MSDS/CHEMCAL NVENTORY t:mployee noise exposures Audiometric tesringdata- -4-

6 MEDCAL WASTE Plan Most recent version HSC rds 3 years teh&s Directors Consensus rts 30 ears HSC reatmen ecords, SOPs, ndicator Tests 3 ears HSC 29090(c)(5) RADATON SAFETY -5-

7 njury/lllness Records! 5 ~ 8 CCR 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, nspecnons Until removed-from permanently Powered Platfonns 1 M " " j ~!?: tten emerg~nc~plan i ~t recent ve'slon Written records of inspections & tests M~i ~~~t v~~~~ service 18 CCR 3()99(k)(3 ) 8 CCR 3292(d) & 3 8 CCR 3296(b)(2), (, Written work Drocedures M~~-recent version Pressure Vesseis Pressure Vessel Pe'Dllts Weldin~ M~tr~nt(on unit) 18 CCR461(c) & 780(c) ---~ - t"lre prevention & suppresson procedures! M~t recent, 8 CCR 4848 TOXC 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 -6-

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