Records to Maintain

There are three types of records, which need to be maintained. They are vehicle, operator, and accident records. Vehicle records have been discussed previously. Operator records should be kept, which include hiring, training, and job performance. Hiring records should include  

Records should be kept on the training the company has provide to the operator by the company. 

These records should include such information as  

Instructor s evaluation test or hands-on (actual operation) assessment.  

Any special training aids used (virtual reality or mock trainer). 

Application form completed for screening Previous employment record 

Subjects or curriculum covered Date of training Length of training 

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Repeated readings of these tubes recorded on a work sheet over a period of hours will show definite trends resulting from previous operation as well as existing conditions. In this way a clear picture of the rate and extent of the flux and temperature trends will provide accurate data for comparison with instrument performance. After an. even temperature balance is obtained by the temperature sampling method, outlet tube temperature points can be accurately adjusted on the deviation recorder to maintain or improve the flux distribution. 

Establish a Recordkeeping System. It has always been important for the food manufacturer to maintain records of ingredients, processes, and product controls so that an effective trace and recall system is available when necessary. 

As part of TSCA, EPA can require the testing of any chemical if there is the possibiUty of an unreasonable risk to health or environment or if there is significant human or environmental exposure. If the substance poses an unreasonable risk, EPA can prohibit the manufacture, processing, or distribution of the substance limit the amount of the substance that can be manufactured, processed, or distributed prohibit a particular use for the substance limit the concentration of the substance during manufacture, processing, or distribution regulate disposal methods for the substance and require manufacturers to maintain records of process and to conduct tests to assure compliance with EPA rules. 

Most fractography can be conducted with simple instmments such as a pocket magnifying eyepiece or an optical microscope. As with any detective work, it is important to maintain careful records and to pay close attention to details in the reconstmctions of the conditions under which fabrication and failure occurred. Seemingly unimportant details of fabrication, service, and/or the conditions under which failure occurred can frequently be the key to determining the cause of failure. 

Process hazard analyses, waste manifests, bills of lading, employee exposure data and other records may need to be maintained beyond the life of the toll. It is typically the toller s responsibility to maintain records of activities that occurred at their site although the client company may choose to keep duplicate records when deemed appropriate. Some of these documents may be proprietary and should be maintained as such. 

For the standby pump start test, which is an important test to ensure the pumps transfer without large pressure swings, a check should be made to see if the relief valves lift or the pressure falls to a pressure one half the difference between the standby pump start pressure and the compressor trip pressure. The transient pressure is best measured with a multipen chart recorder. The chart speed must be high enough to fully display the pressure variation. While not as good as the chart recorder, a simple shop-made test setup can be substituted. A spare switch is temporarily connected to the same location as the other switches. This switch is calibrated to close at the threshold acceptance pressure. The contacts are wired to a test light through a seal relay. The purpose of the relay is to maintain the cir-... 

The disposal of waste oils is largely governed in the UK by the EPA 90. Waste oils are a Special Waste covered by Special Waste Regulations. Establishments handling more than 500 litres per annum have a duty to maintain records. There are also requirements for record keeping where waste oils contain toxic impurities and so become Special Waste . 

MSDS recording and tracking system Used to maintain employee and inventory records. 

A primary objective of any safety program is to maintain or reduce the level of risk in the process. The design basis, especially inherently safer features that are built into the installation, must be documented. Management of change programs must preserve and keep the base record current and protect against elimination of inherently safer features. For identical substitution, the level of risk in the process is... 

The standard requires the supplier to maintain a record of the date on which each change is implemented in production. 

Traceability is achieved by coding items and their records such that you can trace an item back to the records at any time in its life. The chain can be easily lost if an item goes outside your control. If, for example, you provide an item on loan to a development organization and it is returned some time later, without a certified record of what was done to it, you have no confidence that the item is in fact the same one, unless it has some distinguishing features the inspection history is now invalidated because the operations conducted on the item were not certified. Traceability is only helpful when the chain remains unbroken. It can also be costly to maintain. The system of traceability that you maintain should be carefully thought out so that it is economic. There is little point in maintaining an elaborate traceability system for the once in a lifetime event when you need it, unless your very survival, or society s survival, depends upon it. 

Where test software or comparative references such as test hardware are used as suitable forms of inspection, the standard requires that they be checked to prove that thep are capable of verifying the acceptabilify of product prior to release for use during production, installation, and servicing and shall be rechecked at prescribed intervals. The standard also requires the supplier to establish the extent and frequency of such checks and to maintain records as evidence of control. 

If you cannot select suitable equipment for your current environment, you may need to control the environment in order to carry out the measurements. In such areas the environmental factors important to maintaining stable measurement should be monitored and the monitoring equipment calibrated. Chart recorders enable you to monitor conditions without having to be in constant attendance. The environment should be controlled in areas where calibration is carried out in order to provide stable conditions in which accurate and precise measurement can be taken. However, some modern equipment is so stable that environmental controls are unnecessary except in special circumstances. 

The standard requires that quality records be maintained to demonstrate conformance to specified requirements and the effective operation of the quality system. 

These are the minimum number of records to be created and maintained. There are a further three records which a scan of the standard will reveal, although there is no cross reference to clause 4.16 ... 

The standard requires the supplier to establish and maintain documented procedures for the storage of quality records and in addition requires quality records to be stored in facilities that provide a suitable environment to prevent damage or deterioration and to prevent loss. 

Records soon grow into a mass of paper and occupy valuable floor space. To overcome this problem you may choose to microfilm the records but keep them in the same location or archive them in some remote location. In both cases you need to control the process and the conditions of storage. With paper archives you will need to maintain records of what is where, and if the archive is under the control of another group inside or outside the organization, you will need adequate controls to prevent loss of identity and inadvertent destruction. 

The standard requires the supplier to establish and maintain procedures for the maintenance of quality records. In addition it requires records to be retained in such a way that they are readily retrievable and legible. 

The filing provisions you have made should enable your records to be readily retrievable however, you need to maintain your files if the stored information is to be of any use. In practice, records will collect at the place they are created and unless promptly removed to secure files may be mislaid, lost, or inadvertently destroyed. Once complete, quality records should not be changed. If they are subsequently found to be inaccurate, new records should be created. Alterations to records should be prohibited as they bring into doubt the validity of any certification or authentication as no one will know whether the alteration was made before or after the records were authenticated. In the event that alterations are unavoidable due to time or economic reasons, errors should be struck through in order that the original wording can still be read, and the new data added and endorsed by the certifying authority. 

The impact of this requirement depends upon what constitutes the specified requirements. The standard does not require you to demonstrate conformance with every requirement of ISO 9001. However, if your customer has invoked ISO 9001 in the contract, this clause requires that you maintain sufficient records to demonstrate compliance. As stated elsewhere in this book, there is no definition clarifying what specified requirements are. If specified requirements are a//the requirements that you have specified in your quality system, your plans, procedures, specifications, etc., this requirement may well be viewed as the most onerous in the standard. A pragmatic approach to take is to declare in your quality manual that the specified requirements are specified customer requirements . 

The standard requires the supplier to maintain appropriate records of training. 

Although not normally recommended, in some cases an ad hoc solution may be used because a complete redesign would cost more in effort than the improvement in efficiency or performance would justify. However, where such interim actions are taken it is important to maintain a record so that when the opportunity for a redesign does arise the ad hoc fix will be recognized and a more comprehensive solution developed. 

The Oil Pollution Act of 1961 was primarily concerned witli tlie regulation of the deliberate discharge of oil or oil wastes into Uie water. As a result of Uiis act, Uie owners of transport sliips were to take precautions to minimize Ute effect of pollution. Oily ballast water separators were required on ships, and owners Imd to maintain oil record books. Violators of Uie Oil Pollution Act were subject to fines of not more than 1,000 for improper record keeping. 

Provide reliable seal liquid makeup, using liquid level gauging and monitoring wth recording to ensure good records of performance. The liquid level must be maintained otherwise, the hazards of a bleedthrough or backflow can become serious. 

The best way to combat corrosion is to maintain an effective corrosionmonitoring program to supplement good preventative measures. It is also very important to keep complete records of monitoring programs, control programs and failures that occur. The importance of well-qualified responsible personnel cannot be overemphasized as effective corrosion control depends on their efforts [201,204,205]. 

Combustion controls such as oxygen trim help to maintain optimum operating conditions, especially on gaseous fuels. Instrumentation can give continuous visual and recorded information of selected boiler and plant functions. To be effective, it must be maintained and the data assessed and any required action taken before the information is stored. 

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