Inventory

One of CNSC primary requirements, is inventory control. Management and users must maintain accurate up‐to‐date records of all radioactive material, and ensure that the material is held in a secure fashion. Inventory must be tracked from purchase right through to disposal. This tracking is termed a cradle to grave management process. The acquisition, transfer and disposal records of all types of radioactivity, an open source, sealed source or sealed source in a device, must be maintained.


Inventory tracking for all radioactive materials begins with the purchase order form and all purchase forms must be processed through a designated purchasing department so that the purchase order is approved by ORM. It is important that each section of the form be completed and that the information is accurate. If the wrong information is given for a sealed source or a sealed source in a device then the actual permit will be wrong and the error will most probably be caught quickly. If the wrong activity or wrong radioisotope for an unsealed source is given then the wrong information will be logged into the ORM database and the error will not be caught until the lab verifies its records with the ORM inventory records. It may take considerable time and effort to correct the error and the onus is on the lab to prove that the ORM database is wrong.

 
It is also important that ORM is informed of any transfers so that inventory records are adjusted to ensure accuracy.


Note, this inventory control also includes location of radioactive material. All radioactive material including sealed sources and sealed sources in devices may only be used and stored in the authorized locations that are listed on the Permit Holder’s Permit. Any movement to other locations must first be authorized by ORM and permit updated to reflect location changes before radioactive material is moved.
For unsealed source permits, at least once a year, the Permit Holder will be asked to verify their inventory with the ORM inventory and it is vital that this verification is a physical verification. This means that the information on each stock vial must be compared to the information listed on the ORM inventory listing. It is strongly suggested that the purchase order number be written or attached to the stock vial since it is the unique identify for the radioactive substance. Placing the purchase order number on the stock vial will make the inventory verification process much easier.

As the nature and use practices of the different types of radioactive material varies, the inventory management system is adapted to meet the needs of each type. For open source material, a dedicated inventory form, Use and Disposition, is used to track each sample. With each new open source sample, a Use and Disposition form is started and kept in the Laboratory. Records can be hard copies that are kept in the Radiation Records Binder or electronic and kept in Radiation Record’s files. All usage and disposals are logged on this form. Once the open source sample has been completed used up (“finished”), the information on Use and Disposition sheet is transcribed to the electronic excel Use and Disposition which is then sent to ORM. ORM updates the ORM database and the sample is removed from the Permit Holder’s inventory. For sealed sources and sealed sources in a devices, the inventory is tracked by incorporating the serial number of each source into the internal radioisotope permit. To dispose of a sealed source, ORM must be contacted and a transfer form completed to comp document the method of disposal (to ORM or a third party such as a licensed radiation disposal any). 

Use and Disposition Form . Forms are designed for use by users of radioactive material. Please contact rad.safety@uottawa.ca, if assistance is needed to fill out any form.


*Note:Immediately upon completion of this form, a copy must be sent to ORM.

 

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