Records Retention for Safety, Health and Environmental Protection

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1 s for Safety, Health and Protection University of Tennessee Safety Procedure AD-015 Document Contact: EHS Date effective: February 1, 2010 Revision Date: December 15, 2014 Purpose The purpose of this procedure is to provide guidance for the proper management records related to safety, industrial hygiene and environmental protection Scope and Applicability This shall apply to all s in all departments on the University of Tennessee Knoxville campus. This procedure applies to records that are required by OSHA,, State Fire Marshal s Office, NFPA, DOT and other state and federal agencies involved with safety, industrial hygiene and environmental protection. Abbreviations and Definitions Abbreviations DOT - of Transportation EHS Health and Safety Protection Agency NFPA National Fire Protection Association OSHA Occupational Safety and Health Administration (or Act depending on context) TSCA Toxic Substances Control Act Definitions Disposition Disposition refers to the final stage in the life cycle of records. Disposition may be defined as either the destruction or the transfer of records. Electronic s communicated and maintained by means of electronic equipment. File A collection of paper records and/or electronic records grouped together by a common subject. - A record is recorded information, in any form, including data in computer systems, created or received and maintained by an organization or person in the transaction of business or the conduct of affairs and kept as evidence of such activity. A record can be: A document (for example, note of a telephone conversation, meetings, notes of discussion, annotation to a record, completed form, graph, chart, plan, drawing or computer printout);

2 s for Safety, Health and Protection Document - AD A type of correspondence (for example, facsimile, , voice mail, electronic data exchange, letter, memorandum, minute, message, agenda, contract, certificate, data, database, directory, index, register, or log); A form of media (for example, electronic organizers, facsimile, electronic mail, disk, erasable optical disc, video, audio tape, film, photograph, photographic negative, microfilm, microfiche, on-line database, a publication, booklet, newspaper, pamphlet, brochure, map, architectural or building plan, catalog, manuals, reproduction or duplicate of a record or part of a record). Roles and Responsibilities Deans, Directors, and Heads shall: Maintain records that fall under their department s purview related to safety, industrial hygiene and environmental protection. Environment Health and Safety shall: Maintain a master list of those records that require retention and post on the EHS website. Identify the length of time a record must be kept. A retention time longer than is specified in the regulation may be recommended by EHS. Notify departments when a new recordkeeping requirement is identified or a deficiency is noted in the department s records. Assist departments with recordkeeping where feasible. Make records available to regulators and others upon request. Note that if litigation is likely, release of records shall be done in coordination with the UT Legal Counsel s office. Ensure that key records under their control are maintained in a duplicate form in a remote location. Maintain secure access to records that may have sensitive information Review, revise and disseminate this procedure as necessary. Assist other campuses in the UT system with recordkeeping to the extent feasible. and Information None specific to this procedure. Appendices Appendix A: Guide for Health and Safety s Disclaimer The information provided in these guidelines is designed for educational use only and is not a substitute for specific training or experience. The University of Tennessee Knoxville and the authors of these guidelines assume no liability for any individual's use of or reliance upon any material contained or referenced herein. The material contained in these guidelines may not be the most current. This material may be freely distributed for nonprofit educational use. However, if included in publications, written or electronic, attributions must be made to the author. Commercial use of this material is prohibited without express written permission from the author.

3 s for Safety, Health and Protection Document - AD Appendix A: Guide for Health and Safety s Area Type Required by Access to s Aerial Lifts and bucket Trucks Air Emissions Inventory Air - Any hazardous material Air - Arsenic (g)(1) OSHA (q) Arsenic Arsenic X-rays Asbestos - Bulk sampling Asbestos - personal sampling Asbestos Awareness Asbestos - medical monitoring Asbestos Containing Material - Objective Data (q)(2) Not specified 5 years IRIS - Events 3 years 5 years IRIS - Events Facilities Services EHS Office 50 years EHS Office 5 years 5 years Employee Health 3 years Facilities Services (m) (m)(4) (m)(3) OSHA (n)(1)(i) also (m)(2) 30 years 50 years EHS Office 1 year past the date of last 50 years IRIS - Events 30 years No specified 20 years Asbestos Containing Materials -Preventive Measures or Response Action keeping. 3 years

4 s for Safety, Health and Protection Document - AD Area Type Required by Asbestos Containing Materials -Removal Location keeping. Asbestos Inspector Asbestos Project Manager Asbestos Containing Materials - Periodic Surveillance Audiometer calibration (annual) Audiometric Testing - Baseline and Annual Audiometry - functional test (daily) Audiometry calibration - Every 2 years - Exhaustive Biosafety Cabinet keeping. 3 years after next reinspection Facilities Services, TN Fitts 3 Years Facilities Services or EHS Appendix C and E Not specified 3 years Employee Health fo r the Certification Bloodborne Pathogens Bloodborne Pathogens - declination of immunization Bloodborne Pathogens - post exposure medical treatment and follow up Not specified Employee Health Not specified Employee Health Biosafety ANSI NSF 49 Current On outside of cabinet s s

5 s for Safety, Health and Protection Document - AD Area Type Required by Bloodborne Pathogens HEP B vaccination Building Inspection Reports Chemical Fume Hood Tests Chemical Plan Chemical Inventories Clearance Air - Asbestos Compressed Gas Cylinders Confined space - completed permits s General Safety Not specified Not specified 10 years EHS Office Laboratory Safety Laboratory Safety Not specified Not specified 10 years EHS Office and Radiation Safety (d) Not specified 3 years Files 30 years 50 years Facilities Services Server 30 years past Facilities Services OSHA General Safety 3 years 3 years Files (e)(6) Confined Space Entry (g) Correspondence with Correspondence with TOSHA DOT - Shippers of Hazardous Materials DOT Security Plan Electrical Safety Work Practices Emergency Action Plan Employee Accident Reports Not specified 20 years EHS Office General Safety OSHA Not specified 20 years EHS Office DOT 3 years 3 years IRIS - Events DOT Annually Annually EHS Office General Safety State Claims 5 years Workers Compensation Office

6 s for Safety, Health and Protection Document - AD Area Type Required by Employee Alarm Systems Employee Exposure s Employee s EPCRA Annual Report (d) (d) Fall Protection Fire Fire Prevention Plan years 50 years EHS Office Duration of Employment plus 30 years Not specified 30 years EHS Office Fire Alarm System Fire Safety Fire Code Not specified 3 years Fire Testing Fire Drills Fire Safety Fire Code Not specified 3 years EHS Office Fire Extinguisher Firm - Authorized Firm Fire Safety Fire Code Not specified 3 years EHS Office Fire Extinguisher Inventory Fire Extinguishers - Monthly of Inspections Fire Inspector - Licensed Technician Fire Protection System Impairments Fire Protection System Testing Fire Suppression Systems Fire Safety Fire Code Not specified 3 years EHS Office Fire Safety Fire Code Not specified 3 years EHS Office Fire Safety State Licensing Not specified 3 years EHS Office Fire Safety OSHA Not specified 3 years EHS Office Fire Safety Fire Code Not specified 3 years Facilities Services First Aid Forklift Operation

7 s for Safety, Health and Protection Document - AD Area Type Required by Formaldehyde (o) Formaldehyde - person air monitoring Formadlehyde - medical monitoring Hazard Communication Hazardous Waste - Annual Reports Hazardous Waste - Annual Reports, Offsite Shipping Hazardous Waste Contingency Plan Hazardous Waste Determinations Hazardous Waste Hazardous Waste Manifests Hazardous Waste Reduction Plan Hazardous Waste Release Occupational Health (o)(5)(i) (o)(5) years 40 years EHS Duration of Employment plus 30 years 40 years Employee Health 40 CFR 372 c 3 years 50 years EHS Office 40 CFR 372 c 3 years 50 years EHS Office 40 CFR Keep current 5 years for past copies EHS Office 40 CFR 372 c 3 years 50 years EHS Office 40 CFR years beyond the IRIS - Events 40 CFR years 50 years EHS Office TN Hazardous Waste Act 1990 HAZWOPER 29CFR years 5 years for past copies EHS Office EHS Office, Facilities Services Hearing Conservation Hot Work Permit General Safety OSHA 3 years IATA - Shippers of Hazardous Materials DOT 3 years 3 years IRIS - Events

8 s for Safety, Health and Protection Document - AD Area Type Required by IBC Required Documents Biosafety IBC 3 years after expiration or termination IBC Office Interim Life Safety Fire Safety Fire Code Not specified EHS Plans Laser safety OSHA Lead Paint Firm Lead Paint Inspector - Certification Lead Paint notice for child occupied residential facilities - acknowledgement of receipt Lead Paint Risk Assessor -Certification Lead Paint Sampling Results for Day cares and child occupied facilities Local Exhaust Ventilation System 3 years 3 years IRIS - Events Not specified 10 years Files 3 years 3 years IRIS - Events Not specified 10 years EHS Office General Safety Not specified Not specified 3 years EHS Office Testing Lockout/Tagout Lockout/Tagout - Annual Audit Material Safety Data Sheets (MSDS) Evaluation for Respirator Use 3 years 3 years IRIS - Events General Safety OSHA Not specified 3 years Files Hazardous Materials years EHS Office 50 years EHS Office

9 s for Safety, Health and Protection Document - AD Area Type Required by s for Pesticide Applicators Screening Forms - Respirator Use Surveillance - Pre-, Annual, Termination for Hazwoper Surveillance Following Exposure- Motor Oil Spill Exceeding 25 gallons Noise Meter calibration Noise Offsite shipment of universal waste OSHA 300 End of Year Oxygen-fuel gas welding and cutting Personal Protective Equipment Personal Protective Equipment - Assessment s DOA OSHA 50 years EHS Office EHS Office Not specified 3 years EHS Office (m)(3) 2 years 10 years EHS Office 3 years Facilities Services General Safety OSHA 7 years Workers Compensation Office General Safety (a)(4) Not specified 10 years Files

10 s for Safety, Health and Protection Document - AD Area Type Required by Pesticide Application s Pesticide Application s - pesticide used, target pest, name of applicator, date, dilution, property owner, application rate Physician's Opinion - Audiometric testing Portable Fire Extinguishers Respirator Fit Testing DOA TCA Respirators Respirators Used for Emergency Purposes - Monthly Inspection Safety and health complaint reports SPCC - Periodic Tank Inspection Spill Prevention Control and Countermeasures Steam Plant - Monthly Inspection Steam Plant - Annual Storm Water - Site Assessment Steam Plant - Annual Storm Water Analysis Steam Plant - Quarterly Storm Facilities Services, Athletic 2 years 5 years Facilities Services, Athletic Dept. Employee Health Until the next fit testing is conducted 3 years EHS Office General Safety OSHA EHS Office General Safety Not specified Not specified 10 years EHS Office 40 CFR years EHS Office, Facilities Services 40 CFR 112 Facilities Services 3 years Facilities Services 3 years Facilities Services 40 CFR EHS

11 s for Safety, Health and Protection Document - AD Area Type Required by Water Visual Examination Storm Water - Oil/Water Separator - periodic inspection and maintenance Storm Water Pollution Prevention - Steam Plant TDEC Site Visits Facilities Services EHS Office TOSHA Site Visits General Safety OSHA EHS Office Underground Storage Tanks - Closed Clean 50 years Underground Storage Tanks - Discharges Reports Underground Storage Tanks - Leak Detection Underground Storage Tanks - Permits Underground Storage Tanks - Spill Bucket Inspection Underground Storage Tanks - Tightness Motor Pool 3 years 50 years Facilities Services 3 years 50 years Motor Pool 3 years 50 years Motor Pool Integrity Testing Universal Waste 40 CFR Visitor Accident/Incident Reports Waste Oil Burner - Oil Composition Testing General Safety State Claims 7 years Risk Motor Pool Waste Oil Burner - Permits Waste Water Annual Sampling for Discharge Arc Welding, Cutting (d)(1) Motor Pool

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Appendix A: Record Retention Guide for Environmental Health and Safety Records

Appendix A: Record Retention Guide for Environmental Health and Safety Records s for Safety, Health and Protection Document - AD-015 3 Appendix A: Guide for Health and Safety s Area Type Required by Access to s Aerial Lifts and bucket Trucks Air Emissions Inventory Air - Any hazardous