10.13.7 Incident Records
Suspected and confirmed overexposures, RF control failures, alarms, near misses, and other relevant incidents should be documented. Records may include:
- the date, time, location, people, and work involved;
- the RF sources, owners, operating states, and available source logs;
- the exposure scenario, duration, position, activity, controls, and estimated or measured exposure;
- the event sequence, immediate actions, first aid, and notifications;
- injuries, symptoms, and medical assessment where applicable;
- witness information, photographs, equipment data, and preserved evidence;
- the investigation, exposure reconstruction, causes, and compliance conclusion;
- internal and external reporting; and
- corrective actions, owners, due dates, completion, and effectiveness review.
The record should distinguish a monitor alarm, suspected overexposure, confirmed overexposure, injury, and near miss rather than treating those terms as interchangeable.
10.13.8 Document Control
The RF safety program, each RF Radiation Safety Plan, and their supporting assessments and procedures should operate under formal document control. Every controlled document should identify:
- its title and defined scope;
- a unique document number or other controlled identifier;
- the revision and change history;
- the issue and effective dates;
- the author, reviewer, and approving authority; and
- the next scheduled review and relevant event-based review triggers.
Only the current approved version should be available for operational use. Superseded documents should be withdrawn from points of work, clearly identified, and retained only where the retention schedule or historical need requires them.
Electronic systems can support access, approval, revision history, acknowledgment, and distribution, but the organization must still ensure that current information is available where and when the work is performed.