EL E MENTS OF THE RE CORD MAN AGE MENT SYS TEM FOR THE RA RE SEARCH RE AC TOR DE COM MIS SIONING

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1 50 Nuclear Technology & Radiation Protection 1/2004 EL E MENTS OF THE RE CORD MAN AGE MENT SYS TEM FOR THE RA RE SEARCH RE AC TOR DE COM MIS SIONING by Milijana STELJI] and Vladan LJUBENOV Re ceived on April 2, 2004; ac cepted on May 20, 2004 According to latest recommendations, the record management system of a nuclear fa - cil ity should op er ate as a part of the in te grated man age ment in for ma tion sys tem, and is im ple mented at the very be gin ning of the fa cil ity s life cy cle. The re cord man age - ment be comes par tic u larly im por tant at the end of the op er a tion of a fa cil ity and then the operational record management system gradually transforms to a decommission - ing one. How ever, there is a sig nif i cant num ber of nu clear fa cil i ties in the world which have reached the de com mis sion ing stage with out hav ing nei ther the ini tial de com mis - sion ing plan nor the es tab lished re cord man age ment sys tem. The ob jec tive of this pa - per is to in tro duce con sti tuted el e ments of the re cord man age ment sys tem for the de - com mis sion ing of the RA re search re ac tor in the VIN^A In sti tute of Nu clear Sci ences, and to dis cuss fu ture planned ac tions re lated to this mat ter. Key words: research reactor, decommissioning, record keeping, record management system, quality assurance INTRODUCTION Technical paper UDC: /.572 BIBLID: , 19 (2004), 1, pp Authors address: VIN^A In sti tute of Nu clear Sci ences P. O. Box 522, Bel grade Ser bia and Montenegro address of corresponding author: milijanas@vin.bg.ac.yu Research heavy water reactor RA [1-7] was op er ated in the VIN^A In sti tute of Nu clear Sci - ences, Bel grade, from 1959 to 1984, us ing 2% en - riched and 80% en riched ura nium fuel el e ments. The to tal of 8030 spent fuel el e ments of TVR-S type (USSR or i gin) have been stored at the RA re - search re ac tor pre mises, al most all in the spent fuel pool filled by or di nary wa ter [8-10]. The last used 480 high-enriched ura nium spent fuel el e ments have been kept in the drained RA re ac tor core since Af ter the tem po rary shut down for planned re con - struc tion and mod ern iza tion in 1984, due to a num ber of technical, economical, and political reasons, the reactor had never been restarted [11]. All the plans for the RA reactor refurbishment, initiated during the 18 years of ex tended shut down, were aban doned. A pro posal for decommissioning of the RA reactor, based on economical, technical and legislative reasons, was submitted to the Fed eral Gov ern ment in 2001 [12-13]. Dur ing sum - mer 2002, the Gov ern ments of Fed eral Re pub lic of Yu - go sla via and of Re pub lic of Ser bia brought decisions on the fi nal shut down of the RA re search re ac tor and its de - commissioning [14-20]. Activities related to the RA reactor decommission ing were ini ti ated in 2002 [21] and sup ported by the In ter na tional Atomic En ergy Agency (IAEA) through the Tech ni cal Co-Operation Programme. Main goals in the next 2-3 years are prep a ra tion of the decommissioning plan and supporting documents, radiological characterization of the facility, and removal of the ex ist ing wastes stored in side the re ac tor build ing. It is sup posed that the spent nu clear fuel will be re moved from the site [22-23] and that the ap pro - priate waste management facilities and temporary stor age will be es tab lished in the In sti tute with the aim to allow uninterrupted decommissioning progress. At the same time, these ac tiv i ties re quire im prove ment of the national regulatory framework related to nuclear and ra di a tion safety and de fin ing the de tails of the li - censing procedure.

2 M. Stelji}, V. Ljubenov: El e ments of the Re cord Man age ment Sys tem for the RA Re search RECORD MANAGEMENT SYS TEM The main sources of in for ma tion rel e vant for the de com mis sion ing of a nu clear fa cil ity are the re - cords of the design, construction, modification, op - er a tion, and fa cil ity shut down phase. It is the op er a - tor s responsibility to keep these re cords. Record management group of the decommissioning team will also have to con trol the large amount of tech ni - cal and ad min is tra tive data that will be gen er ated during the decommissioning process. Therefore, for the ef fi cient ma nip u la tion and use of the var i ous re cords and da ta bases, it would be use ful to build an integrated record management system (RMS) within the decommissioning project. The main goal of an RMS is to pro vide the necessary, sufficient and up to date information for the de com mis sion ing team and other par ties in or - der to en able proper plan ning, de ci sion mak ing, and implementation of the decommissioning actions in a safe and cost ef fec tive man ner. There are fre quent cases of smaller nu clear fa - cil i ties (e. g. re search re ac tors), which re cords have been badly man aged be cause of the low pri or ity given to de com mis sion ing by re search teams and poorly recorded structural and operational changes. Inadequate records management could lead to delays and additional costs of decommissioning and unnecessary risks from unexpected hazards. This may also be a prob lem in re spect of sat is fy ing the regulatory requirements. The existing literature about the integrated record management information system for a nuclear fa cil ity, and the re cord man age ment sys tem for the decommissioning as its derivative [24], is scarce and it usually contains the following presumptions: Nuclear facility information system is estab - lished in its con struc tion stage, with the pri mary purpose to retrieve and manipulate the original design data, records of the possible modifica - tions, as well as the data from the fa cil ity s con - struction and operational stage. Pieces of in for ma tion have dif fer ent sources (e. g. the facility operation itself, maintenance, radio - logical protection activities, and waste manage - ment) and var i ous forms (e. g. fig ures, draw ings, im ages, sam ples, and re ports), and thus the most ad e quate way is to store and ac cess them by a com puter sys tem. Such a sys tem typ i cally com - prises sev eral dis tinct da ta bases: design record database, licensing and statutory record database, operation and maintenance record database, waste management record database, human resource record database, health and safety re cord da ta base, quality assurance record database, and financial record database. An initial decommissioning plan is developed dur ing the de sign and con struc tion of a fa cil ity and is regularly reviewed during its operation. There fore, po ten tially use ful re cords for the de - commissioning process can be timely identified, marked (flagged) and pre served. De com mis sioning RMS is the suc ces sor of the existing nuclear facility s information system. It is formed of the au dited op er a tional RMS and of the retained important records produced during the decommissioning. The decommissioning process will in general result in a considerable reduction of the documenta - tion com pared to those used for the op er a tion of the fa cil ity. This is achieved through the val i da tion of the doc u ments and data that will be uti lized for de - commissioning. Validation is essential for the safe and cost ef fec tive plan ning of the work programme. The RMS is an im por tant part of the qual ity as sur ance (QA) programme for each nu clear fa cil - ity. The de com mis sion ing QA programme is usu - ally developed from the operational QA programme. Fa cil ities with out the QA programme set would have to de velop an ad hoc QA programme for decommissioning before that process be gins. The doc u men ta tion should be re tained for a well de fined pe riod of time and proper QA programme would en sure that re cords are spec i fied, prepared, authenticated, and maintained by appli - cable standards, codes, and specifications. This programme also pro poses rou tine re view of the qual ity and com plete ness of the re cords, based on the information required. RMS FOR THE RA RE SEARCH REACTOR DECOMMISSIONING Back ground At the time de ci sions about the fi nal shut - down of the RA and its de com mis sion ing were brought, the ex ist ing lay out of the his tor i cal re cords from the var i ous stages of the fa cil ity (its sit ing, de - sign, construction, commissioning, operation, and extended shutdown period) was relatively poor. There are sev eral dom i nant rea sons for that. RA re search re ac tor was de signed and con - structed ac cord ing to the safety and reg u la tory stan - dards that did not re quire ini tial de com mis sion ing plan ning and RMS es tab lish ment. Also, the re ac tor was operated in time when elec tronic data ar chiv ing did not ex ist. Af ter the tem po rary shut down in 1984, within the planned re con struc tion and mod - ernization, several systems were actually dismantled and some of their parts changed, and those al ter - ations were not prop erly and com pletely doc u - mented. Dur ing the ex tended shut down period

3 52 Nuclear Technology & Radiation Protection 1/2004 ( ), lot of re cords were not used and/or re vised at all. The ma jor ity of the RA his tor i cal re cords con - sists of pa per based doc u ments (books, diaries, reports, at lases, draw ings), which were dis persed through out the re ac tor build ing, and par tially pre - served in impertinent conditions. The operational RMS was not es tab lished at all, so the prob lem with an over whelm ing vol ume of not prop erly in dexed and recorded documents occurred. The specific records for decommissioning were not clearly identified. Therefore, the selection of the appropriate records for the RA de com mis sion ing and the es tab - lish ment of the sys tem to man age them were both equally important [25]. Established RMS elements RA documentation database RA documentation electronic database (the main switch board shown in fig. 1) is the first el e - ment of the fu ture de com mis sion ing RMS, and its main pur pose is to en sure that re cords are cat e go - rized and or ga nized, readily re triev able, in dexed and placed in their proper lo ca tion, stored in a con - trolled environment and corrected or supplemented to re flect the ac tual sta tus of the fa cil ity. The start ing point was clas si fi ca tion of all the RA research reactor related documents, records, and files and their as sem bly at one spec i fied lo ca - tion. In or der to en sure proper de com mis sion ing planning and estimation of exposures, waste quan - ti ties and costs and due to the sig nif i cant loss of ex - pe ri enced staff, it was nec es sary to care fully re view all technical documents and compare drawings and data with the ex ist ing fa cil ity lay out. All those ac tiv i ties fi nally re sulted in the elec - tronic da ta base that stores the fol low ing in for ma - tion (fig. 2): document unique identification number the composite record index that consists of: reactor name (RA), room la bel, locker num ber, shelf num ber, and se rial num ber of the re cord, document title, document type, document author(s), document location, place and year of pub lish ing, key words, con tact per son (em ployee with the best knowl - edge about the doc u ment con tents), additional comments, flag for the data that may be of par tic u lar im por - tance to decommissioning, and cross-reference to re lated doc u ment(s). Relational database model was designed and the ap pli ca tion made by us ing Microsoft Ac cess 2000, Ver sion 9.0, a pow er ful and ro bust 32 bit re - Fig ure 1. The main switch board of RA doc u men ta tion database

4 M. Stelji}, V. Ljubenov: El e ments of the Re cord Man age ment Sys tem for the RA Re search Fig ure 2. The doc u ment re view form from RA doc u men ta tion database lational database management system (RDBMS) for creating desktop and client/server database ap - pli ca tions that run un der Win dows 9x and Win - dows NT 4+. Af ter wards, the ap pli ca tion was up - dated to Microsoft Ac cess 2002 (SP1) that runs under Windows XP. The RA documentation database application al lows the doc u ment searches by se lected cri te ria (doc u ment type, lo ca tion, key words etc.) and could be used to gen er ate var i ous re ports. As an in - tegral part of the RA documentation database the document control system has been established (fig. 3). This sys tem en ables find ing out the cur rent sta - tus for any cho sen doc u ment (whether it is avail able or not and, if not, who has it), shows the rental his - tory of the doc u ment, and the rental his tory for any cho sen em ployee through its up to date ar chive. In the forthcoming period RA documentation da ta base will con tin u ally be up dated with all new documents and records generated during the de - commissioning process. RA char ac ter iza tion da ta base The main ac tiv i ties in the first two-three years of the RA reactor decommissioning project are de - commissioning planning, and preparation and im - plementation of the radiological characterization of the facility. Radiological characterization of the RA reactor, according to developed characterization plan, com prises re view of the his tor i cal data, im ple - mentation of the calculation methods [26], realiza - tion of sam pling and mea sure ment plan [27], com - par i son, anal y ses and re view of the data ob tained. As the mod els, pro ce dures and re sults of the cal cu la - tion meth ods are in the elec tronic form al ready (pre - pared, or ga nized, stored, and well con trolled), the main prob lem would be to man age re cords re lated to the sam pling and mea sure ment part of the char - acterization process. During the preparation and realization of the sam pling and mea sure ment plan it is nec es sary to or ga nize, store, re view, and pro cess large amount of various data types. The generated documentation has to be treated ac cord ing to the QA programme requirements with the corresponding monitoring pro ce dures in cluded (how sur veys are made, how smears are taken, how sam ples are col lected for spectrometric analysis, etc.). Ex am ples of doc u - ments to be con sid ered are re cords with re sults of dose rate measurements, surface contamination measurements (e. g., al pha, beta, gamma survey, in situ gamma spectrometry), or other instrumental mea sure ments or lab o ra tory anal y sis (e. g., al pha, beta and gamma count ing and spec trom e try). The raw char ac ter iza tion data are ob tained in direct measurements and in laboratory analyses and they have to be in ter preted, or ga nized and sum ma -

5 54 Nuclear Technology & Radiation Protection 1/2004 Figure 3. Document control system forms rized in or der to pre pare the fi nal re port about the work and sur vey op er a tions. This re port should be made in such a way that the ra dio log i cal con di tion of the en tire site is com pletely and ac cu rately shown, the radiological condition of the compo - nents is clearly de picted with out the fur ther anal y sis and eval u a tion of the data, and that the types and lo - ca tions of ra dio ac tive ar eas can be readily rat i fied. The documentation produced within the sam - pling and mea sure ment programme for the RA re - search reactor radiological characterization will be stored in the elec tronic da ta base, which is con sid - ered as a ser vice able and ef fi cient tool for the re view and further analyses of the characterization results, as well as for the gen er a tion of nec es sary re ports [28]. Relational database model was designed and the ap pli ca tion is be ing made by us ing Microsoft Ac cess 2002 (SP1), a 32-bit RDBMS for the desk - top and client/server database applications that run un der Win dows XP. The main switch board for the RA char ac ter iza tion da ta base with the links to all the pri mary data is shown in fig. 4. De tailed anal y sis of the sam pling and mea - sure ment programme from the RA ra dio log i cal characterization plan has shown that characterization da ta base must com prise the fol low ing pri mary data: Information about each single measurement (as the re sult of dose rate, sur face con tam i na tion di - rect mea sure ments, or laboratory anal y sis) like a unique identifier or measurement label, details in clud ing sur vey date, name of sur veyor, sam - pler or an a lyst (work ing team) in volved; location of measurement or sample; measured quan tity (value, unit, and the er ror at the re - quired con fi dence limit), sam ple and mea sure - ment type; used in stru ment and ad di tional com - ments. Information about the spectra analysis data like frac tions of var i ous radionuclides, the mea sured con cen tra tion of the spe cific radionuclides in Bqg 1 and/or Bqcm 2, unique spec trum iden ti - Fig ure 4. The main switch board of RA char ac ter iza - tion database

6 M. Stelji}, V. Ljubenov: El e ments of the Re cord Man age ment Sys tem for the RA Re search fier associated with corresponding measurement re cord, spec trum file path and ad di tional re - marks. Information about the radionuclides important for the RA ra dio log i cal inventory: nu clide la bel and mass num ber, nu clide half life de noted in years, de cay type for the given nu clide, min i mal detectable activity (MDA), and clearance level. In for ma tion about the sam ples: sam ple type and as so ci ated la bel to be used in re ports, sam pling equipment, written sampling procedure. Information about the measurements: measure - ment type and la bel that will be in ter nally given and used in re ports, brief de scrip tion of each measurement type. Information about the used instruments: instru - ment name, model and se rial num ber, in stru - ment manufacturer, efficiency and calibration data, background, instrument specification, written measurement procedure, embedded photograph. Information about the workers engagement: name and sur name of each em ployee, po si tion in the VIN^A Institute, responsibilities within the radiological characterization activities, contact phone, work ing team the em ployee be longs to. Information about the reactor building rooms: room num ber, room de scrip tion, and linked datasheet with all the mea sure ments per formed in it (fig. 5). For ev ery room in the re ac tor build - ing the corresponding detailed schematic draw - ing (Corel 11 file) and as so ci ated leg end are be - ing pre pared. Fig ure 6 shows one ex am ple draw ing of the floor in room 049. Working teams will per form sam pling and mea sure ments ac cord ing to the la bels and de picted mea sur ing points in these draw ings. The electronic database application for the characterization can easily perform all the necessary calculations needed for correct interpretation of the pri mary data. It is made to be uti lized in gen er at ing the re quired sur vey re ports, and can be very help ful in the decision making if specific situations occur throughout the characterization process. The same ap pli ca tion will be of use in the fi nal ra dio log i cal sur vey as well. Future steps In the forthcoming period RA documentation da ta base will widely be used dur ing the prep a ra tion of the de com mis sion ing plan and other sup port ing documents. During the planning and implementation of the decommissioning activities great amount of doc u ments and re cords of dif fer ent for - mat will be gen er ated con tin u ally. Some re cords will be only tem po rary, for ex am ple work sched ules and per mits to work, while oth ers will be per ma nent, for example radiological survey completion reports or health re cords. At the mo ment, the RA re search re ac tor is go - ing through the tran si tion pe riod be tween the op er - ation and implementation of the decommissioning plan [29-30]. Dur ing this pe riod, safety risks can be de creased by re moval of the ex ist ing wastes stored in side the re ac tor build ing. Defueling the re ac tor core and re moval of the spent nu clear fuel are the main tasks, but also there are a lot of po ten tially con - tam i nated and ac ti vated items mainly lo cated in the re ac tor hall that can be re moved or re leased for re use without any dismantling or demolition, e. g. be fore the decommissioning licence issuing. All the waste materials (i. e. radioactive, hazardous and nonhaz - ard ous) that were pres ent at the be gin ning of the de - Fig ure 5. The form show ing se lected room de scrip tion, its draw ing and mea sure ments (RA char ac ter iza tion da ta - base)

7 56 Nuclear Technology & Radiation Protection 1/2004 fer ent par ties dur ing all phases of the de com mis - sion ing pro ject un til the site re lease. Man aging this cross-flow of in for ma tion and the re lated re cords is a key re spon si bil ity and an es sen tial part of RMS. Microsoft Pro ject soft ware is a pow er ful tool for the plan ning and con trol of the de com mis sion - ing activities, their duration, relationships between different activities, as well as human and material re - sources used. The RA re ac tor RMS will in clude Microsoft Pro ject 2002 files as el e ments that cover planning of the decommissioning activities and re - port ing on the prog ress of the de com mis sion ing plan implementation. Additional elements of the RA reactor RMS will be cre ated to man age health and safety re cords, including radiation protection and personnel moni - toring data, and potential legal and regulatory as - pects. For the needs of the fi nal ra dio log i cal sur vey already existing RA characterization database can suc cess fully be used. At the completion of decommissioning project final decommissioning report with the appropri ate sup port ing re cords will be pre pared. These re cords should be held and main tained for the de - commissioning activities completion confirmation in ac cor dance with the ap proved plan or for re cord - ing the dis po si tion of wastes and ma te ri als. The RA reactor RMS development will continue until the termination of the decommissioning licence. CONCLUSION Fig ure 6. The ex am ple of the draw ing (room 049, RA characterization database) commissioning should be properly accounted for and their ultimate destination identified. Appropri - ate da ta base will be used to man age in ven tory of the ex ist ing wastes and all the ac tions re lated to their re - moval. The same da ta base can be used later for the wastes arisen from the dis man tling ac tiv i ties. Af ter each phase of de com mis sion ing, as re quired, the operating organization will report to the regulatory body on the man age ment and dis posal of the waste generated during that phase [31]. RA re ac tor RMS has to sup port proper man - agement and organization of the decommissioning pro ject and all the in ter ac tions be tween the par ties involved, including the facility operator, regulatory body, con trac tors, pub lic and other stake holders, as well as the links with the two other in ter re lated pro - jects re moval of the RA re ac tor spent nu clear fuel and waste man age ment at the Vin~a site. Re cords will be gen er ated, re quested or re quired by the dif - Organization and management of different types of in for ma tion and re cords im por tant for the RA reactor decommissioning require establishment of the appropriate record management system. First el e ments of the fu ture RA re ac tor RMS are al ready developed and in use: RA reactor documentation database with the associated document control sys - tem and the RA characterization database. Other RMS el e ments will be cre ated and implemented dur ing the course of the de com mis sion ing pro cess. The RA re ac tor re cord keep ing ap proach and ex pe ri ence could be use ful for other nu clear fa cil i - ties that have reached the end of the op er a tional life - time with out es tab lished RMS. De veloped RMS el - ements are fully applicable to other nuclear facilities of the sim i lar type. ACKNOWLEDGEMENT The pa per pres ents the re sults of the ac tiv i ties sup ported by the IAEA through the con tracts YUG A and SCG A re lated to the IAEA TCP Pro ject SCG/4/004 De com mis - sioning of the Vin~a RA Research Reactor.

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9 58 Nuclear Technology & Radiation Protection 1/2004 [29] ***, IAEA, Tran si tion from Op er a tion to De com - mis sioning of Nu clear In stal la tions, Technical Re - ports Se ries, No. 420, Vi enna, 2004 [30] ***, IAEA, Safety Con sid er ations in the Tran si tion from Op er a tion to De com mis sioning of Nu clear Facilities, Safety Re ports Se ries, No. 36, Vi enna, 2004 [31] Meyer, F., De com mis sioning of the ASTRA Re - search Re ac tor Re view and Sta tus on July 2003, Nuclear Technology & Radiation Protection, 18 (2003), 2, pp Milijana STEQI], Vladan QUBENOV ELEMENTI SISTEMA ZA UPRAVQAWE DOKUMENTACIJOM U OKVIRU PROJEKTA DEKOMISIJE ISTRA@IVA^KOG REAKTORA RA Prema savremenim standardima, sistem za upravqawe dokumentacijom nuklearnog postrojewa treba da funkcioni{e kao sastavni deo integrisanog informacionog sistema i da bude uspostavqen jo{ u fazi planirawa izgradwe postrojewa. Upravqawe dokumentacijom dobija novi zna~aj zavr{etkom pogona nuklearnog postrojewa, kada sistem za upravqawe dokumentacijom u fazi pogona postrojewa prerasta u sistem za upravqawe dokumentacijom za proces dekomisije. Danas u svetu jo{ uvek postoji zna~ajan broj nuklearnih postrojewa koja su pred dekomisijom, a nemaju preliminarni plan dekomisije i uspostavqeni sistem za upravqawe dokumentacijom. U ovom radu su predstavqeni do sada razvijeni elementi sistema za upravqawe dokumentacijom za dekomisiju istra`iva~kog reaktora RA u Institutu za nuklearne nauke Vin~a i razmotrene su planirane aktivnosti u vezi sa wegovim daqim kompletirawem.