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<td><a href="https://misportal.jlab.org/ll/index.jsf?function=view&lessonId=844">Improper Storage and Maintenance of Logbooks leads to Inadvertent Disposal of Required Records- Lawrence Livermore National Security, LLC</a></td>
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<h2 style="white-space:nowrap">Statement of Lessons Learned</h2>
<pre>For a copy of the original report, see Attachments on Lessons Learned page.
After building clean-up activities, Logbooks, documenting required environmental records, were not found in their normal location. The Logbooks contained data that is required to be retained for up to 75years, in accordance with LLNL Records Retention Schedule 10, Item 10-00-033. Disposal, by accident or intention, before the end of the retention period, could result in a violation of 22 CCR 66265.195 and 23 CCR Div. 3 Chapter 16 - Underground Storage Tank Regulations.
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<h2 style="white-space:nowrap">Discussion of Activities</h2>
<pre>A building was being cleaned out in preparation of repurposing. During the activities multiple, unmarked Logbooks, were thrown in a dumpster. These Logbooks contained years of monitoring data associated with underground storage tanks and met the LLNL criteria of required “records.”
A facility employee discovered the documents were missing. A search was initiated and all records were retrieved from the dumpster before it was emptied.
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<h2 style="white-space:nowrap">Analysis</h2>
<pre>To ensure availability the Logbooks were not secured in a locked area. They were stored on top of the underground storage tank’s alarm panels. This location enabled them to be readily accessed and filled in by trained facility persons, to document tank alarms. The Logbooks were also required to be periodically inspected by Livermore-Pleasanton Fire Department.
Personnel performing the clean-up were not informed that the Logbooks were in use and needed to remain in place. The Logbooks were not labeled, nor was there any other indication that they were records at all. They did not provide a point of contact for disposition.
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<h2 style="white-space:nowrap">Recommended Actions</h2>
<pre>Below are the consequences of the above event. They are provided for information and discussion purposes only.
In response to this event, facility personnel labeled all Underground Storage Tank and Hazardous Waste records in a manner that alerts others that they are required records and not to be discard. They also specified a point of contact.
The Logbooks were relocated to an area inside the administrative section of the building, away from the repurposing activities.
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<h2>Comments</h2>
<h5 style="white-space:nowrap">8/27/2014 4:10:38 PM by Bailey, Mary Jo</h5>
<pre>Submitted to those current in
GEN018: Vital Records Management
GEN018kd.3: RECORDS MANAGEMENT FOR INDIVIDUALS</pre>
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<legend>Summary</legend>
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<td class="label" nowrap>Lesson ID:</td>
<td class="dataval">844</td>
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<td class="label" nowrap>Status:</td>
<td class="dataval">OK</td>
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<td class="label" nowrap>Doc ID:</td>
<td class="dataval">2014-JLAB-844</td>
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<td class="label" nowrap>Priority:</td>
<td class="dataval">Best Practice</td>
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<td class="label" nowrap>Safety Related:</td>
<td class="dataval">NO</td>
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<td class="label" nowrap>Originator:</td>
<td class="dataval">Bailey, Mary Jo</td>
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<tr class="row">
<td class="label" nowrap>Issued:</td>
<td class="dataval">8/27/2014 4:01:02 PM</td>
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<td class="label" nowrap>Approved By:</td>
<td class="dataval">Bailey, Mary Jo</td>
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<tr class="row">
<td class="label" nowrap>Approved On:</td>
<td class="dataval">8/27/2014 4:10:38 PM</td>
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<td class="label">Source:</td>
<td class="dataval">
DOECRD
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<td class="label" nowrap>Location:</td>
<td class="dataval">OTHER</td>
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<td class="label" nowrap>Cost Savings:</td>
<td class="dataval"></td>
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<td class="label" nowrap>Contact:</td>
<td class="dataval">Jeff Horning, horning1@llnl.gov, 925-424-5393</td>
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<td class="label" nowrap>Queued Emails:</td>
<td class="dataval">0</td>
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<td class="label" nowrap>Sent Emails:</td>
<td class="dataval">0</td>
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<td class="label" nowrap>Viewings:</td>
<td class="dataval">4 times</td>
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<legend>Attachments</legend>
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<li><a target="_blank" href="https://misportal.jlab.org/ll/downloadAttachment?attachmentId=3280">DOE - Yellow - DocStorage.pdf</a></li>
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<legend>Hazard Issues</legend>
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<li>Environmental</li>
<li>Other: Document Retention</li>
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<legend>Skills</legend>
<ul class="lesson_attribute_listing">
<li>GEN018: Vital Records Management</li>
<li>GEN018kd.3: RECORDS MANAGEMENT FOR INDIVIDUALS</li>
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<legend>Distribution/Notification</legend>
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<li>*Division Safety Officers (DSOs)</li>
<li>*Safety Wardens</li>
<li>*DOE Notification</li>
<li>*ESH&Q Liaisons</li>
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