Orphan Source Search Training Administrative Searches for Orphan

Orphan Source Search Training Administrative Searches for Orphan Sources

Introduction • By the end of this module students will be able to: – Describe an administrative search – State the purpose of administrative searches – Make a list of potential information sources – Describe methods of gathering data – Evaluate information obtained for priorities regarding further administrative or physical searches Administrative Searches for Orphan Sources 2

Overview • • • Purpose of administrative searches Definition of an administrative search Sources of information Methods for obtaining information Analysis of data Administrative Searches for Orphan Sources 3

Administrative searches • Administrative searches are a part of the National Strategy for regaining control over orphan sources and improving control over vulnerable sources Administrative Searches for Orphan Sources 4

The Problem • Searching for known missing sources is relatively straightforward – Check records: administrative search – Ask people: administrative search • The tougher problem is, how do you find out about what is unknown and may not exist? – Look in likely places: physical search – Survey for radiation: physical search Administrative Searches for Orphan Sources ? 5

Administrative vs. Physical Searches Remember • Administrative searches involve: – collecting data from a variety of sources – studying and analyzing the data obtained • Physical searches involve: – going and looking – surveying for radiation Administrative Searches for Orphan Sources 6

Administrative searches are performed to: • develop an initial inventory of radioactive sources • provide assurance that an existing inventory is complete • provide evidence of a lost source • give focus to, or prioritize physical searches Administrative Searches for Orphan Sources 7

What are the first steps? • Develop a list of useful information sources • Determine the best method for collecting information from those sources • Brainstorming with a group of knowledgeable individuals will provide a more specific listing for a particular country or region Administrative Searches for Orphan Sources 8

Sources of information • • Governmental authorities Non-governmental and international organizations Experts, users and owners Manufacturers and suppliers Any records associated with source storage Individual workers Pioneers (early workers – often retired) (The public) Under certain circumstances! Administrative Searches for Orphan Sources 9

Governmental Authorities • Any level of government with authority related to safety and security of sources: – – Ministries/Departments Competent authorities Regulatory authorities Regional or local authorities • Including: radiation safety, nuclear power, health, environment, industry, mines, agriculture, transport, education, customs, law enforcement Administrative Searches for Orphan Sources 10

Governmental Authorities • Be aware of historical changes in, or transfer of, authority – Records get lost – Gaps in control occur • Beware of issues related to unclear designation of responsibility in federalstate systems • Government should have records of licenses or authorizations, including their own sources Administrative Searches for Orphan Sources 11

International Govt. Collaboration • Inter-governmental co-operation on records are important: – Sources move across borders – A source lost in one country may be found in a neighbouring country and vice versa • States parties to the Early Notification and Assistance Conventions may be required to provide information regarding lost Category 1 -3 sources Administrative Searches for Orphan Sources 12

Non-governmental and International Organizations • Many have knowledge about sources: – Transport modal organizations – Professional organizations and societies – Original equipment manufacturer associations – Technical organizations and trade groups Administrative Searches for Orphan Sources 13

Users and Owners • Ask about documents or records for sources: – – currently in their possession previously used installed in other facilities shipped or transferred to other users or owners • May have sources on their premises of which they are unaware…perhaps due to staff leaving • May know of others in their field that use similar radioactive sources or devices Administrative Searches for Orphan Sources 14

Manufacturers and Suppliers • Maintain records including: – design specifications – radiological information about sources – locations where sources were shipped or installed Administrative Searches for Orphan Sources 15

E. g. , From the Troxler website: http: //www. troxlerlabs. com/Products Road. Reader Model 3430 -3440 Moisture-Density Gauges Administrative Searches for Orphan Sources 16

Waste Storage Locations • Compare historical records of those who contributed sources in the past to current records about source users • This may identify some users who have not registered or licensed their sources Administrative Searches for Orphan Sources 17

Individual Workers • Individuals workers often know about radioactive sources and events • Some of these sources and events may not be documented • Some workers may need to be reassured of anonymity or immunity to encourage disclosure of information about abandoned or illegally discarded sources Administrative Searches for Orphan Sources 18

Pioneers • Those who first worked with radioactive material in a country may have unique knowledge • Interview them about the early days 60 Co teletherapy circa 1953 Administrative Searches for Orphan Sources 19

The Public (use caution!) • Contact with care • Can be helpful regarding a known missing source, but may be easily frightened • Hence limit the number of times they are asked for information or warned • It is NOT appropriate to ask for public help to search for low risk sources • Only do so if the public is already widely aware of the missing source Administrative Searches for Orphan Sources 20

Methods of Gathering Information • Methods for administrative searches: – Review of records – Interviews – Use of broadcast media (rare) • Method depends on reason for and extent of the search • Review the information gathered – Sort information from public appeals – Review official documents – Analyze personal interviews Administrative Searches for Orphan Sources 21

Media • May be used to add to the initial inventory • Those with information should notify the regulatory authority • Be aware that the search for sources may become the story. • Ensure there is no disincentive to reporting, such as fees Administrative Searches for Orphan Sources 22

Broadcast Media • May be useful when a dangerous source is known to be missing • Consider developing a communications plan • Include a description, a photo, the trefoil, contact details and what to do/not to do when found • Useful if a source is stolen incidentally to a vehicle theft (common with portable gauges) • For dangerous sources, physicians may need to be reminded about the symptoms of radiation sickness/burns Administrative Searches for Orphan Sources 23

Records Searches • Hard Copy – – – • Files Log books Source certificates Index or data cards Computer printouts Electronic – Text – Spreadsheets – Databases Records to be searched • Authorizations • Registrations • Licenses • Inspection reports • Transport records • Import/Export permits • Duty Payments • Customs Logs • Inventories • Purchase orders • Incident reports • Medical records • Dosimeter records • Work orders • Accountability Logs • Waste disposal logs Administrative Searches for Orphan Sources 24

Records • Reviewing records takes a lot of time and effort • Broad based searches not done routinely • Review records as part of a focused search for a particular piece of information – skim most data – Time period – Type of source – Industry or sector Administrative Searches for Orphan Sources 25

Use of the Internet or Phone Book • Manufacturer’s catalogues and websites • News reports of incidents • Find companies in the country performing particular services or in a particular industry that typically uses radioactive sources, such as bottling companies, mining companies, etc. Administrative Searches for Orphan Sources 26

Interviews • Can include: – Telephone calls – Email questions – Standardized questionnaires • • Develop a basic set of questions Ask follow-up questions for clarity Non-judgmental approach Be sensitive to evasiveness Administrative Searches for Orphan Sources 27

Evaluation and Analysis • Look for discrepancies, inconsistencies, isolated bits of information not related to known sources • Sort data for prioritized follow up administrative or physical search Administrative Searches for Orphan Sources 28

Summary • Why conduct an administrative search? • Give some examples of potential information sources. • What cautions should you consider in deciding to use the public or the broadcast media? • How can the Internet be used to help with an administrative search? Administrative Searches for Orphan Sources 29

Thank you!