Administrative Searches for Orphan Sources

1. Administrative Searchesfor Orphan Sources

2. Introduction • By the end of this module students will be able to: • Describe what an administrative search is • 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

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

4. The Basic Problem • Searching for known missing sources is relatively straightforward • The tougher problem is, how do you find out about what is unknown and may not exist? • Check records: administrative search • Ask people who may know: administrative search • Look in likely places: physical search • Survey for radiation: physical search ?

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

6. Purpose of Administrative Searches • Administrative searches are performed to gather information about radioactive sources in order 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

7. First Steps • The first steps in an administrative search are to: • develop a list of useful information sources • determine the best method for collecting information from those sources • Some suggestions for these are given, but brainstorming with a group of knowledgeable individuals will provide a more specific listing for a particular country or region

8. Sources of Information to Consider • Governmental authorities • Non-governmental and international organizations • Users and owners • Manufacturers and suppliers • Waste repository records • Individual workers • Pioneers • Relatives, neighbours and friends • The public

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

10. Governmental Authorities • Beware 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 federal-state systems • Government should have records of licenses or authorizations, including their own 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

12. Non-governmental and International Organizations • Many have knowledge and involvement with sources: • Transport modal organizations • Professional organizations and societies • Service organizations • Technical organizations and trade groups

13. Users and Owners • 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

14. Manufacturers and Suppliers • Maintain a large number of records relating to their products, including: • design specifications • locations where sources were shipped or where they installed sources

15. Waste Repositories 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

16. Individual Workers • In addition to official records, individuals who work for these groups have personal memories of radioactive sources and events • These may provide indication of a source that is not documented anywhere • Even rumours might be useful • May need to provide assurance of anonymity or immunity to encourage discussion of violations including abandoned or illegally discarded sources

17. Early Pioneers • Those who first worked with radioactive material in a country • May have unique knowledge • Interview them while they are still around and able to recallthe early days

18. Relatives, Neighbours and Friends • This information resource is particularly important for a source that caused radiation injury • Especially if injured person is incapacitated • Information to be gained might include: • Habits of injured person, leading to a possible source location • Other persons who may be at risk • Needs sensitive handling

19. The Public • Must be accessed with care • Can be helpful regarding a known missing source, but may be easily scared • Hence limit the number of times they are asked for information or warned

20. Methods of Gathering Information • Three methods for administrative searches: • Use of broadcast media • Records review • Interviews • Method depends on reason for and extent of the search • Administrative searches are investigations • Sort information from public appeals • Review official documents • Analyze personal interviews

21. Broadcast Media • Include: • Newspapers • Radio • Television • Posters • Good for initial inventory development • Broadcast request for those with information to notify the regulatory authority • Ensure there is no disincentive such as fees

22. Broadcast Media Good for when a dangerous source is known to be missing Include description, photo, trefoil, hazard, what to do/not do if found, contact Useful if a source stolen incidentally to a vehicle theft Alert physicians to symptoms of radiation sickness/burns

23. Records Searches 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 • Hard Copy • Files • Log books • Sanitary passports • Source certificates • Index or data cards • Computer printouts • Electronic • Text • Spreadsheets • Databases

24. Records • Reviewing records takes a lot of time and effort • Broad based searches not done routinely • Part of a focused search for a particular piece of information – skim most data • Time period • Type of source • Industry or sector

25. Use of the Internet or Phone Book • Manufacturer’s catalogues • News reports of incidents • Find companies in country performing particular services or in a particular industry that typically uses radioactive sources • E.g. bottling companies, mining companies

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

27. Evaluation and Analysis • Analogy to the discovery of Neptune • Find what is not known by indications of its presence (perturbation of Uranus) • Look for: • discrepancies, inconsistencies • isolated bits of information not related to known sources • Sort data for prioritized follow up administrative or physical search

28. Summary • Administrative searches help find what is unknown • A list of potential information sources must be developed • Appropriate methodologies are used to get data from those sources selected • Evaluation and analysis of the data determines the next steps, if any