N.Y. Comp. Codes R. & Regs. tit. 6, § 383-13.2 – Recordkeeping requirements.

(a) The permittee must retain and maintain legible, comprehensible records, including all:
1. (1) completed waste shipment manifests;
2. (2) shipment nonconformance reports;
3. (3) waste inspection, monitoring, sampling, analysis and acceptance records including videotapes of the X-ray inspections of waste packages;
4. (4) waste treatment, reprocessing, and repackaging records;
5. (5) waste package documents required in subdivision (f) of this section;
6. (6) disposal unit documents required in subdivision (g) of this section;
7. (7) monitoring data and records and records of inspections as required by Subpart 383-10 of this Part;
8. (8) reports of exceedances of action levels, alerts, site area emergencies and other abnormal occurrences;
9. (9) the monthly and annual operations reports required by sections 383-13.3 and 383-13.4 of this Subpart;
10. (10) personnel training records that document the type and amount of both introductory and continued training that has been given to and completed by facility personnel;
11. (11) the survey maps required by section 383-11.4(d) of this Part; and
12. (12) any other records required by the permit or by orders of the department.
(b) The permittee must retain and preserve the originals of the records required by this Part in legible and readily retrievable form in a secure building located on the disposal site until the end of the operation period. At that time, the permittee must move the originals of the records to a secure building located off of the disposal site, and the permittee must retain and preserve the originals of the records until the end of the institutional control period. At the end of the institutional control period, the custodial agency must retain and preserve the originals of the records.
(c) The permittee must maintain one set of copies of the records required by this Part for routine use and access in a recordkeeping system approved in the permit.
(d) The permittee must maintain one set of copies of the records required by this Part, in a form approved in the permit, at a location other than the disposal site until the end of the institutional control period. The copies must be stored at a location other than that used, after the operational period, for storage of the original records.
(e) At the end of the closure period, a copy of the waste package documents listed in subdivision (f) of this section and the disposal unit documents listed in subdivision (g) of this section must be sent to the chief executives of the county or counties in which the facility is located and to any other person designated by the department at that time.
(f) The waste package documents must provide a complete record of each waste package through receipt, inspection, acceptance, treatment, reprocessing, repackaging and disposal. The documents must also provide summaries of the total quantities of waste which have been received, accepted, treated, processed, repackaged and disposed by categories. The documents must contain physical and chemical descriptions of the waste, the waste volumes, the radionuclides contained and their quantities, and the total radioactivity by waste classification. The location of each waste package must be identified on a grid system, shown on cross-sectional and plan views of each disposal unit.
(g) The disposal unit documents must provide a complete record of each disposal unit. The documents must include a description of the disposal unit; as-built drawings of the disposal unit; a chronological history of the construction of each disposal unit and of disposal operations in the disposal unit; summaries of waste contained in the disposal unit; a description of the closure of the disposal unit; a grid system of the disposal unit allowing the location of the disposal of waste shipments to be identified; and cross-sectional and plan views of the disposal unit.
(h) The permittee must store information pertaining to the receipt and disposal of waste as required in this section.
1. (1) The permittee must maintain access to a computer recordkeeping system for electronic storage and manipulation of information, including information transcribed from manifests that accompany shipments of waste to the land disposal facility. The following information must be stored in the computer recordkeeping system:
  1. (i) the date that the shipment was received at the land disposal facility;
  2. (ii) the date of disposal of the waste;
  3. (iii) a unique shipment manifest number;
  4. (iv) the location of disposal at the disposal site;
  5. (v) the volume of any pallet, bracing, or other materials that are included with waste shipments, or are generated from on-site activities, and are disposed of as contaminated or suspect materials; and
  6. (vi) the manifest information required by Part 381 of this Title.
2. (2) The permittee must develop and use the computer recordkeeping system in accordance with a quality assurance program that, at a minimum, addresses system development, verification, operation, maintenance, and modification. The permittee must impose controls (e.g., backup data storage, access controls) to ensure that the stored data is protected against loss or unauthorized modification.
3. (3) Information must be transferred to and stored in the computer recordkeeping system as the waste is received, inspected, and disposed of, unless the computer recordkeeping system is disabled at the time the waste is received, inspected, or disposed of. In the event that the computer recordkeeping system is disabled or access is lost, information must be transferred to and stored in the computer recordkeeping system within five business days after access to the computer recordkeeping system has been restored, unless the department approves in writing a longer time period.
4. (4) Temporary disablement of or loss of access to the computer recordkeeping system need not preclude waste disposal, provided that the information is transferred and stored after access is restored and within the time period required in paragraph (3) of this subdivision.
5. (5) Information may be transferred to and stored in the computer recordkeeping system before receipt of waste, provided that the accuracy of the transferred information is confirmed when the shipment is received, inspected, and disposal is completed.
6. (6) The permittee must enter information into the computer recordkeeping system according to quality control procedures to ensure accurate transcription of data.
7. (7) The computer recordkeeping system must be capable of tracking the origin, transport, disposition, and characteristics of individual waste packages.
8. (8) The computer recordkeeping system must be capable of manipulating the data in a variety of ways, as required to make reports as specified by this Part or the permit. At a minimum, the computer recordkeeping system must be able to determine parameters such as waste volume, radionuclide inventories, radiation levels, or chelating agent content as a function of other parameters such as the waste description, the solidification agent, the waste or stability class, the waste generator, or groups of waste generators ( e.g., nuclear utilities, hospitals).