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Long Term Preservation of Information for Decommissioning Projects

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Long Term Preservation of Information for Decommissioning Projects 10.24 mm technical reportS series no. This report draws on the growing body of experience (both positive and negative) related to the preservation of documentation and the retention of essential skills required to successfully plan and carry out decommissioning activities. In selecting and organizing ‘lessons learned’, the report provides a timely reminder, to decision makers and practitioners alike, that 467 a lack of attention to record keeping may result Technical Reports SeriEs No. 467 in a costly misallocation of resources and may present safety problems. The report focuses on the management and organization of such records. Long Term Preservation of Information for Decommissioning Projects Long Term Preservation of Information for Decommissioning Projects INTERNATIONAL ATOMIC ENERGY AGENCY VIENNA ISBN 978–92–0–101808–3 ISSN 0074–1914 08-06571_D467_covI-IV.indd 1 2008-07-08 09:34:05 LONG TERM PRESERVATION OF INFORMATION FOR DECOMMISSIONING PROJECTS The following States are Members of the International Atomic Energy Agency: AFGHANISTAN GREECE NORWAY ALBANIA GUATEMALA PAKISTAN ALGERIA HAITI PALAU ANGOLA HOLY SEE PANAMA ARGENTINA HONDURAS PARAGUAY ARMENIA HUNGARY PERU AUSTRALIA ICELAND PHILIPPINES AUSTRIA INDIA POLAND AZERBAIJAN INDONESIA PORTUGAL BANGLADESH IRAN, ISLAMIC REPUBLIC OF QATAR BELARUS IRAQ REPUBLIC OF MOLDOVA BELGIUM IRELAND ROMANIA BELIZE ISRAEL RUSSIAN FEDERATION BENIN ITALY SAUDI ARABIA BOLIVIA JAMAICA SENEGAL BOSNIA AND HERZEGOVINA JAPAN SERBIA BOTSWANA JORDAN SEYCHELLES BRAZIL KAZAKHSTAN SIERRA LEONE BULGARIA KENYA SINGAPORE BURKINA FASO KOREA, REPUBLIC OF SLOVAKIA CAMEROON KUWAIT SLOVENIA CANADA KYRGYZSTAN SOUTH AFRICA CENTRAL AFRICAN LATVIA SPAIN REPUBLIC LEBANON SRI LANKA CHAD LIBERIA SUDAN CHILE LIBYAN ARAB JAMAHIRIYA SWEDEN CHINA LIECHTENSTEIN SWITZERLAND COLOMBIA LITHUANIA SYRIAN ARAB REPUBLIC COSTA RICA LUXEMBOURG TAJIKISTAN CÔTE D’IVOIRE MADAGASCAR THAILAND CROATIA MALAWI THE FORMER YUGOSLAV CUBA MALAYSIA REPUBLIC OF MACEDONIA CYPRUS MALI TUNISIA CZECH REPUBLIC MALTA TURKEY DEMOCRATIC REPUBLIC MARSHALL ISLANDS UGANDA OF THE CONGO MAURITANIA UKRAINE DENMARK MAURITIUS UNITED ARAB EMIRATES DOMINICAN REPUBLIC MEXICO UNITED KINGDOM OF ECUADOR MONACO GREAT BRITAIN AND EGYPT MONGOLIA NORTHERN IRELAND EL SALVADOR MONTENEGRO UNITED REPUBLIC ERITREA MOROCCO OF TANZANIA ESTONIA MOZAMBIQUE UNITED STATES OF AMERICA ETHIOPIA MYANMAR URUGUAY FINLAND NAMIBIA UZBEKISTAN FRANCE NETHERLANDS VENEZUELA GABON NEW ZEALAND VIETNAM GEORGIA NICARAGUA YEMEN GERMANY NIGER ZAMBIA GHANA NIGERIA ZIMBABWE The Agency’s Statute was approved on 23 October 1956 by the Conference on the Statute of the IAEA held at United Nations Headquarters, New York; it entered into force on 29 July 1957. The Headquarters of the Agency are situated in Vienna. Its principal objective is “to accelerate and enlarge the contribution of atomic energy to peace, health and prosperity throughout the world’’. TECHNICAL REPORTS SERIES No. 467 LONG TERM PRESERVATION OF INFORMATION FOR DECOMMISSIONING PROJECTS INTERNATIONAL ATOMIC ENERGY AGENCY VIENNA, 2008 COPYRIGHT NOTICE All IAEA scientific and technical publications are protected by the terms of the Universal Copyright Convention as adopted in 1952 (Berne) and as revised in 1972 (Paris). The copyright has since been extended by the World Intellectual Property Organization (Geneva) to include electronic and virtual intellectual property. Permission to use whole or parts of texts contained in IAEA publications in printed or electronic form must be obtained and is usually subject to royalty agreements. Proposals for non-commercial reproductions and translations are welcomed and considered on a case-by-case basis. Enquiries should be addressed to the IAEA Publishing Section at: Sales and Promotion, Publishing Section International Atomic Energy Agency Wagramer Strasse 5 P. O. B o x 1 0 0 1400 Vienna, Austria fax: +43 1 2600 29302 tel.: +43 1 2600 22417 email: [email protected] http://www.iaea.org/books © IAEA, 2008 Printed by the IAEA in Austria August 2008 STI/DOC/010/467 IAEA Library Cataloguing in Publication Data Long term preservation of information for decommissioning projects. — Vienna : International Atomic Energy Agency, 2008. p. ; 24 cm. — (Technical reports series, ISSN 0074–1914 ; no. 467) STI/DOC/010/467 ISBN 978–92–0–101808–3 Includes bibliographical references. 1. Nuclear facilities — Decommissioning — Management. 2. Nuclear facilities — Decommissioning — Costs. 3. Nuclear facilities — Decommissioning — Data processing. I. International Atomic Energy Agency. II. Series: Technical reports series (International Atomic Energy Agency) ; 467. IAEAL 08–00516 FOREWORD The objective of final decommissioning should be considered from the earliest stage of the life cycle of a facility, and needs to focus on the acquisition and maintenance of the relevant records. In performing the detailed planning for the permanent shutdown of a facility, a dedicated effort is needed to develop the strategy for the selection and management of the key records. As published information and guidance on record keeping relevant to nuclear decommissioning is relatively scarce, more attention needs to be placed on the management and organization of records. Experience indicates that a lack of attention to record keeping may result in a costly misallocation of resources and may present problems of safety. The objective of Technical Reports Series No. 411 (2002) (TRS 411) was to provide information, to relate experience and to give assistance on how to identify, update as needed and warrant access to the records necessary to assist in the decommissioning of nuclear facilities. As a significant aspect of record keeping, it is important to make provisions to retain the most important information to facilitate future decommissioning, even in long term projects. When there are significant delays between permanent shutdown and the completion of dismantling, arrangements must be put into place to ensure that the necessary information is preserved. This refers not only to the physical preservation of information, but also to its legibility and the skills needed to understand its technical meaning and to start in due course. As a follow-up to TRS 411, this report is intended to present information and provide practical guidance on long term preservation of information and technical knowledge in decommissioning projects. A preliminary draft was prepared by an IAEA consultant, F. Takats, Hungary, and the IAEA technical officer, M. Laraia, responsible for this publication. Following the preliminary drafting, a series of consultants meetings was held to review and amend this report, at which a number of international experts participated. Special thanks are due to D. Lemire, Canada, who chaired the meetings and coordinated the preparation of the final report. EDITORIAL NOTE Although great care has been taken to maintain the accuracy of information contained in this publication, neither the IAEA nor its Member States assume any responsibility for consequences which may arise from its use. The use of particular designations of countries or territories does not imply any judgement by the publisher, the IAEA, as to the legal status of such countries or territories, of their authorities and institutions or of the delimitation of their boundaries. The mention of names of specific companies or products (whether or not indicated as registered) does not imply any intention to infringe proprietary rights, nor should it be construed as an endorsement or recommendation on the part of the IAEA. CONTENTS SUMMARY . 1 1. INTRODUCTION . 3 1.1. Objectives . 4 1.2. Scope . 5 2. INFORMATION TRANSFER FOR DECOMMISSIONING . 7 2.1. Information content and media . 10 2.2. Records management tools . 12 2.3. Procedures for record keeping . 18 2.4. Physical management of records . 20 2.5. Efficiency and cost effectiveness . 21 2.6. Knowledge management . 22 3. LONG TERM ASPECTS OF RECORDS MANAGEMENT . 24 3.1. Preservation strategy . 25 3.2. Records media . 27 3.3. Electronic preservation issues . 29 3.4. Technological aspects . 33 3.5. Records storage facilities . 37 3.6. Records maintenance and protection . 41 3.7. Destruction criteria . 43 3.8. Security . 44 4. PRESERVATION OF KNOWLEDGE FOR DECOMMISSIONING PROJECTS . 45 4.1. Information preservation and knowledge transfer for decommissioning . 48 4.2. Human aspects . 49 4.3. Transfer of knowledge . 50 5. CONCLUSIONS AND RECOMMENDATIONS . 54 5.1. Records preservation over time . 55 5.2. Periodic assessment of records, and criteria for the assessment for long term preservation . 55 5.3. Records transfer and sharing . 56 5.4. Long term training and competence building . 56 APPENDIX I: INTERNATIONAL AND NATIONAL INITIATIVES FOR SUSTAINABLE NUCLEAR PROGRAMMES . 59 APPENDIX II: ADDITIONAL MEDIA AND HARDWARE CONSIDERATIONS FOR LONG TERM PRESERVATION FOR RECORDS . 67 APPENDIX III: LONG TERM PRESERVATION RESEARCH . 74 APPENDIX IV: SOFTWARE SOLUTIONS TO SUPPORT LONG TERM DIGITAL PRESERVATION . 76 REFERENCES . 83 BIBLIOGRAPHY . 89 ANNEX I: EXAMPLES OF NATIONAL EXPERIENCE . 91 ANNEX II: EXAMPLES OF LESSONS LEARNED . 123 GLOSSARY . 153 CONTRIBUTORS TO DRAFTING AND REVIEW . 157 SUMMARY This report aims to provide guidance to Member States who are planning to carry out long term decommissioning projects on the approaches and technologies that can be used for the organization, maintenance, and later use of records that span a wide range of time and operating environments. The report was prepared as a follow-up to Technical
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