SOFTWARE APPLICATION FOR A TOTAL MANAGEMENT OF A RADIOACTIVE FACILITY E. Mirpuri* R. Escudero 2, M a.t. Macias 3, J. Pérez 4, A. Sánchez 5, F.

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1 SOFTWARE APPLICATION FOR A TOTAL MANAGEMENT OF A RADIOACTIVE FACILITY E. Mirpuri* R. Escudero 2, M a.t. Macias 3, J. Pérez 4, A. Sánchez 5, F. Usera 6 'Centro de Investigación Cooperativa en Biociencias, Derio, Vizcaya, Spain 2 Centro Nacional de Investigaciones Cardiovasculares Carlos III, Madrid, Spain 3 Instituto de Investigaciones Biomédicas "Alberto-Sols" (CSIC-UAM), Madrid, Spain 4 Centro Nacional de Investigaciones Oncológicas, Madrid, Spain 5 Centro de Biología Molecular "Severo-Ochoa" (CSIC-UAM), Madrid, Spain 6 Centro Nacional de Biotecnología (CSIC), Madrid, Spain Abstract. The use of radiological material and/or equipment that generate ionizing radiation is widely extended in biological research. In every laboratory there are a large variety of methods, operations, techniques, equipments, radioisotopes and users related to the work with ionizing radiation. In order to control the radioactive material, users and the whole facility a large number of documents, databases and information is necessary to be created by the manager of the Radioactive Facility. This kind of information is characterized by a constant and persistent manipulation and includes information of great importance such as the general management of the radioactive material and waste management, exposed workers vigilance, controlled areas access, laboratory and equipment reservations, radiological inspections, etc. These activities are often complicated by the fact that the main manager of the Radioactive Facility is also in charge of Biosafety and Working Prevention Issues so the documents to generate and manipulate and the procedures to develop are multiplied. A procedure to access and manage all these files is highly recommended in order to optimize the general management of the facility, avoiding loss of information, automating all the activities and allowing data necessary for control easily accessible. In this work we present a software application for a total management of the facility. This software has been developed by the collaboration of six of the most important research centers from Spain in coordination with the company Appize Soluciones. This is a flexible and versatile application that adapts to any specific need of every research center, providing the appropriate reports and checklists that speed up the general management and increase the ease of writing the official documents, including the Operations Book. KEYWORDS: biological research, radioactive facility, total management software. 1. Introduction In biological research, the use of encapsulated or non encapsulated sources as equipments that generate ionizing radiation is commonly extended. There are many different practices that may be developed and there are also many radioactive type materials that may be used. In addition, workers that use radioactivity have a high renewal ratio profile, which makes the management of the facility much more complicated. The personnel that carry out the radioactive activities and the facilities must comply with the regulations arranged by the authorities [1, 2, 3], which requires a thorough control of every point related to the radioactive facility in order to guarantee the safely working conditions and giving traceability to all the operations. This control is based on a special training for exposed workers [5, 6], the development of safe and efficient procedures [7, 8, 9] and the filling in of different forms and documents that must be preserved in the facility [10], A great amount of information is produced in regular working conditions. In most of the cases this information contains sensitive data that must be kept under protection according to the Constitutional Law for Data Protection (LOPD) [11], Furthermore there is an additional complication due to the necessity of performing continuous enquiries to the stored data for secondary documentation writing such as decay calculations, Operations Book or yearly Radioactive's Facility reports. In order to make easier the regular operation of the facility it seems necessary to perform an appropriate, efficient and safe system for data storage combining the right manipulation of sensitive information and an easy and fast access to data, leading to a simple manipulation for calculations and documents writing, avoiding the loss of information and promoting standarization and automation of the processes. Presenting author, emirpuri@cicbiogune.es 1

2 It is important to keep in mind that in many cases the person in charge of the radioactive facility from a research center is also responsible of another department such as biosafety or Risk Prevention Unit. In those cases the management of data and activities must be simultaneously developed and the amount of information increases. With the aim of covering these necessities we have performed a modular application software suitable for almost every radioactive facility from research centres. The keyponts of the software are: 1. Unify all the information and its sources. 2. Data arrangement. 3. Easy and fast availability of the information 4. Current status view of the facility (Radioactive products, waste material, control access areas, exposed workers, etc.) 5. Generation of a wide variety of reports. 6. Integration and management of different activities in an independent profile. 2. Material and methods The management system has been developed with the help, experience and knowledge of some of the most important research centres from Spain. Their experience through all these years and the strict regulations observance has been a great advantage to create an efficient management system. Software has been developed by the company Apizze Soluciones Informáticas [12], drawing on their experience in creating management software for biosciences companies. The program has been created with a modular structure, This means that the informatic application is made of different modules interrelated among them allowing cross searches, data calculation and reports writing. In general the software works as a database (Fig. 1) with a different profile for the person in charge of the facility/service (manager) and users. The basic modules of the program are: Radioactive Facility Module Biosafety Module Miscellany Module Figure 1. Coded access profile T Usuario Contraseña ENTRAR Tom Peters ' Cuando el coital y la Mens»;» son Steve Jobs Ui innovación tic tiene rada que ver s ccwi&ies e tono 5 por iju si. B Hue con cuántos aõbíes tf gastas-en t-d marca la diferencia es la calidad del cavtúlhumano" Ha es cuestión de Sine, es eueslicn de persea». 2

3 3. Results All the information related to the radioactive facility is filed by the application and it can be used by the person responsible to prepare reports and data calculations. According to the Radioactive Facility, the program manages the following issues: Exposed workers and medical vigilance. Radioactive Sources Vigilance. Radioactive Areas Reservations Equipments Reservations Radioactive Waste Management. Inspections. Incidents/Accidents. Detectors management and request. The manager creates every user's profile (Fig. 2) with a personal and secret password. Figure 2. New user's permission * m * # \ * - - y \ Administradores Usuarios Oepar!enríenlas Grupos <3e permisos [xjcuug PC DioGUHE» Usuarios > Usuarios > Nuevo itstwrtp -Ci [impoi «n azul ici acones Nombre Apellido Teléfono Extensión Ernaií DNI Fecha de nacimiento Foto Permisos Logirt Password MlilQ "54 31 «C ÇÍ S 201 ] ai í 1 137! ^j] B :S*lacdona:i IL bammr, V Centro de trabajo Sin Ajia*!*r v Departamento ii" ujgnv Curriculum reducido y, 3

4 Once the user is allowed to work with the database he will be able to ask for every permission, order or enquiry included in the program such as exposed workers permission request, (Fig. 3), Radioactivity Area Reservation (Fig. 4) or Radioactive material request (Fig. 5). Figure 3. New Exposed worker request., s \ J : \ Alertas Bioseguridad Instalación Radiactiva Gestión general [x]cerrar Radiactiva > Nueva Solicitud ' Los campos en azul son obligatorio I Enviar~ Volver"] Envía la solicitud! Eduardo Mirpuri Departamento : Servicio de protección Radiológica y Bioseguridad Tipo: Centro: Solicitud de alta tie trabajadores expuestos Sin Asigna! Personal Data Datos personales: Working Data Apellidos: j Nombre! DNI: Fecha de nacimiento: Fecha incorporación Centro: J Trainina Data Datos Laborales: Health Data Laboratorio! Telefono: J Responsable Laboratorio: e-ms j Licences Data Categoría profesional! O Plantilla O Personal temporal O Trabajador externo Personal en formación: O Pregrado O Posgrado O Predoctoral O Pos doctoral Puesto de trabajo: : Radioisótopos y/o equipos radiactivos a utilizar: Formación específica en radiaciones ionizantes: Ha realizado cursos relacionados con radiaciones ionizantes: O Sí O n Operador Campo de aplicación: Supervisor Campo ds aplicación: H Fecha: Dispone de Licencia Capacitación: O Sí O No 4

5 Figure 4. Radioactivity Facility Reservation Aleñas BioteauritfJd instalación Radiactiva Gestión (jefioral Eduardo Racfcoc&va > Hueva Sofcatud ' LOI Ufnpo* vzwl ton oslif atcves Ra&scBva: Envii la isficttudr Tipo; Cf'fiftror Eduardo^ Mirpuri SurwBUÍsa pru-tsííién FLadiõlógíí:!» y Biu to-gunijid StliM^ 44feõer»3iH&MWKW» ft* I I Sin Align w rfa»» Hwarfedt nth^i Zens e«dfj&ajtm^iawjie^;. Adtvitfto *!*»li?«ühl-íríícíic-nri «-ta llad a Date Reservation Schedule Working Area Procedure Ftehi 4* Figure 5. Radioactive Material request. Alarias Biosegundad limalacion Radiactiva b»1i«n general CM RAI R**octinra>ttuOT«Sddtud "LCI ttmaoi *n< *zu!hon c-cligiion* i RüCfciCl^ri; Errai i la gçll-íitud: T.»: Eduardo Kirp-ura S«rvic*o> d# protection».s«!hjíõ.jiçb y BK-Siuwridfld /" S-ifciUíS Sm eusiiiii rfci *arri Compound V eir.y&í IHM-iúi'*; -BI 1 ftêdíaiííftepç: Aetoridtd no-l-hitac* i twfehtóftflt V Chi camarcrjaíi PP Hlf*flHWl»l SIMIOS] Uniaidvii Horrors S-n uidií-a i Radioisotope Activity Company Code Number C*±-'i»-i'±n «LillASfe F *rh d«*«i viae Hi ora i 5

6 Manager's profile is different and allows the supervisor to make data calculations for radioactive decays or write periodical reports of the radioactive facility. Every event related to the facility can be recorded in the database. As the information is coded and stored in order to use it for later reports or data calculations, all the information from user's profile is related with the manager's profile, for example in the case of radioactive orders. The order asked by users is coded so it can be traced when it enters into the facility (Fig. 6). A decay window calculates the current activity in the facility by each radioisotope. (Fig. 7). Figure 6. Radioactive Material Reception Alertas BmsíQ undid insiíucujn Radiactiva Gnll6it general Radiactiva ' Jueva iolk liid CtflJWil Rafflacliva: Nimi'jio de pedido Radioisótopo Actividad «licitada Facha de actividad Tasa dosis A lrti c f± nialle uto T 3 aiti a mtirü ni'j Laboratorio lesp. Code Number Radioisotope Activity Activity Date Dose Rate Storage Figure 7. Activity and Decays. NSFAIACICN HAANCLLVJ Ensnnsi CÊURAII Ai iivid i"! por RsjsmdÉjiD y Total LOM íltns'ój liul ten C bllf I li'lol Fecha Radio iíóto yj Actividad IRA Actividad Almacenes Actividad. Total IRA Date Radioisotope Total Radioisotope's Activity Store Room's Activity Total Activity 6

7 Waste removal can be managed and activity calculation of the radioactive waste store room is also displayed. A management of any incident in the facility is also available. Any other information such as inspections or detectors requests can also be added to the program. Relevant management information can be found using the search mode (Fig. 8). For creation of reports and the writing of the Operations Book a search tool can also be used (Fig. 9) Figure 8: Search Mode Alertes sioscguuded instalación Raditclivt Gcslion gonial Radiactiva > ScwoliKSes ' Mutgyj Mitnutl Eíuar4í> FJirpMI: (xjchmit F A m p*>" C«fcro: Exposed Workers iud(»: Código, liltfe tkf ^ Of Tit*. 11T..-4 SDf'DSid ''-* T+fti'J '# ] VT"-. Seíia^jd n istio laiwrokyio in rkuc^eupct o* ****** Ç* RK 'J* UK istl Contador I PSCliBEufl MJÉUItfftM FMdwM rmhmojyih Radioactive material order Access IBDU Sot Asignar WlCEtltí ífcl 1J» dd -rt }fr t ( ft... JTÍOSÍIJM 13:16:00 CMWWIIW Reservation RUS 3 5 SIN ASIMILAR kiieiriu «JU" a» tiiujuow CXEtMS 'Ü5.MA» 13:15:00 P«E-E<LTE Detectors, etc. ROOM SHlASI^MÍ íçbçrtitf «ÍW a LiÉKjratorig IT L<U ' :37:00 PNTTIW* IAJC LIRF DC ATU DRTR FLBAIADC'C. (VGffii.1 Resultados i 1 - dt 4 IT.'OJ. IOCS 15:";<M PMON1U Figure 9: Reports Creation Alertas Bioseguridad instalación Radiactiva Oeslíõn B«,r.1 Eduardo Mirpuri Jx] cerras Elaboración ele Informes Loj íimpni #n uwl isn Ractachva: EmJa i»»stici(>jd: De part a m cn'o; Setviclo dc protecciónftadioíõglc*y tlior.rqurid.id Tip : C o m o! Sir Atiijr-.il insertar evento Material Radiactivo; Contrd de accesos; Inspecciones O) ÍJ CC Radioactive material Access control Exposed workers I n s p e c t i o n s. 7

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