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Virginia Administrative Code
Title 12. Health
Agency 5. Department Of Health
Chapter 590. Waterworks Regulations
12/6/2021

12VAC5-590-550. Recordkeeping.

A. The owner shall maintain all of the waterworks records in accordance with the Records Retention and Disposition Schedule of the Library of Virginia, General Schedule No. 7 for public utility records of county and municipal governments.

B. The owner shall retain at the waterworks or at a convenient location near the waterworks the following records for not less than the time periods specified:

1. Microbiological analyses and turbidity analyses, including records of any repeat samples collected and meeting the criteria for an extension of the 24-hour period for collecting repeat samples as required under 12VAC5-590-380 -- Five years.

2. Chemical Analyses -- 10 years.

3. The following information shall be provided for subdivisions B 1 and B 2 of this section:

a. Date, place, and time of sampling as well as the name of the person who collected the sample;

b. Identification of sample (e.g., routine, repeat, confirmation sample, source water, other);

c. Date of analysis;

d. Laboratory or person responsible for performing analysis;

e. Analytical method or technique used; and

f. Results of the analysis.

4. Individual filter monitoring required under 12VAC5-590-531 A 2 b -- Three years.

5. Results of disinfection profile including raw data and analysis -- Indefinitely.

6. Disinfection benchmarking including raw data and analysis -- Indefinitely.

7. Original records of all sampling data and analyses, reports, surveys, letters, evaluations, schedules, department determinations, and any other information required by 12VAC5-590-405 A 1 and 12VAC5-590-405 A 2, 12VAC5-590-405 B, 12VAC5-590-405 C, and 12VAC5-590-405 D pertaining to lead and copper -- 12 years.

8. Results from the initial round of source water monitoring under 12VAC5-590-401 B 1 and the second round of source water monitoring under 12VAC5-590-401 B 2 until three years after bin classification under 12VAC5-590-401 D 1 for the particular round of monitoring.

9. Any notification to the department that source water monitoring will not be conducted due to meeting the criteria of 12VAC5-590-401 B 4 -- Three years.

10. Results of treatment monitoring associated with microbial toolbox options under 12VAC5-590-401 E 3 through 12VAC5-590-401 E 7 and with uncovered finished water reservoirs under 12VAC5-590-415, as applicable, -- Three years.

11. Action taken to correct violations of this chapter-- Three years after last action with respect to violation involved.

12. The owner shall retain completed assessment forms for all Level 1 and Level 2 assessments conducted in accordance with 12VAC5-590-392 C, regardless of who conducts the assessment, and documentation of corrective actions completed as a result of those assessments, or other available summary documentation of the sanitary defects and correction actions taken under 12VAC5-590-392 D for a period not less than five years after completion of the assessment or corrective action, whichever is later.

13. Copies of reports, summaries, or communications relating to any sanitary surveys performed -- 10 years following inspection.

14. Variance or exemptions granted (and records related thereto) -- Five years following expiration of the variance or exemption.

15. Cross-connection control program records -- 10 years.

16. The owner of a waterworks that recycles flow, as stipulated in 12VAC5-590-395 C, shall collect and retain on file the recycle flow information for review and evaluation by the department. This information shall be retained for a minimum of 10 years. Information shall include, as a minimum:

a. Copy of the recycle notification submitted to the department.

b. List of all recycle flows and the frequency with which they are returned.

c. Average and maximum backwash flow rate through the filters and the average and maximum duration of the filter backwash process, in minutes.

d. Typical filter run length and a written summary of how the filter run length is determined.

e. The type of treatment provided for the recycle flow.

f. Data on the physical dimensions of the equalization or treatment units, typical and maximum hydraulic loading rates, type of treatment chemicals used, average dose, frequency of use, and frequency at which solids are removed, if applicable.

17. Copies of monitoring plans developed pursuant to this chapter shall be kept for the same period of time as the records of analyses taken under the plan are required to be kept under subsection A or B of this section, except as specified elsewhere in this chapter.

18. The owner shall retain the following additional records:

a. Plant operational records -- five years after the end of the calendar year;

b. Current organizational or staffing chart;

c. Record (As-built) engineering plans and specifications of facilities -- Retain for the life of the facility;

d. Equipment manuals for items in use -- Retain for the life of the equipment or facility;

e. Shop drawings of major equipment in use -- Retain for the life of the equipment;

f. Current list or chart of required laboratory tests with test frequencies and sampling locations;

g. Current preventive maintenance schedule;

h. Records of repair or replacement of equipment in use --
Retain for the life of the equipment;

i. Updated map of water distribution system; and

j. All accident reports -- Three years.

C. The owner of a waterworks with groundwater sources shall maintain the following records:

1. Corrective actions – --10 years.

2. Public notification as required by 12VAC5-590-540 -- Three years.

3. Invalidation of groundwater source samples -- Five years.

4. For consecutive waterworks, notification to the wholesale waterworks of coliform-positive samples -- Five years.

5. For a waterworks required to conduct compliance monitoring:

a. Department-specified minimum residual disinfectant --10 years.

b. Lowest daily residual disinfectant concentration -- Five years.

c. Dates and duration of any failure to maintain the department-specified minimum residual disinfectant concentration for a period of more than four hours -- Five years.

d. Department-specified compliance parameters for alternative treatment and records of the date and duration of any failure to meet the alternative treatment operating requirements for more than four hours -- Five years.

Statutory Authority

§§ 32.1-12 and 32.1-170 of the Code of Virginia.

Historical Notes

Derived from VR355-18-005.11 § 2.22, eff. August 1, 1991; amended, Virginia Register Volume 9, Issue 17, eff. June 23, 1993; Volume 12, Issue 2, eff. November 15, 1995; Volume 18, Issue 19, eff. July 3, 2002; Volume 19, Issue 20, eff. July 16, 2003; Volume 21, Issue 13, eff. April 6, 2005; Volume 25, Issue 5, eff. December 10, 2008; Volume 28, Issue 5, eff. December 7, 2011; Volume 33, Issue 3, eff. November 2, 2016; Volume 37, Issue 20, eff. June 23, 2021.

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