§ 2-192. Required record keeping.

The person assigned to manage the system's alcohol-testing program will maintain the alcohol testing records in accordance with the provision set out in this procedure.

(1)

The following types of records will be maintained.

a.

Records related to the collection process:

1.

Calibration documentation for EBT devices.

2.

Documentation of BAT/STT training.

3.

Documents generated in connection with decisions to administer reasonable-suspicion alcohol tests.

4.

Documents generated in connection with decisions to administer post-accident alcohol tests.

5.

Documents verifying existence of medical explanation of the inability of a covered employee to provide adequate breath for alcohol testing.

b.

Records related to test results:

1.

The system's copy of the alcohol test form, including the results of the test.

2.

Documents related to the refusal of any covered employee to submit to a required alcohol test.

3.

Documents presented by a covered employee to dispute the result of an alcohol test administered under this procedure.

c.

Records related to other violations outlined in this procedure.

d.

Records of procedures to be followed if there is a positive confirming test.

e.

Records related to the system's annual alcohol misuse testing data and "missed test" information to the Research and Special Projects Administration of the US Department of Transportation as prescribed by the federal regulations.

f.

Records related to education and training of employees and supervisors:

1.

Materials on alcohol misuse awareness, including a copy of the system's policy on alcohol misuse.

2.

Documentation of compliance with the requirements of 49 CFR Parts 199.231 and 40.

3.

Documentation of training provided to supervisors for the purpose of qualifying the supervisors to make a determination concerning the need for alcohol testing based on reasonable suspicion.

4.

Certification that any training conducted under this procedure complies with the requirements of 49 CFR Parts 199 and 40.

(2)

Records will be maintained for the following periods.

a.

For a minimum period of five (5) years:

1.

Records of employee alcohol test results with results indicating an alcohol concentration of two hundredths (0.02) or greater.

2.

Documentation of refusals to take required alcohol tests.

3.

Calibration documentation of each EBT used in alcohol testing, including records of the results of external calibration checks.

4.

Management information system (MIS) annual alcohol misuse report data.

5.

Documents pertaining to "missed tests".

b.

For a minimum period of two (2) years:

1.

Records related to the collection process (except calibration of EBT devices).

2.

Records related to training.

3.

Records of the inspection and maintenance of each EBT used in employee testing.

4.

Documentation of the system's compliance with the quality assurance procedure for each EBT it used for alcohol training.

c.

For a minimum of one (1) year:

1.

Records of employee test results with results indicating alcohol concentration below two hundredths (0.02).

(Ord. No. 92-05, § 1, 11-17-05)