26.04.01.21

.21 Record Maintenance.

A. A supplier of water shall keep records of microbiological analyses and turbidity analyses for at least 5 years and records of chemical analyses for at least 10 years. Actual laboratory reports may be kept, or data may be transferred into tabular summaries, provided the following information is included:

(1) The date, place, and time of sampling, and the name of the person who collected the sample;

(2) Identification of the sample as to whether it was a routine distribution system sample, check sample, raw or processed water sample, or other special purpose sample;

(3) Date of analysis;

(4) Laboratory and person responsible for performing analysis;

(5) The analytical technique/method used; and

(6) The results of the analysis.

B. A supplier of water shall keep records of the action to correct violations of this regulation for at least 3 years from the date of the last action taken with respect to the particular violation involved.

C. Copies of any written reports, summaries or communications relating to sanitary surveys of the system conducted by the supplier of water, by a private consultant, or by any local, State or federal agency shall be kept by that organization for a period of at least 10 years after completion of a sanitary survey.

D. The supplier of water shall keep records for at least 5 years after expiration of the variance or exemption.

E. Copies of public notices issued pursuant to Regulation .20 of this chapter and certifications made to the Approving Authority shall be kept for 3 years after issuance.

F. 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 §A of this regulation, except as specified elsewhere in this chapter.

G. The Approving Authority may keep the records for the time requirements established in this regulation for a supplier of water if requested in writing by the supplier.

H. In addition to the previous requirements of this regulation, a ground water supplier subject to 40 CFR §141 Subpart S shall maintain information in its records, including the following:

(1) Documentation of corrective actions. Documentation shall be kept for a period of not less than 10 years.

(2) Documentation of notice to the public as required under Regulation .20-2E(9). Documentation shall be kept for a period of not less than 3 years.

(3) Records of decisions under Regulation .11-2D(5)(b) of this chapter and records of invalidation of fecal indicator-positive ground water source samples under Regulation .11-2G of this chapter. Documentation shall be kept for a period of not less than 5 years.

(4) For consecutive systems, documentation of notification to the wholesale system(s) of total-coliform positive samples that are not invalidated under 40 CFR §141.21(c) until March 31, 2016, or under 40 CFR §141.853 beginning April 1, 2016. Documentation shall be kept for a period of not less than 5 years.

(5) For systems, including wholesale systems that are required to perform compliance monitoring under Regulation .11D of this chapter:

(a) Records of the minimum disinfectant residual specified by the Approving Authority for 4-log virus inactivation. Documentation shall be kept for a period of not less than 10 years.

(b) Records of the lowest daily residual disinfectant concentration and records of the date and duration of any failure to maintain the minimum residual disinfectant concentration for a period of more than four hours. Documentation shall be kept for a period of not less than 5 years.

(c) Records of specified compliance requirements for membrane filtration and of parameters specified by the Approving Authority for alternative treatment, and records of the date and duration of any failure to meet the membrane operating, membrane integrity, or alternative treatment operating requirements for more than four hours. Documentation shall be kept for a period of not less than 5 years.

I. In addition to §A of this regulation, a public water supplier subject to 40 CFR §141, Subpart Y shall maintain information in its records, including the following:

(1) The supplier shall maintain any assessment form, 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 corrective actions taken under Regulation .11-4H of this chapter for Approving Authority review. This record shall be maintained by the supplier for a period not less than 5 years after completion of the assessment or corrective action.

(2) The supplier shall maintain a record of any repeat sample taken that meets Approving Authority criteria for an extension of the 24-hour period for collecting repeat samples as provided for under Regulation .11-4H(1)(a) of this chapter.