ML20132F369
| ML20132F369 | |
| Person / Time | |
|---|---|
| Site: | 05000000, Waterford |
| Issue date: | 05/05/1980 |
| From: | LOUISIANA POWER & LIGHT CO. |
| To: | |
| Shared Package | |
| ML082320156 | List:
|
| References | |
| FOIA-84-206 UNT-4-004, UNT-4-4, NUDOCS 8510010310 | |
| Download: ML20132F369 (28) | |
Text
4 WATERFORD 3 SES PLANT OPERATING MANUAL y = a seu,_
UT3 UTIS SYSTEY VOLUME 1 UNT-4-004 SECTION 4 REVISION 0 APPROVAL DATE: 5/5/80 A
TITLE: PLANT CORRESPONDENCE CONTROL OLD NUMBER: UNT-AP-176 REV. 0 W4I rghMb1 Tnis procedure has been approved in accordance with UNT-AP-006. This procedure is nu=bered in accordance with UNT-AP-005 and the references listad herein are also in accordance with UNT-AP-005. The referenc1s can be found by using the POM Index.
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'js APPROVED:
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e PROCEDURE NUMBER UNT-AP-176 PL ANT CORRES PONDENCE CONTROL Table of Contents 1.0 SCOPE 2.0 REFEREN CES 3.0 RESPONSIBILITIES 4.0 PROCEDURE 5.0 ATTACEMENTS 5.1 Incoming Mail Flow Chart 5.2 Outgoing Correspondence Flow Chart 53 Interoffice Correspondence Flow Chart 5.4 Received Stamp Format 5.5 Incoming Correspondence Los 5.6 Outgoing Correspondence Los 5.7 Symbol Designators for Departments 5.8 Document Routing Form 59 Action Item Input Form 5.10 Document Transmittal Form For Documents Transmitted to Central Records 5.11 Mail Handling-Specific Instructions 5.12 Ac' tion Item Program Flow 5.13 Document Package Contents Fora List of Effective Pages.
Total Pages 27 Latest Revision 0 Page Effective Date Revision 1 - 11 5-5-80 0
Attachments:
5.1 - 5.13 5-5-80 0
(15 pages) 6
Procedure Nu=ber UNT-AP-176 Unit Waterford 3 Date 5-5-80 Plant Corresponden3e Control Revision 0
1.0 SCOPE 1.1 This procedure is' applicable to all personnel who receive, process, capture, and/or distribute Waterford 3 SES cor-respondence, a
1.2 This procedure provides specific instructions to ensure that incoming, internal, and outgoing correspondence is properly received and processed by mail room personnel, captured for permanent retention by Central Records personnel, and distributed for information/ action by mail room and clerical personnel.
2.0
- EFEDEVCES 2.1 Regulatory Guide 1.88. Collection, Storage, and Maintenance of Nuclear Power Plant Quality Assurance Records, Rev. 2, 10/76 2.2 ANSI N45.2.9-1974, Requirements for Collection, Storage, and Maintenance of Quality Assurance Records for Nuclear Power Plants UNT-AP'178, Control of Plant Documents and Records 2.3 2.4 UNT-AP-180, Operation of Central Records 30 FESPONSIBILITIES 31 The Plant Manager - Nuclear shall be responsible for the approval of this procedure.
32 The Plant Manager - Nuclear is ultimately responsible for the proper handling of all incoming, internal, and outgoing correspondence.
33 The LP&L Adminstrative Supervisor is responsibio for the direct supervision of mail room personnel.
1
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l Procedure Number UNT-AP-176 Unit Waterford 3 Date 5-5-80 Plant Correspondence Control Revision 0
3.4 The I&RM Project Supervisor is responsible for the direct supervision of Central Records personnel.
3.5 All Waterford 3 SES personnel shall adhere to the instructions contained in this procedure when they perform activities related to the control of incoming, internal, and/or outgoing Waterford 3 SES correspondence.
4.0 PROCEDURE 4.1 Definitions 4.1.1 Waterford 3 SES Correspondence - Incoming, internal, and outgoing letters, memoranda, bulletins, reports, and publications generated by or received by person-nel within the scope of activities for Waterford 3 SES.
This includes mail sent in interoffice envelopes and other mail addressed similarly as follows:
LOUISIANA POWER & LIGHT CO.
WATERFORD-3 SES P.O. BOX B EILLONA, LA 70070 ATTN:
HR. JOHN DOE 4.1.2 Technical Documentation - Documents such as, but not limited to federal, state, and local ordinances, guides, codes, and regulations; NRC inspection and enforcement bulletina and reports; industry codes, standards, and guidelines ; design documen ts including calculations and system descriptions; vendor documentation including procurement records, technical equipuent manuals, test records, certifications, modification packages, procedures and S
2
Procedure Number UNT-AP-176 Unit Waterford 3 Date 5-5-80 Plant Correspondence Control Revision 0
drawings; and controlled documents as defined in Reference 2.3, UNT-AP-178, Control of Plant Documents and Records.
R-LPL/UNTAP1788NONE80000/00/00 4.1 3 Personal Mail - Uncontrolled letters, nemoranda, periodicals, journals, or personal mail, none of which is directly related to the construction, operation, or maintenance of Waterford 3 SES.
Items I
anrked " Personal, Confidential, or Proprietary" are included in this category even though they may pertain to tne construction, operation, or maintenance of Waterford 3 SES.
This includes mail addressed similarly as follows:
MR. JOHN DOE LOUISIANA POWER & LIGHT CO.
WATERFORD-3 SES P.O. BOI B KILLONA, LA 70070 4.1.4 Sensitive Documentation - Documents identified as' l
' Confidential or Proprietary", such as plant security I
documentation, personnel records, and proprietary agreements.
Sensitive documentation will be handled in accordance with Reference 2.4, UNT-AP-180, Opera-tion of Central Records.
R-LPL/UNTAP180*NONEspacofoo/co 4.1.5 Correspondence Logs - Prepared forms, which are employed by correspondence control personnel, that document the receipt /captus' of inconing, internal, and outgoing correspondence.
9 3
t Procedure Nu=ber UNT-AP-176 Unit Waterford 3 Date 5-5-80 Plant Correspondence Control Revision 0
4.1.6 File Copy - The recognized and authenticated record copy of documentation for Waterford 3 SES.
The file copy of incoming correspondence is authenticated by date-stamping and initialing.
Internal and outgoing
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correspondence is authenticated by stamping " File Copy" and initialing.
4.1 7 Advance Copy - A copy of original correspondence which is forwarded to an individual having been noted on distribution.
It is authenticated by date-stamping and stcaped " Advance Copy."
It is not accompanied by the Document Routing Form.
4.1.8 Routing Copy - A copy of original correspondence, ac-companied by the original Document Routing Form.
It is to be routed as specified and returned to Central Records when the routing is complete.
It is authenticated by date-stamping, initialing, log numbering, and stamping with " Routing Copy."
4.2 Receipt of Incoming Mail 4.2.1 The Administrative Supervisor shall designate person-nel to pick up/ deliver mail between the Ebasco site mail room and the LP&L mail roca.
This will be ac-complished twice daily.
4.2.2 LP&L mail room personnel shall sort the inconing mail into three classifications:
Waterford 3 SES cor-respondence, technical documentation, and personal asil.
43 Processing Incoming Waterford 3 SES Correspondence (Attachment 5.1)
S 4
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Procedure Number UNT-AP-176 Unit Waterford 3 Date 5-5-80 Plant Correspondence Control Revisica 0
4.3 1 After sorting, all incoming Waterford 3 SES cor-4 respondence will be opened, logged (see section 4.8),
stamped " Received" (Attachment 5.4), and initialed by the mail clerk.
If copies are included, only the original will be initialed.
4 3.2 When document packages are received, the nail clerk shall complete a Document Package Contents Form (Attachment 5.13).
4 3.3 The mail clerk will make necessary distribution copies when no copies are included with the original.
4 3.4 The authenticated (original) file copy shall be temporarily retained by the mail room in the suspense file until the copy portion of the Document Routing Form is attached.
The file shall be transmitted to Central Records on a once-daily basis (Attachment 5.10).
The suspense file will be fully processed into the Records Management System only upon receipt of the original (completed) routing form.
1 4.3.5 A Waterford 3 Docus'ent Routing Form (Attachment 5.8) shall be attached to the distribution copy and forwarded, as specified in Attachment 5.11, Mail Handling - Specific Instructions.
4 3.6 The Plant Manager - Nuclear, Assistant Plant Manager - Nuclear, or an assigned designee shall j
delegate responsibility for review and/or action.
Assigned reviewers say, in turn, assign additional review / action responsibilities to their subordinates.
437 After the initial review / action assignment, the copy pertion of the Document Routing Form shall be l
5
Procedure Number UNT-AP-176 Unit Waterford 3 Date 5-5-80 Plant Correspondence Control R e vi sion 0
forwarded to the mail room for temporary retention; the file copy of the Document Routing Form will be routed along with the routing copy of the document.
4.3.8 As each assigned individual completes the required review, the document shall be forwarded to the next assigned individual.
4 3.9 After the review cycle is complete, as a minimum, the original document routing form and attached document shall be forwarded to Central Records by the last j
reviewer for further processing.
Persons requiring a copy of the document being routed may make such copy during the routics cycle.
1 4.3 10 when action is assigned to an ites, the responsible individual shall complete the Action Item Input Form (Attachment 5 9) and forward the original to Central Records for input into the Action Item Program.
Ao-tion ites printouts will be circulated to the Plant Manager - Nuclear or his designee and to the responsible individual (s) on a regular basis, as well as on an as-needed basis.
Input from the responsible 1
l individual to Central Records shall be required to close an action ites.
The responsible individual any I
use the action ites printout to accomplish this.
The use of the " Action Iten Program" is further delineated in Attachment 5.12, Action Item Prograa Flow.
4.4 Processing Incoming Technical Documentation i
4.4.1 Incoming technical documentation shall be logged, j
stamped " Received", initialed, and forwarded to Central Records for disposition (see section 4.8).
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Procedure Number UNT-AP-176 Unit Waterford 3 Date 5-5-80 Plant Correspondence Control Revision 0
4.4.2 Disposition of technical documentation will be in ac-cordance with Reference 2.3, UNT-AP-180, Control of Plant Documents and Records.
R-LPL/UNTAP178'NONE*0000/00/00 4.4.3 All originals of incoming technical documentation requiring signature will be forwarded to the Plant Manager - Nuclear or his designee.
After signature, the original will be returned to Central Records for disposition.
4.5 Processing Personal Mail 4.5.1 Mail marked " Personal" or is personal as define.d,'
shall have the envelope stamped r'eceived.an'd forwarded unopened.
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4.5.2 It is the responsibility of the addressee to ensure that any Waterford 3 sEs corr'esponde'ce or technical a
documentation delivered as personal mail be returned to the za.11 room for appropriate processing.
4.6 Processing Outgoing Correspondence (Attachment 5.2) 4.6.1 Outgoing correspondence will be written for signature by the Plant Manager - Nuclear or his designee and will be submitted to the appropriate personnel for typing.
4.6.2 The typist shall type the outgoing correspondence, assign an outgoing correspondence log cumber (see section 4.8), and return the correspondence to the author for review and subsequent submittal to the Plant Manager - Nuclear for signature.
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Precedure Nunber UNT-AP-176 Unit Waterford 3 Date 5-5-80 Plant Cor respondence Control Revision 0
4.6.3 The Plant Manager - Nuclear or his designee will review the correspondence and have any necessary cor-rections made, either reject or sign it, and forward via the typist, to the nail room for mailing.
Required distribution and capture of a file copy may be initiated by the typist.
a 4.6.4 The Adminstrative Supervisor is responsible for maintaining consistency in outgo,ing correspondence formatting and forms usage.
4.7 Processing Internal Correspondence (Attachment 5 3) j 4.7.1 The author of internal correspondence is responsible for determining the nature of the correspondence as l
it relates to Waterford 3 SES.
4.7.2 When internal correspondence meets the definition of Waterford 3 SIS correspondence, the author shall submit a copy to the asil group for capture of a file i
copy.
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4.7 3 The author of internal correspondence may elect to treat that correspondence as outgoing correspondence subject.to section 4.6 of this procedure.
4.8 Correspondence Logging Requirements 4.8.1 The Incoming Correspondence Log and the Outgoing Cor-respondence Log (Attachments 5.5 and 5.6) shall be completed by legibly printing the information specified in this section in the appropriate columns.
After completion of the log sheet (s), each shall be transmitted to Central Records for processing.
i 4
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l Procedure Number UNT-AP-176 Unit Waterford 3 Date 5-5-80 Plant Correspondence Control Revision 0
4.8.2 Inocsing Correspondence Log 4.8.2.1 LOG NUMBER - A unique identifier of alpha-numeric characters which is to be a four-digit number preceded by an "I" and the current year.
The numbers are to be sequential beginning with 0001.
Ihe first item for 1980 would be log number i
i I-80-0001.
This number shall be placed on the original incoming Waterford 3 SES cor-respondence and/or incoming technical documentation and entered into the Incoming Correspondence Log.
For traceability, it shall also be placed on the Waterford 3 Document Routing Form and any required ac-tion item input forms.
4.8.2.2 DATE RECEIVED / INITIALED - The date the document was received by the LP&L mail room and the initials of the person entering the document into the log.
4.8.2 3 ORIGINATOR - The name/ title of the person / organization who sent the document.
4.8.2.4 RECEIVER - The name/ title of the person receiving the document.
4.8.2.5 SUBJECT / TITLE - The title of the document when available.
A very brief description of the subject, including any attachments or enclosures, when the title is unavailable.
Consult the Administrative Supervisor on questions regarding subject.
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Procedure Number UNT-AP-176 Unit Waterford 3 Date 5-5-80 Plant-Correspondence Control Revision 0
4.8.3 outgoing Correspondence Los 4.8 3 1 LOG NUMBER - A sequential four-digit number preceded by W3, the department designator (Attachment 5.7), and the current year.
The first outgoing correspondence from Startup in 1980 would be log number W3380-0001.
This number will be placed on all outgoing correspondence and entered into the Outgoing Correspondence Log.
The Administrative Supervisor shall be responsible for the assignment of the outgoing log numbers.
4.8 3 2 DATE ORIGINATED - The date that appears on the outgoing correspondence.
l 4.8 3 3 ORIGINATOR - The name/ title of-the person originating the correspondence.-
4.8.3 4 RECEIVER - The name of the l
person / organization to whom the cor-respondence is being sent.
4.8.3 5 DATE MAILED / INITIALS - The date that the correspondence was mailed and the initials of the person closing out the correspondence los sheet entry.
All other columns shall be completed at the time the log number is assigned to the outgoing correspondence.
It it is found that the correspondence is not to be asiled, this column must have the word
'YOID" entered to indicate that the log number was not used.
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Procedure Nu=ber UNT-AP-176 Unit '4aterf ord 3 3cte 5-5-80 Plant Correspondence Control Revision 0
4.8.3.6 SUBJECT / TITLE - The title of the document when available.
A very brief description of the subject, including any attachments or enclosures, when the title is unavailable.
Consult the Administrative Supervisor on questions regarding subject.
5.0 atrienwrvTs 5.1 Incoming Mail Flow Chart 5.2 Outgoing Correspondence Flow Chart 53 Interoffice Correspondence Flow Chart 5.4 Received Stamp Format j
5.5 Incoming correspondence Los 5.6 Outgoing Correspondence Los 5.7 Symbol Designators for Departments 5.8 Document Routing Fora 5.9 Action Item Input Form 5.10 Document Transmittal Form for Documents Transmitted to Central Records 5.11 Mail Handling - Specific Instructions 5.12 Action Item Program Flow 5.13 Document Package Contents Form 1
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1 VATTEFCED 3 RECEIVED STJ0fP FORMAT The received stamp shan contain the fo n oving information IECEITED uA*TRFUED 3 Date - Tina Log. No.
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OUTGOING CORRESPONDENCE LOG LOG NUL!BER DATE DAT E ORIGI N ATOR RECEWER LPGL.
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S'uBOL DEE 0MATORS FOR DEPARTMENTS i
S"mbol Desartment A
Administration H
Health Physics M
Maintenance a
N Stores / Spare Parts O
Operations Q
Quality Control l
R Records 3
Startup T
Training t.
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Security l
T Technical Support i
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UNT-AP-116.'
Revision 0 i
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WNEN ROUTING IS COMPLETE, FORWARD TO CENTRAL RECORDS l
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arvPe A2.c3 WATERFORD 3 ACTIONiTEMINPUT FORM DdSTRUC1100eB: COMPJTE PCRM ANO RETURN ORIGINAL TO CE!.7AL RECOROS. RETA'N C"M FOR YOUR :NFORMAT'.CN.
DCFw' ' MENT NURSER DOC"JMENT DATE ORIGINATOR M
SUBJECTmTLE RESPONSISLE INOMOUAL ACTION REQUIRED ACTION DUE DATE AUTHORIZED SIGNATURE DATE G
ffirf-AD-17 A Attachmene 5,4 Revision 0
MTYDE. A2. l2 TRANSV G BY OATE TRANSMM WATERFORD 3 COCUMENTTRANSMITTAL FORM POR DOCUMENTS TRANSMTTTED TO CENTRAL RECORDS The toneans oocame are ransmemo to canew necor::e ter processmg ano me s&RM symem:
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Roomwee 8y case CNT-AP-176.10 Revision 0
Mail Mcadling - Specific Instructions To provide consistency, the sail shall be handled necording to the following guidelines:
1 1.
All mail received via the U.S. Mail:
A.
To a specific person in care of a company (e.g., LP&L),
stamp the envelope received and forward unopened to the e
addressee.
3.
To Waterford 3 and/or LP&L (even when addressed to the at-tantion of and individual), open, stamp received and initial, log, capture a file copy by so indloating file copy, and forward to the addressee along with the envelope and a Document Routics Form.
This does not include mail as defined in section 2 of this instruction, nor anil clearly identified as "information only.'
C.
All brochures, magazines, etc. shall be stamped received and forwarded to the addressee.
In such instances where no individual addressee is designated send to Document Control
- Startup.
2.
All interoffice mail will be opened unless specifically
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identified as Personal or Confidential and will be further processed as follows:
4 i
1.
Mail addressed to D.S. Lester from F.J. Drummond, L.T.
Maurin, L.F. McCrooklin or the NRC shall be stamped received and initialed, logged, attached to a routing form, copied when necessary (if an additional copy is available use it as the file copy in lieu of reproducing a copy for routing),
and sent to D.B. Lester for routing and/or action assignment.
B.
When general distribution asil is received, stamp all mail received and initial it, then handle as follows:
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3.3. Lester and/or S.A.
Alleman copy to be logged, captured, stamped " Routing Copy," attached to a routing fors, and sent to S.A.
A11enan for review and/or action assignment.
2.
P.V.
Prasankumar, stamp " Advance Copy," and send directly to P.V.
Prasankunar.
3 T.K.
Araignton, stamp " Advance Copy," and send directly a
to T.K. Armington.
4.
File (or Waterford 3), capture for Central Records as the suspense copy.
Be sure to include the log number and to stamp " File Copy."
5.
Discard til other copies if t'aey exist.
6.
Note:
If the author of the letter is onsite, address that person on the Routing Form.
3.
All other mail not previously covered in guidelines 1 and 2 shall be opened, stamped received, stamped ' Advance Copy,' and sent directly to the addressee.
t UNT-AP-176.11
. Revision 0 2
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Action Item Program Flow Definition:
Action Item a A docu=ent that requires activity such as cor-recting an audit deficiency, response for concur-rence or nonconcurrence, review of design / component / installation for compliance, etc.
The Action Item Program cay also be employed as a tracking device for status of any activity desired; however, it is not the intent of the Action Item Program to track the review cycle status for documentation being reviewed.
Action Item Input Fors = (Attachment 5.9)
The Action Item Program basically functions as follows:
DOCUMENTATION BEING ROUTED.
1 ACTION REQUIRED?
107 TES 1.
Complete Action Item Input Form (Attachment 5 9), retain copy, forward original to Central Records.
EgII:
When assigning an individual other than yourself or a
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subordinate, that individual should be made aware that he is responsible for the assigned action item.
2.
Central Records personnel input data to the Action Item Program Database.
3 On a weekly basis (or as deemed necessary), the Central Records personnel will obtain printouts of the Action Item Program:
a.
All Action Items b.
Overdue Action Items c.
Action Items by Individual UNT-AP-176.12 Revision 0 1
c.
Action Itess by Individual Forward itens a and b to the Asst. Plant Manager, and item o to the responsible individual.
When the Action Item is completed:
1.
The responsible individual details the action taken, includes ELL references by letter number and closed date in the complete section of the action item printout, initials and forwards to Central Records.
2.
Central Records personnel closes out the action iten in the Action Item Program Database, and updates the Record File with the information supplied by the responsible individual, utilizing the remarks section of the record affected.
3 If an action item was not the result of correspondence, the Action Item printout will be microfilmed as a permanent record of action having been taken.
UNT-AP-176.12 Revision 0 2
4 P~i"!!:
A2.01 INCor501,00 NO:
DOCUMENT PACKAGE CONTD'TS FORM DOCUMENTS CONTAniD WITHIN PACKAGE LOCATION
- 8
- Location denotes where, within the package the listed documents begins. In cases of LER's tha location may be one or two frames off due to the incorporation of a " Plant Experience Review Record." The intent of this form is to aid the user when retrieving the documents on alerofilm.
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