Display Related Directives to this directive.

U.S. Department of Energy ORDER
Washington, D.C. DOE O 231.1 Chg 2
Approved: 09-30-95
Review: 09-30-97

SUBJECT: ENVIRONMENT, SAFETY AND HEALTH REPORTING Chg 2: 11-07-96

1. OBJECTIVE. To ensure collection and reporting of information on environment, safety and health that
is required by law or regulation to be collected, or that is essential for evaluating Department of Energy
(DOE) operations and identifying opportunities for improvement needed for planning purposes within
the DOE.

2. CANCELLATIONS. The Orders or paragraphs of Orders listed below are canceled. Cancellation of
an Order or paragraphs of Orders does not, by itself, modify or otherwise affect any contractual
obligation to comply with such an Order or paragraphs of Orders. Canceled Orders or paragraphs of
Orders incorporated by reference into a contract shall remain in effect until the contract is modified to
delete the reference to the requirements in the canceled Orders.

a. Chapter II; paragraph 2d, and the second sentence of paragraph 3(b) of Chapter III; and
paragraph 10 (c) of Chapter IV of DOE 5400.1 of 11-9-88.

b. Paragraphs 5a(2) and 5a(7) of DOE 5400.2A, ENVIRONMENTAL COMPLIANCE ISSUE
COORDINATION, of 1-31-89.

c. Paragraph 1a(3)(a) of Chapter II of DOE 5400.5, RADIATION PROTECTION OF THE
PUBLIC AND THE ENVIRONMENT, of 2-8-90.

d. Paragraphs 5b(1) and 6a(23) of DOE 5440.1E, NATIONAL ENVIRONMENTAL POLICY
ACT COMPLIANCE PROGRAM, of 11-10-92.

e. Paragraph 9e of DOE 5480.3, SAFETY REQUIREMENTS FOR THE PACKAGING AND
TRANSPORTATION OF HAZARDOUS MATERIALS, HAZARDOUS SUBSTANCES
AND HAZARDOUS WASTES, of 7-9-85.

f. Paragraph 6a(4) of DOE 5480.26, TRENDING AND ANALYSIS OF OPERATIONS
INFORMATION USING PERFORMANCE INDICATORS, of 1-15-93.

g. Paragraphs 2a, 2b, and 2c of Chapter III of DOE 5483.1A, OCCUPATIONAL SAFETY
AND HEALTH PROGRAM FOR DOE CONTRACTOR EMPLOYEES AT
GOVERNMENT-OWNED CONTRACTOR-OPERATED FACILITIES, of 6-22-83.

h. Paragraph 1e of Chapter II and Chapters III, IV, and V of DOE 5484.1, ENVIRONMENTAL
PROTECTION, SAFETY, AND HEALTH PROTECTION INFORMATION REPORTING
REQUIREMENTS, of 2-24-81.

i. Paragraphs 7c(6), 7c(7)(a), 7c(8)(a), and 7g(8)(f) of DOE 5630.12A, SAFEGUARDS AND
SECURITY INSPECTION AND ASSESSMENT PROGRAM, of 6-23-92.
Vertical line denotes change.

Distribution: Initiated by:
All Departmental Elements Office of Environment, Safety
and Health

2 DOE O 231.1 Chg 2
11-07-96

3. APPLICABILITY.

a. DOE Elements. Except for the exclusions in paragraph 3c, below, this Order applies to all
DOE elements.

b. Contractors. Except for exclusions in paragraph 3c, below, the Contractor Requirements
Document (CRD), Attachment 1, sets forth requirements to be applied to contractors awarded
contracts for performing work for DOE on DOE-owned and -leased facilities. Contractor
compliance with the CRD will be required to the extent set forth in the contract. Contractors
shall be directed to continue to comply with the requirements of Orders canceled by this Order
until their contracts are modified to delete the reference to the requirements of the canceled
Orders or paragraphs of Orders.

c. Exclusions.
(1) Activities conducted under the authority of the Director, Naval Nuclear Propulsion
Program, as described in Public Law 98-525, with the exception of reporting required
by Title 29, Code of Regulation (CFR), 1960.

(2) Occurrence reporting activities covered in DOE O 232.1, OCCURRENCE
REPORTING AND PROCESSING OF OPERATIONS INFORMATION, of
9-25-95.

4. REQUIREMENTS. The reports listed under Responsibilities and in the CRD shall be submitted in
accordance with DOE M 231.1-1, ENVIRONMENT, SAFETY, AND HEALTH REPORTING
MANUAL, of 9-30-95, which specifies in detail the reports that shall be filed, the persons or
organizations responsible for filing the reports, the recipients of the reports, the format in which the
reports shall be prepared, and the time schedules on which the reports shall be filed. The DOE M
231.1-1 is a mandatory part of this Order. Procedures, protocols, or other methods shall be developed
on a site-wide or facility basis to meet the reporting requirements contained in this Order and DOE M
231.1-1.

5. RESPONSIBILITIES.

a. Heads of DOE Elements shall meet the reporting requirements in DOE M 231.1-1, Chapters
II and III.

(1) Report work-related fatalities, injuries, and illnesses occurring among DOE and
contractor employees arising out of work primarily performed at DOE-owned or -
leased facilities in accordance with DOE M 231.1-1, Chapter II, paragraph 2a.

Vertical line denotes change.

DOE O 231.1 3
9-30-95

(For additional information regarding occupational safety
and health (OSH) programs, see DOE O 440.1, WORKER
PROTECTION MANAGEMENT FOR DOE FEDERAL AND CONTRACTOR
EMPLOYEES, of 9-30-95; 29 CFR 1904, and
29 CFR 1960.)

(2) Report work-related damage or loss of property and vehicles
in accordance with DOE M 231.1-1, Chapter II, paragraph 2c.
Estimated loss or damage to DOE property or other property
amounting to $5,0OO or more, or estimated costs of $5,000 or
more for cleaning (including decontamination), renovating,
replacing, or rehabilitating structures, equipment, or
property. Estimated damage of $1,000 or more that involves
Government-owned, -rented, or -leased vehicles or privately
owned vehicles operated while on official business, shall be
considered a "recordable case" and shall be reported.
Excluded are commercial rental motor vehicles and private
motor vehicles used for short periods of time (1 to 14 days)
by employees on official travel status, and on which mileage
records are not kept. The effective date of the revised
reporting threshold for property and vehicle damages in this
paragraph is 1-1-96. Prior to that date, the thresholds for
reporting property and vehicle damages are to remain at
$1,000 and $500, respectively, in order to ensure a uniform
reporting basis within each year.

(3) Report work-hours and vehicle usage in accordance with
DOE M 231.1-1, Chapter II, paragraph 2f; include total
quarterly work-hours and vehicle usage, on a calendar year
basis, for use in normalizing DOE accident statistics.

(4) Report DOE annual estimated property valuation in accordance
with DOE M 231.1-1, Chapter II, paragraph 2g; include annual
(on a calendar year basis) estimates of property valuation
by organization for use in normalizing DOE accident
statistics.

(5) Report interim exposure data reporting in accordance with
DOE M 231.1-1, Chapter III, paragraphs 1 and 3. (For
additional information, see 10 CFR 835, "Occupational
Radiation Protection.") Report work-related ionizing
radiation exposure data pertaining to an individual who
visits a DOE or DOE contractor site or facility to the
Radiation Records Repository, to the individual's employer,
and to that individual

(6) Report annual exposure data in accordance with
DOE M 231.1-1, Chapter III, paragraphs 2 and 3. (For
additional information, see 10 CFR 835, "Occupational
Radiation Protection.") DOE facility directors shall report
ionizing radiation exposure data summaries to the Radiation
Records Repository for each monitored person-.

4 DOE O 231.1
9-30-95
(7) Submit radiological exposure reports to individuals in
accordance with DOE M 231.1-1, Chapter III, paragraph 4.
(For additional information, see 10 CFR 835, "Occupational
Radiation Protection.") Radiological exposure data
pertaining to a visit to a DOE or DOE contractor site by an
individual shall be provided as a report to that individual.

(8) Submit Annual Summary of Fire Damage in accordance with
DOE M 231.1-1, Chapter II, paragraph 3. (For additional
information, see DOE 0420.1, "FACILITY SAFETY, of
9-30-95.") Submit an annual report of fire damage to the
DOE fire protection authority having jurisdiction by 3-31 of
the following calendar year.

(9) Submit epidemiologic analyses -- Excess Injuries and
Illnesses in accordance with DOE M 231.1-1, Chapter II,
paragraph 4. Notify the Assistant Secretary for
Environment, Safety and Health of suspected excesses of
illnesses or injuries that require epidemiologic analyses to
determine if the excesses are work related.

(10) Submit OSH information in support of epidemiological studies
conducted by external organizations in accordance with
DOE M 231.1-1, Chapter II, paragraph 5. Submit OSH
information, upon request, to Centers for Disease Control
officials, state health officials, their contractors, and
grantees conducting epidemiological studies.

b.Cognizant Secretarial Officers.
(1) National Environmental Policy Act Reporting In Accordance
With DOE M 231.1-1, Chapter I, paragraph 2. (For additional
information, see DOE O 451.1, "NATIONAL ENVIRONMENTAL POLICY
ACT COMPLIANCE PROGRAM, of 9-11-95.") Each Secretarial
Officer shall, for matters under the office's purview;

(a) Report annually on the progress made in implementing,
and the effectiveness of, any commitment for
environmental impact mitigation that is essential to
render the impact of a proposed action not significant
or that is made in a record of decision; and

(b) Prepare an annual National Environmental Policy Act
planning summary

(2) Safeguards and Security Vulnerability Reporting in
accordance with DOE M 231.1-1, Chapter IV. (For additional
information, see DOE 5634.1B, "FACILITY APPROVALS, SECURITY
SURVEYS, AND NUCLEAR MATERIALS SURVEYS, of 9-15-92.") Upon
receipt of a draft inspection report containing a "marginal"
or "unsatisfactory" rating or other finding of noncompliance

DOE O 231.1 5
9-30-95

with requirements or performance weakness, the lead
cognizant secretarial officer shall report on corrective
actions to the Under Secretary.

c. Assistant Secretarv for Environment, Safety and Health

(1) Annual Report to the Secretary of Energy in accordance with
DOE M 231.1-1, Chapter II, paragraph 1. Prepare a report on
the status and adequacy of DOE and contractor performance of
their occupational safety and health responsibilities.

(2) Periodic Summary of Accident Data in accordance with
DOE M 231.1-1, Chapter II, paragraph 2h. Prepare a DOE-wide
summary of accident data

(3) Ionizing Radiation Exposure Information.

(a) Inform the cognizant Secretarial Officer when a
Headquarters employee's occupational ionizing
radiation exposure for a given period approaches 70%
of an administrative or regulatory limit; and

(b) Approve the use of alternate media for submitting
information to the Radiation Records Repository as
required by this Order.

(4) DOE ES&H Performance Indicator Report in accordance with
DOE M 231.1-1, Chapter II, paragraph 6b. (For additional
infomation, see DOE O 210.1, "PERFORMANCE INDICATORS AND
ANALYSIS OF OPERATIONS INFORMATION, of 9-27-95.") Prepare a
quarterly DOE Summary Performance Indicator report.

d. Heads of Field Elements (Managers and Directors).

(1) National Environmental Policy Act Reporting in accordance
with DOE M 231.1-1, Chapter I, paragraph 2. (See
DOE O 451.1, "NATIONAL ENVIRONMENTAL POLICY ACT COMPLIANCE
PROGRAM.") Heads of a Field Organization shall, formatters
under their Offices' purview:

(b) Prepare an annual National Environmental Policy Act
planning summary.

6 DOE O 231.1
9-30-95

(2) Annual Site Environmental Reports in accordance with
DOE M 231.1-1, Chapter I, paragraph 1. Field element
managers and directors shall prepare, on an annual basis, a
summary of environmental data so as to characterize site
environmental management performance.

e. Assistant Secretary for Human Resources and Aministration in
accordance with DOE M 231.1-1, Chapter II, paragraph 2a. Reports
required by this Order which relate to work-related injuries,
illnesses, property damage, vehicle damage, work-hours and vehicle
usage involving DOE Headquarters employees are to be prepared and
submitted by the Office of the Assistant Secretary for Human
Resources and Administration.

6. REFERENCES. The following references describe additional sources of
information that may assist in the implementation of this Order.

a. DOE 1324.5B, RECORDS MANAGEMENT PROGRAM, of 1-12-95, establishes
the DOE records management policy and program for managing
records.

b. Title 29 CFR 1904, "Recording and Reporting Occupational Injuries
and Illnesses," provides Occupational Safety and Health
Administration standards for recording and reporting occupational
injuries and illnesses.

c. Title 29 CFR 1960, "Basic Program Elements for Federal Employee
Occupational Safety and Health Programs and Related Matters,"
Subpart I, "Recordkeeping and Reporting Requirements," provides
Occupational Safety and Health Standards for recording and
reporting Federal employee occupational injuries and illnesses.

d. DOE 5700.2D, COST ESTIMATING, ANALYSIS. AND STANDARDIZATION,
of 6-12-92, establishes policy and responsibilities for
developing, reviewing, and preparing cost estimates; standardizing
cost estimating procedures; and improving cost estimating and
analytical techniques, cost data bases, cost and economic
escalation models, and cost estimating systems.

7. CONTRACT. Office of Operating Experience Analysis and Feedback (EH-33),
301-903-8371.

BY ORDER OF THE SECRETARY OF ENERGY:

ARCHER L. DURHAM
Assistant Secretary for
Human Resources and Administration

DOE O 231.1 Chg 2 Attachment 1
11-07-96 Page 1
CONTRACTOR REQUIREMENTS DOCUMENT
ENVIRONMENT, SAFETY AND HEALTH REPORTING

In the performance of this contract, the contractor is required to ensure that essential environment, safety and
health information which is reliable and comprehensive is collected and made available efficiently to requesting
organizations.

The reports listed below shall be filed in accordance with DOE M 231.1-1, ENVIRONMENT, SAFETY,
AND HEALTH REPORTING MANUAL, which specifies in detail the reports that shall be filed, the persons
or organizations responsible for filing the reports, the recipients of the reports, the format in which the reports
shall be prepared, and the time schedules on which the reports shall be filed. DOE M 231.1-1, is a mandatory
part of this Contractor Requirements Document. Procedures, protocols, or other methods shall be developed
on a site-wide or facility basis to meet the reporting requirements contained in this Contractor Requirements
Document and DOE M 231.1-1.

1. Work-Related Fatalities, Injuries, and Illnesses DOE and Contractor Employee Occupational Safety
and Health (OSH) Programs in accordance with DOE M 231.1-1, Chapter II, paragraph 2b. (For
additional information see DOE O 440.1, WORKER PROTECTION MANAGEMENT FOR DOE
FEDERAL AND CONTRACTOR EMPLOYEES, of 9-30-95 and Title 29, Code of Federal
Regulations (CFR), Part 1904.)

a. Report recordable occupational fatalities, injuries, and illnesses occurring among contractor
employees arising out of work primarily performed at DOE-owned or -leased facilities in
accordance with DOE M 231.1-1, Chapter II, paragraph 2b.

b. Report occupational fatalities, injuries, and illnesses occurring among subcontractors arising
out of DOE work-related activities in accordance with DOE M 231.1-1, Chapter II, paragraph
2d.

2. Work-Related Damage or Loss of Property and Vehicles in accordance with DOE M 231.1-1, Chapter
II, paragraph 2c. Report estimated loss or damage to DOE property or other property amounting to
$5,000 or more, or estimated costs of $5,000 or more for cleaning (including decontamination),
renovating, replacing, or rehabilitating structures, equipment, or property. Estimated damage of
$1,000 or more that involves Government-owned, -rented, or -leased vehicles or privately owned
vehicles operated while on official business, shall be considered a "recordable case" and shall be
reported. Excluded are commercial rental motor vehicles and private motor vehicles used for short
periods of time (1 to 14 days) by employees on official travel status, and on which mileage records are
not kept. The effective date of the revised reporting threshold for property and vehicle damages in this
paragraph is 1-1-96. Prior to that date, the thresholds for reporting property and vehicle damages are
to remain at $1,000 and $500, respectively, to ensure a uniform reporting basis within each year.

Vertical line denotes change.

Attachment 1 DOE O 231.1 Chg 2
Page 2 11-07-96

3. Work-Hours and Vehicle Usage in accordance with DOE M 231.1-1, Chapter II, paragraph 2f. Report
quarterly (on a calendar year basis) total work-hours and vehicle usage by organization to provide data
for normalizing DOE accident statistics.

4. DOE Annual Estimated Property Valuation in accordance with DOE M 231.1-1, Chapter II, paragraph
2g. Report annual (on a calendar year basis) estimates of property valuation by organization to provide
data for normalizing DOE accident statistics.

5. Interim Exposure Data Reporting in accordance with DOE M 231.1-1, Chapter III, paragraphs 1 and
3. (For additional information see 10 CFR 835, "Occupational Radiation Protection.") Report work-
related ionizing radiation exposure data pertaining to an individual who visits a DOE or DOE
contractor site or facility to the Radiation Records Repository, to the individual's employer, and to that
individual.

6. Annual Exposure Data Reporting in accordance with DOE M 231.1-1, Chapter III, paragraphs 2 and
3. (For additional information see 10 CFR 835, "Occupational Radiation Protection.") Report ionizing
radiation exposure data summaries to the Radiation Records Repository for each monitored person.

7. Radiological Exposure Reports to Individuals in accordance with DOE M 231.1-1, Chapter III,
paragraph 4. Radiological exposure data pertaining to a visit to a DOE or DOE contractor site by an
individual shall be provided as a report to that individual.

8. Annual Summary of Fire Damage in accordance with DOE M 231.1-1, Chapter II, paragraph 3. (For
more information see DOE O 420.1, "FACILITY SAFETY, of 9-30-95.") Annually report fire
damage to the DOE fire protection authority having jurisdiction by March 31, of the following calendar
year.

9. Epidemiologic Analyses -- Excess Injuries and Illnesses in accordance with DOE M 231.1-1, Chapter
II, paragraph 4. Notify the Assistant Secretary for Environment, Safety and Health, through their field
office, of suspected excesses of illnesses or injuries that require epidemiologic analyses to determine if
the excesses are work related.

10. OSH Information in Support of Epidemiological Studies Conducted by External Organizations in
accordance with DOE M 231.1-1, Chapter II, paragraph 5. OSH information, upon request, shall be
provided to Centers for Disease Control officials and state health officials and their contractors and
grantees conducting epidemiological studies.

11. Quarterly Performance Indicator Data in accordance with DOE M 231.1-1, Chapter II, paragraph 6.
Report quarterly performance indicator data in support of the EH DOE Performance Indicator
Program. (For additional information see DOE O 210.1, "PERFORMANCE INDICATORS AND
ANALYSIS OF OPERATIONS INFORMATION, of 9-27-95.")

12. Annual Site Environmental Reports in accordance with DOE M 231.1-1, Chapter I, paragraph 1.
Prepare on an annual basis a summary of environmental data to characterize site environmental
management performance.

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