DRC-2024-007094

CLIVE SITE
LETTER OF TRANSMITTAL

DATE: 10/3/2024
ATTN: LLRW
CC; Treesa Parker
Karen Kirkwood
RE: Transmittal 2024-071

Description of Documents Transmitted Qty

See attached for update to Administrative.
CL-AD-PR-004 Rev 13 Document Preparation Control and Distribution 1

------------------------------------------------------------------------------------------------------------

Please replace your current procedure revisions with the documents within this Transmittal.

You are not required to sign any documents to verify receipt of this distribution. However, you
should make every effort to ensure that your copy of the License is current.

FROM: EnergySolutions
Document Control
Clive Facility

Electronic documents, once printed, are uncontrolled and may become outdated.
Refer to the Intranet or the Document Control authority for the correct revision.
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Authored By:
Kris Garcia, Document Control Administrator Date
Reviewed By:
Treesa Parker, Corporate Document Control
Manager/Regulatory Affairs
Date
Approved By
Thomas A. Brown, Radiation Safety Officer
(RSO)
Date
Approved By
Vern C. Rogers Director, Regulatory Affairs Date

Non-Proprietary New
Proprietary Title Change
Restricted Information Revision
Safeguards Information Rewrite
Sensitive Security Information Cancellation

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non- Proprietary Page 2 of 61

Table of Contents

1 PURPOSE AND SCOPE ...................................................................................................... 3
1.1 Purpose........................................................................................................................... 3
1.2 Scope............................................................................................................................... 3
2 REFERENCES ...................................................................................................................... 3
3 GENERAL ............................................................................................................................. 3
3.1 Definitions ...................................................................................................................... 3
3.2 Responsibilities .............................................................................................................. 5
3.3 Precautions and Limitations ........................................................................................ 5
3.4 Document Control and Records .................................................................................. 5
4 REQUIREMENTS AND GUIDANCE ............................................................................... 6
5 ATTACHMENTS AND FORMS ...................................................................................... 26

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 3 of 61

1 PURPOSE AND SCOPE
1.1 Purpose
This procedure provides Clive-specific supplementary information to corporate
procedures ES-AD-PR-001, Document Preparation and ES-AD-PR-002,
Document Control. It describes document scanning and import to OnBase, the
Electronic Document Imaging System. It also establishes controls for the interim
storage and destruction of records maintained by Document Control for the Clive
Facility.
1.2 Scope
This procedure applies to preparation, review, approval, and distribution of Clive
operating procedures and work instructions; and the distribution of license and
permit documents. Preparation, review, and approval of Clive license and permit
documents are not subject to this procedure. Program-level documents such as the
Radiation Safety Program are not subject to this procedure. This procedure
applies to records that have been transferred into electronic images and
maintained in OnBase, the Electronic Document Imaging System.
2 REFERENCES
2.1 ES-AD-PR-001, Document Preparation
2.2 ES-AD-PR-002, Document Control
2.3 CL-QA-PR-005, Quality Assurance Records
2.4 ES-QA-PR-005, Records
3 GENERAL
3.1 Definitions
3.1.1 Archives - The record retention facilities where historical documents
are stored, typically after being scanned into OnBase.
3.1.2 Batch - A consecutive number assigned by OnBase based on the order
the documents were scanned.
3.1.3 Commit - The act of permanently storing data into the OnBase system.
3.1.4 Configuration - Adding, changing, deleting, or modifying in any way,
any part of the OnBase program, i.e. adding and or changing security
roles, adding new document types, etc.
3.1.5 Distribution – The act of making documents available to employees at
the Clive Site and outside agencies.
3.1.6 Distribution Packet – An electronic file where copies of Email
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 4 of 61

notifications, Transmittals, etc., are kept.
3.1.7 Electronic Document Imaging System (OnBase) - A client/server-based
PC application for storing and retrieving a wide range of documents
and information.
3.1.8 Minor Discrepancy – A discrepancy that is editorial in nature such as a
spelling error, transposition of a number, missing keyword, etc. that can
be changed documenting it with an electronic note.
3.1.9 Major Discrepancy – A discrepancy that is not editorial in nature that
requires return to the submitter.
3.1.10 Procedure - A document that specifies or describes how an activity is
to be performed. It may include methods to be employed, personnel,
equipment or materials to be used and sequence of operations.
Note: Unless otherwise noted, the word “procedure” also refers to
work instructions.
3.1.11 Intranet – EnergySolutions internal information dissemination pages
accessible by authorized personnel.
3.1.12 Legal Hold – A hold (retention period) placed on documents by the
Legal Department for litigation or other legal purposes.
3.1.13 Outside Agency – An agency outside the Clive Facility that would
respond in the event of an emergency.
3.1.14 Purging- The deletion of records within the Electronic Document
Imaging System.
3.1.15 Records Index - The index used by the Document Control Department
to direct the retrieval system.
3.1.16 Retention Period – The period of time, during which a document must
be retained, terminating when the document must be reviewed for
disposal (further retention or destruction).
3.1.17 Volume - Any of several OnBase created data sets designed to hold a
particular type of data document. These volumes reside within the
storage server provided by the IT Department.
3.1.18 Work Instruction – A document that provides instruction or
clarification regarding specific activities relevant to a task. It may
include methods to be employed, personnel, equipment or materials to
be used and sequence of operations. Work instructions shall follow the
same formatting guidelines as procedures.
Note: Any activity driven by a license or permit requirement or that
addresses radiological concerns cannot be written as a work
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 5 of 61

instruction. In these cases, it must be written as a procedure.

Note: A work instruction is generally written for an activity that
involves one department or work group.
3.2 Responsibilities
3.2.1 The document author is responsible for following this procedure in
document preparation, review, and approval.
3.2.2 The Document Control Administrator (DCA) or designee is responsible
for supporting document preparation, review, approval, distribution,
maintenance, and destruction in accordance with this procedure.
3.2.3 The Director, Regulatory Affairs or designee is responsible for
reviewing procedures for license and permit compliance.
3.2.4 The Radiation Safety Officer (RSO) or designee is responsible for
review and approval of all procedures.
3.2.5 Each department Point of Contact (POC) or designee is responsible for
the completion of their transmitted documents that are to be scanned,
imported, swept or indexed into OnBase.
3.2.6 Each department Manager or designee is responsible for review and
approval of procedures within their area of responsibility.
3.2.7 The Technical Service Director or designee is responsible for the
distribution of proposed Waste Acceptance Criteria changes to the
United States Navy in accordance with contract requirements.
3.3 Precautions and Limitations
3.3.1 Any configuration changes to the OnBase system shall be performed by
the DCA or other authorized personnel.
3.3.2 Only authorized personnel shall have access to OnBase.
3.4 Document Control and Records
3.4.1 Each set of controlled documents shall be assigned a unique control
number. This control number shall be assigned to the controlled
document holder and a set of controlled document manuals issued.
Note: Because most Clive personnel access procedures via the
Intranet, controlled document sets are typically limited to
outside agencies with the exception of one controlled set in a
locked storage location for Document Control purposes.
3.4.2 The DCA maintains records of the distribution of controlled
documents. This contains the following:
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 6 of 61

• A list of control numbers that have been assigned to the document
holder. This list includes the control number and the name of the
individual assigned that number.
• This list includes the titles of all controlled documents assigned to
the holder.
3.4.3 Distribution packets shall be created for each distribution and shall be
maintained for one year from the distribution date. After this time,
distribution packets may be discarded.
3.4.4 The DCA or designee shall obtain copies of training outlines and
rosters for all training conducted on new or revised procedures and
work instructions. This documentation will be retained in OnBase.
3.4.5 The Legal Department may place a legal hold or extend retention
periods on any documents and/or records.
4 REQUIREMENTS AND GUIDANCE
4.1 Document Preparation
4.1.1 Follow ES-AD-PR-001, Document Preparation unless directed
otherwise herein.
4.1.2 An electronic procedure template can be obtained from the DCA. This
provides the basic outline and formatting requirements of the corporate
procedure. See also Attachment 5.1, Checklist for Document
Formatting.
4.1.3 Procedure approval pages shall contain, at a minimum, four signature
lines:
• The first signature line shall be entitled “authored by” and shall be
for the author of the procedure.
• The second signature line shall be entitled “reviewed by.” This line
shall be signed by department personnel chosen to review the
procedure.
• The third line shall be entitled “approved by.” This line shall be
signed by the RSO.
• The fourth line shall be entitled “approved by.” This line shall be
signed by the responsible manager.
4.1.4 Work instruction approval pages shall contain, at a minimum, three
signature lines:
• The first signature line shall be entitled “authored by” and shall be
for the author of the procedure.
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 7 of 61

• The second signature line shall be entitled “reviewed by.” This line
shall be signed by department personnel chosen to review the
procedure.
• The third line shall be entitled “approved by.” This line shall be
signed by the responsible manager.
4.2 Forms
4.2.1 Forms affecting quality/compliance, as defined in CL-QA-PR-005,
Quality Assurance Records, shall be attached to a procedure, license,
permit, or work instruction.
4.2.2 Forms will typically be numbered using the procedure or work
instruction number, followed by F1 for the first form in that
procedure/instruction; F2 for the second form, F3 for the third form,
etc.
Note: The guidance in this procedure is applicable to Clive specific
forms ONLY. Forms attached to corporate procedures are
exempt from the requirements identified herein and will be
managed in accordance with Reference 2.1.
4.2.3 Forms will only be attached to the procedure in which first referenced.
Other procedures using the form will incorporate it by reference.
4.2.4 Headers on forms generated at the Clive Facility, should contain the
following:
• EnergySolutions logo in left margin
• Form number in Times New Roman 12, in right margin, flush with
revision number underneath
• Form name in center, in Times New Roman 14
• The footer should have “Page ___ of ___”

4.2.5 In accordance with ES-AD-PR-001, Document Preparation, an exact
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 8 of 61

duplicate of the form is preferred but not required. The example shall
have all information required by the approved form.
4.2.6 A form will be revised only if a change is made to a form. Forms are
not necessarily revised if the procedure to which they are attached is
revised.
Note: For example, a procedure is revised from Rev 0 to Rev 1 and
has three forms attached. All forms are on Rev 0. While the
procedure will be on Rev 1 the forms will remain on Rev 0
unless a change is made to the form. Only then will the form be
revised. If the form is revised , it shall take the next highest
revision number. Revision numbers shall not be skipped.
4.2.7 If a form is revised, the procedure to which it is attached shall also be
revised.
4.3 Document Review and Approval
4.3.1 Follow ES-AD-PR-001, Document Preparation unless directed
otherwise herein.
4.3.2 The DCA may serve as a facilitator for document review and approval
by:
• Providing new and revised documents for review
• Collecting comments and comment resolution
• Ensuring consistent procedure formatting
4.3.3 If the procedure is being revised, provide an electronic redline/strikeout
copy of the procedure, showing what is being changed from the
previous revision to the one being proposed.
4.3.4 Review may be accomplished via broadcast email or electronic
workflow systems such as SharePoint.
4.3.5 The document review package will include at a minimum:
• Electronic copy of the document
• Document Summary Form
• Electronic copy of any new or revised forms attached to the
document
• Document Summary Form as applicable for Waste Acceptance
Criteria changes only (to be provided to the U.S. Navy per
contractual requirements)
4.3.6 Minimum reviewers include:
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 9 of 61

• Responsible manager for the affected department
• General Manager, Clive Facility
• RSO
• Manager, Compliance and Permitting
• Lead, Safety and Health
Note: All reviewers must reply within 5 calendar days.
4.3.7 Review comments will be shared with all reviewers.
4.3.8 As part of the review, the Manager, Compliance and Permitting will
determine whether the document requires evaluation per the
requirements of a license or permit and whether the document requires
regulatory agency approval before implementation. The Manager,
Compliance and Permitting will ensure the appropriate checkboxes are
checked on the Document Summary Form.
4.3.8.1 Approval by the Manager, Compliance and Permitting
confirms that the document meets the requirements of all
applicable licenses and permits.
4.3.8.2 If needed, the Manger, Compliance and Permitting will
provide the document information to regulatory agencies
and get their written approval of the document. This
written approval will be attached to the end of the
document.
4.3.8.3 In general, a Permit/License change will occur prior to a
procedure change; however, there may be times the
procedure is changed before the Permit/License. In this
case, regulatory approval will be attained and attached as
described in 4.3.8.2.
4.3.9 The author will resolve comments. Acceptable comment resolution
may be documented by approval signatures on the final document.
Note: Comment resolution may trigger additional changes to the
Document Summary Form.
4.3.10 The author will ensure that the DCA obtains the following:
• A cover page
• Electronic redline/strikeout file for the final document
• Document Summary Form
• Electronic forms attached to the document, if new or revised
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 10 of 61

4.4 Document Distribution
4.4.1 To assist in ensuring that all steps are completed, a check list may be
used. If used, completed checklists may be discarded immediately.
4.4.2 Effective dates are set by the author. Consider the time needed to
complete training and operational needs to apply the procedure in
setting an effective date.
4.4.3 Scan or create an electronic file containing the transmittal items. This
may be completed by scanning or using Adobe Acrobat/Fox-It Pro to
create one electronic file for distribution.
4.4.4 A sample Transmittal Letter is provided as Attachment 5.2.
4.4.5 Give the Transmittal the same number as the Distribution Packet
starting with the year (i.e., if the Year is 2015 transmittal number will
be 15-001, then the distribution packet would be transmittal 15-001).
Enter the procedure number, revision and title that is being transmitted
after the packet number, For example, Transmittal 15-001, CL-IN-PR-
441 Rev 3, Instrumentation;
Note: Distribution Packets are stored in O:\CLUT\Procedure
Distributions\Distribution Packets
4.4.6 Email the transmittal along with the revised document(s) to controlled
document holders.
4.4.7 Transmittal Letters do not need to be returned to Document Control to
verify receipt.
4.5 Distribute Licenses and Permits
4.5.1 The distribution process for licenses and permits follows the same steps
as outlined in Section 4.4. Instead of the revised document(s), attach a
copy of the License or Permit to the Transmittal Letter.
4.6 Distribute Attachment II-6, Contingency Plan of the State-issued Part B
Permit
4.6.1 Distribution of Attachment II-6 may include the entire attachment, or
only the List of Emergency Coordinators, depending on what is being
modified.
4.6.2 Distribute to those on the standard distribution list.
4.6.3 Distribute also to those on the Outside Agency distribution list. This list
can be found at O:\CLUT\Document Control\Distribution Lists
4.6.4 Follow distribution instructions noted on the list. For example, if the
instruction is to email to a certain contact on the list, the distribution
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 11 of 61

must be done via email. If the instruction is to send hard copy to a
contact, then the distribution to that person must be hard copy, via mail.
Note: Check with the Manager, Compliance and Permitting to
ensure the outside agency list is current before making
distribution.
4.7 Post Procedures on Intranet
4.7.1 Using the electronic copy of the procedure in Word format, type in on
each signature line the words, “signature on file.” On the date lines
next to each signature line, type in the date that signer signed the
procedure/instruction; finally, type in the effective date on the effective
date line.
Note: When a designee has signed, use the designee’s name on the
signature line, not the person they signed for, i.e., Peter Parker
for Clark Kent, Quality Assurance Manager.
4.7.2 Create a PDF copy of the “signature on file” electronic copy.
4.7.3 When digital signatures are used to sign the procedure, the digitally
signed document should be uploaded. The digital signature is used
rather than using the “signature on file” option.
4.7.4 Upload the file onto the Intranet as follows:
4.7.4.1 Log onto Intranet, then click on Upload on toolbar then File
from dropdown.
4.7.4.2 Browse to where the PDF of the digitally signed copy of
the procedure is kept.
4.7.4.3 Highlight the PDF copy, then double click.
4.7.4.4 The document will load to the top, in the Name section
click on the 3 dots and select Details.
4.7.4.5 The document will appear on the far right, select Edit All.
4.7.4.6 In the Name* section, enter only the procedure number.
Note: Ensure you use only the procedure
number, nothing else. The Intranet will
look for items in the future by whatever
information you enter here. If you enter
anything other than the procedure
number, then try to call it up by the
procedure number at a later date, the
Intranet will not recognize your entry and
will not be able to retrieve the procedure.
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 12 of 61

4.7.4.7 In the Title section, enter the name of the procedure.
Note: Do not use characters such as /, &, -, etc,
in procedure names.
4.7.4.8 In the Rev section, enter the revision number of the
procedure.
4.7.4.9 In the Group* section, click on tags icon, go to WM –
Facilities – Clive - Facility and select department, press
OK.
4.7.4.10 In the Document Type* section, click on tags icon, go to
which ever subcategory the procedure/instruction falls
under (example, Policy/Procedure, Work Instruction etc.),
highlight, then press select then OK.
4.7.4.11 In the Number section, enter the procedure/instruction
number again. Again, ensure that this is the only
information entered.
4.7.4.12 In the Effective Date section, enter the date the
procedure/instruction became effective, in date format
(xx/xx/xx).
4.7.4.13 In the status section choose from the dropdown list, draft,
preliminary, final or historic.
4.7.4.14 Check Proprietary box if directed by Author.
4.7.4.15 The Review Date section is auto populated.
4.7.4.16 Select Save.
4.7.4.17 Verify that the procedure was posted by performing
document retrieval from the Intranet.
4.7.5 Post a Revised Procedure on Intranet
4.7.5.1 When posting a revision to a currently uploaded procedure
make sure the file name is equivalent to the name on the
intranet. If it is not equivalent, you will not be able to post
it as a revision. In that case it will be necessary to delete the
previous revision prior to uploading the current revision.
4.7.5.1.1 Find the current version on the Intranet.
4.7.5.2 In the Name section click on the 3 dots and select Delete.
Follow the steps outlined for placing on the Intranet above.
4.7.6 Post Forms on Intranet
4.7.6.1 When a form is attached to a procedure, ensure that the
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 13 of 61

form is posted on the Intranet.
4.7.6.2 Log onto Intranet, click on Upload on toolbar, then click on
File from dropdown.
4.7.6.3 Browse to where the copy of the form is kept.
Note: Leave in workable format for the user
(Word or Excel or Adobe depending on
which format the form is in.
4.7.6.4 Highlight the copy then double click.
4.7.6.5 The document will load to the top, in the Name section
click on the 3 dots and select Details.
4.7.6.6 The document will appear on the far right, select Edit All.

4.7.6.7 In the Name* section, enter only the form number.
Note: Ensure you use only the form number,
nothing else. If the form has no number,
skip this section.
4.7.6.8 In the Title section, enter the name of the form.
Note: Do not use characters such as /, &, -, etc,
in form names.
4.7.6.9 In the Rev section, enter the revision number of the form.
4.7.6.10 In the Group* section, click on tags icon, go to WM–
Facilities – Clive - Facility and select department press OK.
4.7.6.11 In the Document Type* section, click on tags icon, select
Form, then press select then OK.
4.7.6.12 In the Number section, enter the form number again.
Again, ensure that this is the only information entered.
4.7.6.13 In the Effective Date section, enter the date the form was
issued, in date format (xx/xx/xx).
4.7.6.14 In the status section choose from the dropdown list, draft,
preliminary, final, or historic.
4.7.6.15 Check Proprietary box if directed by Author.
4.7.6.16 The Review Date section is auto populated.
4.7.6.17 Select Save
4.7.6.18 Verify that the form (s) was posted by performing
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 14 of 61

document retrieval from the Intranet.

4.8 Notification of Posting
4.8.1 All Clive Facility personnel will be notified via email when a document
is posted to the Intranet.
4.8.2 Using Outlook, prepare an email, using the “All_Clive_static
<[e-mail]>”
4.8.3 Enter the following in the subject line: Notification of Posting –
Procedure, Instruction, Permit etc.
4.8.4 Ensure that the following information is included in the email:
• Procedure number
• Revision number
• Hyperlink/Shortcut to procedure location on the Intranet
• Department
• Manager responsible for training and due date
4.8.5 Do not attach the documents.
4.9 Sweep in OnBase
4.9.1 Create a PDF version of the procedure with signed cover page or use
the digitally signed procedure.
4.9.2 For a new procedure:
4.9.2.1 Log in to OnBase
4.9.2.2 Click on Browse, then locate the folder you want to sweep.
4.9.2.3 Right click at the end of the folder and the address will
appear.
4.9.2.4 Highlight the folder address (click control & C or right
click and select copy).
4.9.2.5 Select Processing from the OnBase main toolbar.
4.9.2.6 Select Scan/Index from the processing drop down menu.
4.9.2.7 Open applicable Scan Queue by double clicking.
4.9.2.8 Select Document Type.
4.9.2.9 Right click in the blank area.
4.9.2.10 Select Sweep Directory
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 15 of 61

4.9.2.11 From Import/Sweep pop up, select folder.

4.9.2.12 Paste sweep location that was saved from the file location
in the “Enter Directory to Sweep” block (click Control & V
or right click and select paste). And select Document Type
into the Sweep Location pop up.

Note: “Be sure that the “Delete File After
Sweep” and “Sweep Images Only” boxes
are NOT checked.
4.9.2.13 Click OK and Click ok when the following box appears.

4.9.2.14 Since the records were swept and not imported directly,
they are processed as a batch. Therefore, indexing is
required.
4.9.2.15 A comment box will appear. Enter in the comment box,
Rev 0, (effective date of procedure), i.e., Rev 0, 8/1/08, and
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 16 of 61

then click OK.
4.9.3 The same process is used for Revised, Cancelled or Replaced
Procedures:
4.9.3.1.1 If the procedure is being cancelled, enter Cancelled,
(effective date of cancellation), i.e., Cancelled,
8/1/08, then click on Save as Revision.
4.9.3.1.2 If the procedure is being replaced, enter Replaced
w/ (procedure number) then date replacement took
place (i.e., Replaced w/CL-MN-WI-003, 7/21/11).
4.9.3.1.3 Click on “Save as New Document”.
4.10 Biennial Document Reviews
4.10.1 Clive Site Management (or designees) are responsible for performing
biennial reviews on Clive facility documents. Transmit or scan the
completed biennial review forms to Document Control.
4.10.2 The Document Control Department is responsible for tracking biennial
review commitment dates and notifying document owners of
commitments not met and of any biennial reviews coming due or
overdue.
4.10.3 Reviews of Clive Facility documents shall be completed, at a
minimum, on a biennial cycle. Yearly as required by license or permit.
4.10.4 If a document has been revised, the biennial review date is reset to two
years from the new approval date. Or 1 year for those required by
license or permit.
4.10.5 Before beginning a biennial review, refer to the list referenced in Sec
4.2 to see if the document is due for review.
4.10.6 Documents that contain quality assurance, regulatory, permit and/or
license commitments shall be reviewed biennially (every two years) to
ensure that the standards used as a basis for the requirements are still
being met.
Note: The biennial review frequency is the minimum required.
Documents may be reviewed more frequently if needed.
4.10.7 Document Control Department shall distribute a list of Clive Facility
documents requiring biennial review during the following 60 days.
This list shall be provided, at a minimum, to the management of all
departments/work groups which have documents requiring review
during the following -60 days.
4.10.8 Applicable Clive management personnel (or designee) shall obtain the
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 17 of 61

most recent copy of the document to be reviewed from the from Clive
Document Control or facility internet.
4.10.9 The document is reviewed for the following (at a minimum):
• Verification that the instruction provided in the document is consistent
with regulatory (i.e. license and Permit) requirements.
• Verification that the instruction provided in the document is consistent
with current operational practices.
• Verification that any formulas referenced/noted in the document are
correct as written.
• Verification that the document meets the content and formatting
requirements identified in upper tier documents (i.e. Administrative
and/or Quality procedures). Examples include but are not limited to:
• Are personnel responsibilities clearly identified in the
“Responsibilities” Section?
• Are records generated as part of the procedure clearly identified in the
“Document Control and Records” section?
4.10.10 Document the results of the biennial review on a Procedure Biennial
Review Form (Attached to procedure CL-AD-PR-004 F4).
4.10.11 Within 30 days of completion, transmit the Procedure Biennial Review
Form to Document Control for inclusion into the operating record.
4.10.12 Update procedure histories matrix, biennial review log & controlled
documents matrix, master forms list & License records and forms
index.
4.10.12.1 Update Histories Matrix
4.10.12.2 The procedure histories matrix is located at O:
/CLUT/Procedure Distributions/ /Controlled Documents
Matrix. Open the matrix and select appropriate tab at
bottom of workbook, go to where the procedure is listed
(i.e., if a Mixed Waste Treatment procedure, find Mixed
Waste Treatment on the matrix)
4.10.12.3 Procedures within the sections shall be placed in numerical
order. Place the new procedure so that it will follow
numerical order. Add rows as necessary to accomplish this
(note in below example, CL-MT-PR-301 has been added)
PROCEDURE NAME
PROCEDURE
NUMBER REV
DATE
ISSUED E/C
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 18 of 61

4.10.12.4 Enter the procedure name, number and revision in the
appropriate columns. The E/C column indicates that an
electronic copy of the procedure has been received and is
available.
4.10.12.5 Save the changes.
4.10.13 Update Biennial Review Log
4.10.13.1 Open the tab Biennial Review Log.
Note: This log is organized by department,
followed by name of individual
responsible for procedures. See the
example below.

4.10.13.2 After locating the procedure on the log, locate the Last
Biennial Review Due Date column. Enter the review date
of the procedure in the Last Biennial Review Due Date
column.
Note: The review date and effective date should
be the same. It is the most current date of
PROCEDURE NAME PROCEDURE NUMBER REV #
Last Biennial
Review Due Date
Current Biennial
Review Due Date Comments
Waste Constituent Verification CL-MT-PR-200 3 7/27/11 7/27/13
Fire System Inspection CL-MT-PR-203 1 1/7/11 1/7/13
Drum Compactor Operation CL-MT-PR-300 1 8/27/10 8/27/12
Mixer #1 Operation CL-MT-PR-301 1 8/27/10 8/27/12
Small Scale Mixer Operation CL-MT-PR-302 1 3/31/11 3/31/13
Primary Shredder Operation CL-MT-PR-304 2 11/29/11 11/29/13
Mixed Waste Treatment - Christopher Robbins
Mixed
Waste
Treatment

Drum Compactor
Operation CL-MT-PR-300 0 5/30/08 x

Mixer #1 Operation CL-MT-PR-301 0 5/30/08 x

Small Scale Mixer
Operation CL-MT-PR-302 0 5/30/08 x
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 19 of 61

whatever approval signatures are listed
on the cover sheet. For example, there
are two approval signatures listed, one is
signed 1/15/12, the other is signed 1/16/12.
The approval date would be 1/16/12.
4.10.13.3 When the date in the Last Biennial Review Due Date is
changed, the date in the next column, Current Biennial
Review Date should auto update to two years from the Last
Biennial Review Due Date. Ensure that this does happen.
Make adjustments as necessary.
Note: The formula for moving the date two
years ahead should read = (column letter,
row number) + 730. If it does not read
this, make changes as necessary so that it
does. At some points, the date of the next
review may be one day behind what it
should read. In these instances, change
the 730 to 731 in the formula
4.10.13.4 If a new procedure is being added:
4.10.13.4.1 Insert rows as necessary into the grid under the
department name the procedure belongs to. Enter
the name and number of the new procedure on the
inserted row, ensuring that the numbers of the
procedures are kept in numerical order. Also enter
the revision number and the approval date.
4.10.13.4.2 In the Current Biennial Review Due Date column,
the space provided will be blank. Ensure that
formulas for due dates are updated
4.10.14 Update the controlled documents matrix.
4.10.14.1 Update Procedure Revision.
4.10.14.2 Insert rows as necessary into the grid under the department
name the procedure belongs to. Enter the name and
number of the new procedure on the inserted row, ensuring
that the numbers of the procedures are kept in numerical
order.
4.11 Update Forms Controlled Documents Matrix.
4.11.1 It is necessary to ensure that the Forms within the Controlled
Documents Matrix is always current.
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 20 of 61

4.11.1.1 If a form is new, add it to the Forms tab in the Controlled
Documents Matrix.
4.11.1.2 If a form is revised, ensure the Forms tab in the Controlled
Documents Matrix is updated.
4.11.1.3 Obtain concurrence from the Manager, Compliance and
Permitting for retention periods when a new form is put
into place.
4.11.1.4 Ensure that only current electronic copies of forms are in
the forms folder. All previous revisions or old forms that
have been replaced need to be moved to the Historical
Forms folder, located at O:\CLUT\Forms\Historical Forms
4.11.1.5 The DCA will ensure that only current forms are being
transmitted to Document Control. Reject any transmitted
form that is not current and notify the applicable manager.
4.12 Update License and Forms Retention Index
4.12.1 The License Retention and Records Retentions Index can be found at
O:\CLUT\Procedure Distributions\New Formatted
Procedures\Admin_AD_ADI_POL_PU\Admin Procedures\CL-AD-
PR-004 - New\CL-AD-PR-004\Forms
4.12.2 Note the two tabs at the bottom of the index, License Retention and
Forms Retention.
4.12.3 Click on the License Retention schedule and update as required.
4.12.4 Click on the Forms Retention schedule tab and update as required.
4.12.5 Forms are entered into the log in alpha numeric order. Add rows as
necessary to make the new entry. Enter information as requested.
4.12.6 Obtain concurrence from the Manager, Compliance and Permitting for
retention periods when a new form is put into place.
4.13 Training
4.13.1 Managers have seven calendar days to complete training on new or
revised procedures and instructions.
4.14 Scan Records to OnBase
4.14.1 The DCA or POC shall review contents of each document transmittal to
ensure that the files received match the transmittal.
4.14.2 Documents shall be stored in accordance with reference 2.3 until
scanned. Once scanned, documents no longer need to meet these
requirements.
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 21 of 61

4.14.3 Sign and return a scan or copy of the transmittal to the originator,
noting any discrepancies. Retain the original with the documents
transmitted.
4.14.4 Scan general items such as correspondence and reports into OnBase:
4.14.4.1 Select “Scan/Index” from the processing drop down menu.
4.14.4.2 Double click to open the scan queue.
4.14.4.3 Select the desired scan queue and scan format.
4.14.4.4 Select pre-index as needed.
4.14.4.5 Select document type as needed.
4.14.4.6 Place item being scanned face up on the scanner.
4.14.4.7 Select “Scan”.
4.14.4.8 Select “new document” or “done”.
4.14.5 Scan shipping manifests and purchasing documents into OnBase:
4.14.5.1 Import keywords from EWIS into OnBase as follows (for
shipping manifests):
4.14.5.1.1 Log into EWIS.
4.14.5.1.2 Under Reports choose OnBase export from the drop
down list.
4.14.5.1.3 Click “yes” in pop up window.
4.14.5.1.4 Enter date range as applicable from at least the
beginning of the prior week and ending on the date
the import is being performed.
4.14.5.1.5 Select BWF OnBase export, and click OK.
4.14.5.1.6 Log into OnBase system.
4.14.5.1.7 Under Admin tab select “autofill keyword sets”
from the drop down menu.
4.14.5.1.8 Select “RSR Txt” and right click to select “execute
import process”.
4.14.5.1.9 Return to EWIS to repeat process for CWF
shipments selecting “CWF” instead of “BWF”
4.14.5.2 Select “Scan/Index” from the processing drop down menu.
4.14.5.3 Double click to open the scan queue.
4.14.5.4 Select desired scan queue.
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 22 of 61

4.14.5.5 Select scan format Manifests
4.14.5.6 Place items being scanned face up on the scanner.
4.14.5.7 Select “Scan”.
4.14.5.8 Select “done” when complete.

4.14.6 Scan documents using generic separator pages:
4.14.6.1 Select Scan/Index from the processing drop down menu.
4.14.6.2 Double click to open the scan queue.
4.14.6.3 Select the desired scan queue and scan format.
4.14.6.4 Select pre-index as needed.
4.14.6.5 Select document type as needed.
4.14.6.6 Place item being scanned face up on the scanner.
4.14.6.7 Select “cancel” when out of paper pop up appears.
4.14.6.8 Select “done” when the scanning complete pop up appears.
4.14.7 Index the item:
4.14.7.1 Select “Scan/Index” from the processing drop down menu.
4.14.7.2 Select “Awaiting Index” by double-clicking.
4.14.7.3 Select the appropriate batch to be indexed by highlighting,
right-clicking and selecting “index documents”.
4.14.7.4 Verify number of pages vs. the number of pages contained
in the original document.
4.14.7.5 Verify that indexed document meets the legibility and
document verification requirements below using the note:
“Verified and Authenticated for electronic storage”.
4.14.7.6 Input required information (key words) and select “index”
for each document within the batch.
4.14.8 After a document has been scanned and indexed into the OnBase
system, stamp the original document “SCANNED”. The original
document shall then be stored until destruction is approved. The DCA
shall maintain a list of all documents kept in storage in accordance with
ES-QA-PR-005, Records.
4.14.9 At least 10 % of each batch that is scanned or swept into OnBase shall
be reviewed for quality and accuracy. This review shall be documented
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 23 of 61

by using the OnBase system electronic NOTE option.
4.14.9.1 For documents scanned into generator packets and for
documents imported into OnBase, generate a report for
each month showing all documents created. From the
report 10% shall be randomly selected and verified.
4.14.9.2 For all other documents scanned into the OnBase system,
randomly select and verify 10% of documents within each
batch awaiting commit.
4.14.10 The individual who has indexed or imported into the OnBase system
may not perform their own QA verification.
NOTE: The same individual can scan and index the batch.
4.14.11 The QA verification check includes the following:
• Verify the number of pages scanned vs. the number of pages
contained in the original document.
• Verify the document date.
• Verify the keywords to be consistent with previous keyword sets.
• Ensure the clarity and legibility of the document. Make sure all
scanned images can be adequately read.
• Verify the condition of the scanned image. Ensure there are no
notes, etc. blocking the information on the scanned image.
4.14.12 When a minor discrepancy is found, such as spelling error, transposed
number, etc., the individual committing the document may correct the
minor editorial discrepancy and document the correction(s) using the
electronic NOTE option.
4.14.13 When a major discrepancy is found, the individual performing the
verification check shall notify the person who scanned the document to
correct the deficiency. After all deficiencies have been corrected, the
verifier shall then re-verify the document and place a Note “verify” on
the document. The individual may then commit the documents into the
OnBase program.
4.15 Interim Storage and Destruction of Records
4.15.1 Upon the completion of scanning and indexing records into the
electronic document imaging system, original hard copy records shall
be maintained in storage in accordance with the company retention
schedule or pertinent regulations.
NOTE: For hardcopy records with short retention times that
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 24 of 61

are not scanned, complete hardcopy destruction form in
accordance with Section 5.5.5. Ensure that the check box listed
for Hardcopy Only is checked.
4.15.2 Records shall be archived in accordance with Reference 2.4.
4.15.3 Archived records shall be tracked in an electronic database.
4.15.4 Once scanned records have exceeded the retention period and met the
required time period in accordance with the hardcopy retention
schedule, the DCA or designee, prior to destroying any record, ensure
that a 100% verification of all records proposed for destruction has
occurred. This step may occur at the indexing/import stage of the
process. The following guidelines shall be used when performing
verification:
4.15.4.1 Ensure that records are legible, reproducible, and
retrievable as electronic images within the electronic
document imaging system.
4.15.4.1.1 Verify the accuracy of the records scanned. Verify
the number of pages scanned vs. the number of
pages contained in the original record.
4.15.4.1.2 Verify the keywords.
4.15.4.1.3 Ensure the clarity of the record. Make sure all
scanned images can be adequately read. Verify the
condition of the scanned image. Ensure there are no
notes, etc. blocking the information on the scanned
image.
Note: Documents may be verified at the
indexing stage. However the destruction
form is created as each archive box is
filled.

Note: Records within the archive box may be
stapled together. Other means of
fastening records together, such as paper
clips, butterfly clips, prong fasteners, etc.
shall be removed.
4.15.4.2 Re-scan and verify any record that does not meet these
criteria.
4.15.4.3 In cases where the document scanned was not legible and it
is apparent that because of this, what is in the electronic
document imaging system is as good as is possible to
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 25 of 61

obtain, attach an electronic note to the OnBase document
that reads “Legibility equivalent to hard copy”.
4.15.4.4 Place an electronic note on the record stating “Verified for
Electronic Storage Only”.
4.15.5 Complete CL-AD-PR-004-F1, Hardcopy Record Destruction Form
with a detailed description of the record content. Note the “Retain
Until” date in the space provided.
4.15.5.1 The Clive Facility Retention Schedule provides retention
times for records. The current retention schedule can be
found on the Intranet.
4.15.6 Determine the retention time from the document in the box with the
most current date. For example, if the most current date of the
documents within the box is 12/31/10 and the retention time for the
documents is five years, the “Retain Until” date would be 12/31/15.The
record(s), along with the original copy of CL-AD-PR-004-F1,
Hardcopy Record Destruction Form, shall then be placed in a banker’s
box or similar labeled with a yellow Verified label (placed in the lower
right hand corner of the box).
NOTE: In lieu of a Hard Copy an Electronic copy may be used and
kept on the LAN.
4.15.7 Document Control shall scan/sweep the completed CL-AD-PR-004-F1,
Hardcopy Record Destruction Form into OnBase and index it into the
file provided for hardcopy records awaiting retention.
4.15.8 Seal the banker’s box or similar with shipping tape or similar, one strip
lengthwise and one strip widthwise.
4.15.9 Periodically review records awaiting retention for those that have
reached their retention time, and those released from legal hold (as
applicable).
4.15.10 Responsible Manager shall return signed Hardcopy Destruction Form
to Document Control within 2 weeks of receipt.
4.15.11 Route CL-AD-PR-004-F1, Hardcopy Record Destruction/ Form for
review and signature.
4.15.12 Upon receipt of the completed CL-AD-PR-004-F1, Hardcopy Record
Destruction Form, scan into OnBase and label the box with a green
“Approved for Destruction” label.
NOTE: The legal department shall request destruction of any
record in an offsite storage facility. The box shall be destroyed
so that no reconstruction of the records is possible.
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 26 of 61

4.16 Electronic Record Purge
4.16.1 Electronic records can be purged only when the applicable retention
time has been met according to the electronic copy retention schedule.
4.16.2 Complete CL-AD-PR-004-F2, Electronic Record Purge Form with a
detailed description of the record content.
4.16.3 The DCA will purge Destruction/Purge Form.
4.16.4 Scan and index CL-AD-PR-004-F2, Electronic Record Purge Form into
OnBase.
4.17 Legal Hold
4.17.1 Should the Legal Department determine to place a legal hold on any
record after they have been “Approved for Destruction”, a red Legal
Hold label shall be placed on the box containing the record(s) next to
the green Approved for Destruction label.
4.17.2 The entire box shall be transmitted to the Legal Department using form
CL-QA-PR-005 F1, Document Transmittal.
4.17.3 The Legal Department will then become responsible for the box and its
contents. The Legal Department will also be responsible for the
destruction of the box and its contents once they are done with it and
shall notify Document Control when the box and its contents have been
destroyed or sent for destruction.
5 ATTACHMENTS AND FORMS
5.1 Checklist for Document Formatting
5.2 Transmittal Letter, Example
5.3 CL-AD-PR-004-F1, Hardcopy Record Destruction/ Form
5.4 CL-AD-PR-004-F2, Electronic Record Purge form
5.5 CL-AD-PR-004-F3, Document Summary Form for Waste Acceptance Criteria
Changes
5.6 CL-AD-PR-004-F4, Biennial Review Form
5.7 CL-AD-PR-004-F5, Clive Document Cover Sheet
5.8 CL-AD-PR-004-F6, Document Summary Form
5.9 Records Retention Schedule – Example
5.10 Forms Retention Schedule - Example

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 27 of 61

Attachment 5.1 – Checklist for Document Formatting
Cover Page Use standard form from Procedure Template
Page Set-Up Use Procedure Template set-up
Headers/Footers Use Procedure Template set up
Table of Contents
1. PURPOSE AND SCOPE
1.1 Purpose
1.2 Scope
2. REFERENCES
3. GENERAL
3.1 Definitions
3.2 Responsibilities
3.3 Precautions and Limitations
3.4 Records
4. REQUIREMENTS AND GUIDANCE
5. ATTACHMENTS AND FORMS
References List Document or reference number first followed by the title.
General Formatting
Font - Times New Roman, 12
Left justified
Standardized according to Procedure Template Styles.
Section 3 Definition terms italicized
Definitions should be alphabetical order
Orphan
Lines/Pagination
Do not use “widow/orphan control”
Do not use "keep with next"
View in Print Preview to make sure you don't have lines splitting
across pages that should be kept together.
To eliminate pagination issues highlight the procedure from Purpose
and Scope to end of the word file. Right click and select “paragraph”.
Select” Line and Page Break” Tab. “Select all boxes and then “un-
select” them. Click “ok”.
Text Alignment Left, not justified
Update Table Of
Contents
Turn off Show/Hide (¶). If you don't, it will not update the page
numbers correctly.
Page Numbers Sequential order (Page __ of __)
Document Summary
Form
Use current form from Intranet, complete & send along with the
revised electronic copies of the document in redline/strikeout format.
CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 28 of 61

Attachment 5.2 - Transmittal Letter, Example

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 29 of 61

Attachment 5.3 – CL-AD-PR-004-F1, Hardcopy Record Destruction Form

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 30 of 61

Attachment 5.4 – CL-AD-PR-004-F2 Electronic Record Purge Form

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 31 of 61

Attachment 5.5 – CL-AD-PR-004-F3,
Document Summary Form for Waste Acceptance Criteria Changes

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 32 of 61

Attachment 5.6 – CL-AD-PR-004-F4 Biennial Review Form

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 33 of 61

Attachment 5.7 – CL-AD-PR-004-F5, Clive Document Cover Sheet

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 34 of 61

Attachment 5.8 – CL-AD-PR-004-F6, Document Summary Form

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 35 of 61

Attachment 5.9 - Records Retention Schedule – Example

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 36 of 61

Attachment 5.9 - Records Retention Schedule – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 37 of 61

Attachment 5.9 - Records Retention Schedule – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 38 of 61

Attachment 5.9 - Records Retention Schedule – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 39 of 61

Attachment 5.9 - Records Retention Schedule – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 40 of 61

Attachment 5.9 - Records Retention Schedule – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 41 of 61

Attachment 5.9 - Records Retention Schedule – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 42 of 61

Attachment 5.9 - Records Retention Schedule – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 43 of 61

Attachment 5.9 - Records Retention Schedule – Example cont

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 44 of 61

Attachment 5.10 Forms Retention Index - Example

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 45 of 61

Attachment 5.10 Forms Retention Index – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 46 of 61

Attachment 5.10 Forms Retention Index – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 47 of 61

Attachment 5.10 Forms Retention Index – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 48 of 61

Attachment 5.10 Forms Retention Index – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 49 of 61

Attachment 5.10 Forms Retention Index – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 50 of 61

Attachment 5.10 Forms Retention Index – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 51 of 61

Attachment 5.10 Forms Retention Index – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 52 of 61

Attachment 5.10 Forms Retention Index – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 53 of 61

Attachment 5.10 Forms Retention Index – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 54 of 61

Attachment 5.10 Forms Retention Index – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 55 of 61

Attachment 5.10 Forms Retention Index – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 56 of 61

Attachment 5.10 Forms Retention Index – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 57 of 61

Attachment 5.10 Forms Retention Index – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 58 of 61

Attachment 5.10 Forms Retention Index – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 59 of 61

Attachment 5.10 Forms Retention Index – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 60 of 61

Attachment 5.10 Forms Retention Index – Example cont.

CL-AD-PR-004
Document Preparation, Control,
Distribution, Interim Storage, and
Destruction
Revision 13

Non-Proprietary Page 61 of 61