Key Considerations When Performing an Inventory of Fixed Industrial Gauges

Maintaining an accurate and well-documented inventory of fixed industrial gauges is a critical component of any Radiation Protection Program. Regulators routinely review gauge inventories during inspections, and incomplete or inconsistent records are among the most common compliance deficiencies.

Below are key considerations and best practices to help Radiation Safety Officers (RSOs) and Authorized Users ensure their gauge inventories are accurate, consistent, and inspection ready.

Mandatory Inventory Elements

• Radioactive material (Element and mass number}
• Radioactivity
• Manufacturer of the source holder
• Model number of the source holder
• Serial number of the source holder
• Shutter check verification
• Location of the gauge
• Condition of the gauge
• Initials of the Authorized User (AU) or Advanced Authorized User (AAU)
• Signature line for the Radiation Safety Officer (RSO) and date

Ensuring all required fields are completed helps demonstrate regulatory compliance and effective oversight of radioactive materials.

Inventory Methods: Worksheets vs. Centralized Logs

RSOs may choose one of two common approaches when performing gauge inventories:

Option 1: Individual Gauge Worksheets

• A separate worksheet is used for each gauge
• Personnel perform the inventory, shutter check, and inspection on-site
• The RSO transfers essential data into a master inventory spreadsheet

Option 2: Direct Inventory Entry

• Authorized Users or Advanced Authorized Users enter findings directly into the inventory form
• Gauge condition is classified at the time of inspection
• Supporting data such as leak test dates and frequencies are included

Having all essential information consolidated on a single inventory sheet improves efficiency and inspection readiness.

Standardizing Gauge Condition Classifications (Best Practice)

To ensure consistency—especially when multiple individuals assist with inventories—it is recommended that the RSO establish standardized criteria for classifying gauge condition.

Example Condition Categories

GOOD

• Gauge is fully functional
• No corrective action required
• No visible damage, corrosion, or mechanical issues

All AUs and AAUs should use “GOOD” consistently—avoid vague terms such as “OK” or check marks.

FAIR

• Gauge is operational
• Minor issues observed that may require servicing before the next inventory
• Examples include:
  • Early signs of rust
  • Stiff or sticky shutter
  • Loose mounting or metal plate weld

POOR

• Significant deterioration or mechanical concern
• Shutter operates inconsistently
• Labels are unreadable, damaged, or missing
• Corrective action is required

When a gauge is rated POOR, a task order should be initiated to correct the issue—typically within 90 days.

Documentation Requirements for Non-Good Conditions

If a gauge’s condition is classified as FAIR or POOR:

• A written comment should be included on the worksheet or inventory form
• Observations should be clear and specific
• Follow-up actions should be tracked and documented

This level of documentation demonstrates proactive radiation safety management during inspections.

Benefits of a Standardized Inventory System

Implementing standardized inspection criteria provides several advantages:

• Consistent evaluations across multiple inspectors
• Reduced subjectivity in gauge condition assessments
• Easier training of new AUs and AAUs
• Improved compliance across multiple facilities
• Seamless transitions when employees move between sites

For organizations with multiple locations, a company-wide standard ensures uniform compliance and clearer communication.

Periodic Review and Continuous Improvement

The Radiation Safety Officer should periodically review the effectiveness of the inventory and condition-rating system with their staff. Adjustments may be necessary to reflect:

• Aging equipment
• Changes in operating environments
• Regulatory feedback
• Inspection findings

A living, continuously improved process is far more effective than a static checklist.

How AEC Radiation Supports Gauge Compliance

AEC assists organizations with:

If you are unsure whether your gauge inventory meets regulatory expectations—or want to standardize your inspection process, contact AEC for assistance.