Custom dose registration and equipment file
Anyone working with an X-ray device or a radioactive source needs a registration or licence from the Netherlands Authority for Nuclear Safety and Radiation Protection (ANVS). The Radiation Protection Basic Safety Standards Decree (Bbs) also requires the employer to classify exposed employees as category A or B, to provide category A employees with a personal dosimeter from a recognised dosimetry service, and to record each employee's dose data and retain it for a long time. Appfront builds the file that shows, for each device and each employee, what needs to be in place.
What is software for recording radiation doses and managing the file for X-ray devices and sources?
Software for dose registration and a device file brings together two sides of radiation protection: the devices and sources, and the people who work with them. According to the ANVS, you may not use an X-ray device without a registration or licence, which you apply for through the ANVS portal using eHerkenning. A registration is the lighter form, while a licence is broader and intended for, say, multiple devices or changing locations; for a dental practice, a registration is enough for an intra-oral or OPG device at a fixed location, whereas a CBCT requires a licence. The Bbs also requires the employer to ensure that every practice is carried out by or under the supervision of a radiation protection supervisor.
For employees, under Article 7.11 of the Bbs the employer classifies each exposed employee in advance as a category A or B employee. A category A employee may receive, among other things, an effective dose of more than 6 millisieverts per calendar year. Every category A employee is given a personal dosimeter from a dosimetry service recognised by the ANVS, which is read out periodically. Under the Radiation Protection (Occupational Exposure) Regulation 2018, the dosimetry service ensures the dose data is entered in the NDRIS, the national dose register managed by NRG in Arnhem. The employer records for each employee, among other things, the classification, the employment relationship and the monitoring results, and retains this until the employee is or would have been 75 years old, and for at least thirty years after the end of the work.
In practice, this is scattered: the ANVS (Dutch Authority for Nuclear Safety and Radiation Protection) decision in a folder, the readings from the dosimetry service in a portal or as a PDF, the classification in the radiation protection officer's spreadsheet, and the equipment checks in a logbook next to the device. We build custom software because every organisation works differently. A practice with two devices has different needs than a radiography company that works at changing locations and, under the Bbs (Dutch Radiation Protection Decree), has to keep records per location. Which devices and sources you have, how many employees are exposed and which dosimetry service you use determines what the software does. The judgement on classification and measures stays with your experts.
Per device
Registration and checks.
Per employee
Classification and dose.
Kept for the long term
Deadlines monitored.
How we build your software for radiation dose registration and the file for X-ray devices and sources
We start with your situation: which devices and sources you have, which registrations and licences go with them, who the radiation protection officer is, how many employees are classified and how the readings from the dosimetry service currently arrive. Then we build a first version with the equipment file and the classification of employees, because that is where the overview begins. Your radiation protection officer works with it for a while. The dose data, the alerts for reclassification and retention according to the statutory periods follow once that goes well. After that, we keep the software up to date when the rules or your devices change.
Devices, people, service.
The first version.
Readings and retention periods.
Go-live, monitoring, and maintenance when things change.
What software for radiation dose registration and the file for X-ray devices and sources actually does
The components below appear in almost every dose registration system with an equipment file. Which ones you need depends on your devices and on how many people work with them.
Devices
Registration or licence.
Checks
Tests and operation.
Supervision
Who, which task.
Structure
Category A or B.
Dose
Readings per person.
Retention
Period per employee.
Who we build software for radiation dose registration and the file for X-ray devices and sources for
The software is intended for organisations with multiple devices or sources, or with exposed employees at more than one site. The more devices and people, the more it delivers.
Radiography
Kept per location.
Laboratories
Sources and devices.
Security
Baggage scanners.
Practices
Dentists and vets.
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This page is about ionising radiation: devices, sources and dose per employee. For employees who work with carcinogenic, mutagenic or reprotoxic substances, see our page on the exposure register for hazardous substances; for noise and vibration, our page on noise and vibration exposure software; and for the risk inventory, our page on an RI&E tool with action plan. You can read about our approach on building software.
Why Appfront for your software for radiation dose registration and the file for X-ray devices and sources?
A device in use while its registration is not in order, an employee who was not reclassified after their work changed, or dose data that can no longer be found after a takeover even though it has to be kept for decades: any of these leaves an organisation with a problem with the ANVS or an employee without a file. We build on that: for each device and each employee, you can see what has been arranged, and the data is kept for as long as required.
Overview
Devices and people.
In order
Registration and classification.
Retained
As long as needed.
Security and privacy in software for recording radiation doses and maintaining the file for X-ray devices and sources
The software processes employees' personal data, such as name, date of birth, employment details and dose data, which is sensitive and must be retained for a long time. Access is set up by role: the supervising employee and the radiation protection expert see the classification and the dose, HR sees the employment details, and an employee sees their own data. Every change is logged with a name and timestamp.
The software runs in a European data centre, with encrypted connections and storage and daily backups. The official dose register remains the NDRIS, in which the dosimetry service records the data; the software keeps your own records and flags when data may not yet be deleted under the retention period.
Frequently asked questions about software for recording radiation doses and maintaining the file for X-ray devices and sources
Questions that supervising employees, radiation protection experts and management ask before getting started.
For each device and source it tracks the registration or licence, the inspections and the supervising employee, and for each exposed employee the classification as category A or B, the dose monitoring device and the dose data. This way you can see on one screen what has been arranged.
That depends on the device and how it is used. According to the ANVS (the Dutch Authority for Nuclear Safety and Radiation Protection), a registration is the lighter option, for example for an intra-oral or OPG device in a dental practice at a fixed location, and a licence is required for, among other things, a CBCT or use at changing locations. Your radiation protection expert or the ANVS can give you a definitive answer.
Under Article 7.11 of the Bbs (the Dutch Radiation Protection Decree), when they could receive an effective dose of more than 6 millisieverts per calendar year, or an equivalent dose above the limits for the lens of the eye, the skin or the extremities. The employer classifies in advance and reconsiders the classification when circumstances change.
The National Dose Registration and Information System, the dose register referred to in Article 7.17 of the Bbs. Under the 2018 Regulation on radiation protection for occupational exposure, NRG in Arnhem manages it, and the dosimetry service ensures that the dose data from the personal dose monitoring device is entered.
No. The dosimetry service determines the dose and ensures it is recorded in the NDRIS. The software maintains your own records as an employer, using the readings you receive from the service, and combines these with the classification and the device file.
Under Article 7.16 of the Bbs, until the employee is or would have been 75 years old, and at least thirty years after they have stopped the work. For external workers, that obligation lies with their employer. The software monitors these periods for each person.
For organisations with multiple devices or sources, with category A workers, or with work at changing locations. If you have a single device and no category A workers, the ANVS decision and a simple logbook are often enough.
Devices and your people's doses in one place?
Tell us which devices and sources you have, how many employees are classified and how the readings currently come in. We will show you how the software can handle that.