NDC Exposure Registry

Radiation Exposure History Request

The Naval Dosimetry Center Exposure Registry encourages military customers to submit exposure history requests via secure electronic means i.e., encrypted email or via the DoD SAFE site ( https://safe.apps.mil) . All requests will be answered on a first come first serve basis. Responses to military requests will also be returned to customers via secure electronic means unless the customer specifies otherwise. The Exposure Registry processes an average of 3,000 requests annually; turnaround time is dependent on the number of requests already in the queue but is generally about 2-3 weeks. If you have not received your response within 4 weeks, please contact the Exposure Registry to check on the status of your request. Please follow the process outline below for submitting requests. If you have any additional questions, please contact the Exposure Registry Officer, LTJG Chrystopher Young, at (301) 319-4927.
Submitting exposure history requests:

1. Customers should follow request guidance in the NAVMED P-5055 Chapter 5-3.2 and request exposure from the prior reporting command before requesting the history from the NDC.
2. The NDC will not answer any request for exposure received within 6 months of the date of the last exposure. This does not give sufficient time for reporting commands to receive TLD results, submit the exposure to the NDC, and for the NDC to receive, process, and upload the reports. For example, if submitting on 10 Apr 2018, the request should not cover dates from Nov 2017 to Apr 2018.
3. Use official naval correspondence or the request form available on this site.
4. Submit required information on the request form or as specified in NAVMED P-5055 Chapter 5-3.2. Verify all information is accurate prior to submitting. Inaccurate or incomplete information will delay processing of your request.
5. If submitting requests for more than 10 individuals, the preferred request method is official command letter with a table listing all required information for everyone. Please avoid sending a single request for greater than 30 individuals within one month as this will significantly impact response time for all other customers.
6. Clearly list a current POC (rank/rate and name) with military email for the NDC to send responses once complete.
7. Send requests via secure electronic means as specified above to the ER technicians listed below. If sending a request via the AMRDEC safe site, please send to only one tech to avoid possible duplication of the request to:
   • POC, Mrs. Floretta Gibbs at floretta.f.gibbs.civ@health.mil
   • and cc'd to
   • LTJG Chrystopher Young at chrystopher.j.young.mil@health.mil
8. After you receive your response, if you note any discrepancies between the exposure history letter from the NDC and the exposure in the individual's medical record, please notify the NDC Exposure Registry. Submit a command letter specifying the noted discrepancy and enclose supporting documentation (NAVMED 6470/10, other relevant documents).

Thank you for the opportunity to assist your program.
Very Respectfully,
LTJG Young
.

Frequently Asked Questions 

• Q: I'm approaching the end of my issue period and have not received my next batch of TLDs. What do I do?
  A: Notify NDC and request an extension of your issue period by, naval message or letterhead correspondence. (NAVMED P-5055 6-5(8)(d)).
  
  Q: Due to operational commitment our issue period will exceed 150 days. What do I do?
  A: Request permission from NDC, by naval message or letterhead correspondence, to exceed 150 days due to operational commitments.
  (NAVMED P-5055 6-5(8)(d))
  Q: How long are issue-period extension approvals good for?
  A: There is a 30-day time limit. However, it is presumed that you will change out as soon as you receive a replacement set. If you are going to exceed NDC's30-day issue period extension, then your next extension request must be approved by BUMED.
  Q: I have a person that lost their TLD. How do I handle that?
  A: If you are confident the TLD will show up eventually, remove two unused TLDs from the same batch as the missing TLD and set them aside to be used as
  controls when the `lost? TLD is recovered. Submit it to NDC along with a disk, paperwork and the two control TLDs to be read.
  Q: I have a person that may have exceeded their annual limit and would like an immediate read. How do I do that?
  A: Notify NDC of the potential high read via phone or email immediately. Collect the individuals TLD and two unused from the same batch. Submit these
  TLDs along with, a cover letter stating your suspicion of a high read, a NAVMED 6470/3 form and a SAMS generated disk to be read. The two unused
  TLDs should be identified as controls. (NAVMED P-5055 6-5(8)(b)(4)).
  Q: How do I obtain radiation exposure history information? Can I request it on the Feedback?
  A: You must fill out the Radiation Exposure History Request form. You can do this by clicking on the Radiation Exposure History Request on our NKO
  website. Fill out the form and submit it. DO NOT request radiation exposure history information on our NKO website through the feedback due to
  privacy requirements.
  Q: Is there any other method of submitting and receiving data other than floppy disks?
  A: NDC has developed an online system that allows commands to upload and download data. This eliminates the need for disks. This system improves the
  speed and ease of managing a radiation health program.
  Q: Can I reuse a disk to submit data to the Naval Dosimetry Center?
  A: Do not send data on used disks. You must submit all data on new disks or via NKO.
  Q: What is the most effective way of communicating with NDC?
  A: While phone calls and e-mails can resolve minor issues quickly and efficiently, they are not considered official means of communication. In the case of
  phone calls, points of discussion can be misinterpreted or not followed through with no formal documentation to support either side. Decisions over the
  phone or through e-mails can be made without the necessary knowledge or input of superiors. Letterhead and Naval Message will continue to be the
  official form of communications with administrative e-mails soon to be made available.
  Q: How do I register my account with NDC?
  A: You will need to fill out a System Authorization Access Request (SAAR) form and fax or e-mail it to NDC. The request must be signed by you and your
  supervisor. Once your request has been approved, NDC will create an account and contact you with your username and password.
  Q: How do I initiate a radiation monitoring program and begin receiving TLDs to monitor individuals?
  A: To initiate personnel dosimetry services, submit a written request to the NDC stating the number of individuals and/or areas to be monitored, the
  source(s) and type(s) of radiation to be monitored, the activity's unit identification code (UIC), a desired starting date for dosimetry services, a complete
  mailing address, an e-mail address, and point of contact name and telephone number. Shore activities and non-nuclear-powered ships shall send requests
  via their chains of command. Forces afloat associated with NNPP shall submit their requests via the cognizant nuclear-capable shipyard/facility and their
  immediate chain of command. Upon receipt of the request and approval, the NDC and/or cognizant nuclear-capable shipyard/processing facility will
  forward a package containing the necessary equipment for initiating the program. (NAVMED P-5055 6-5(2))
  Q: I need more TLDs sent to my command. How do I request an increase in my TLD allotment?
  A: Notify NDC by naval message or letterhead correspondence of your new TLD allotment needs and we will update our system for future shipments.
  Q: I have received electronic files on a floppy disk, but my command no longer has floppy drives installed on the computers. What do I do?
  A: NDC’s IT department is working diligently to create a means for us to ship electronic files out on CDs. In the meantime, contact the NDC by email or
  naval message stating that you have encountered this problem and we will assist in getting you the files by other electronic means.

Radiation Exposure Request Form

EDP-30, Form-02 (Radiation Exposure Request Form)

To submit an Exposure History Request, please kindly fill out the form, save it, and send it either via::
1. secure electronic means, i.e., encrypted email or password protection. See and follow Protecting Your Saved Radiation Exposure Request Form with Password
2. DoD SAFE site (https//safe.pps.mil) .

 

 

EDP-30, Form-02 Radiation Exposure Request Form