The University of Tennessee, Knoxville

Tennessee County Municipal Advisory Service

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Utilities (Wastewater and Water)

Reference Number: MTAS-704
Tennessee Code Annotated
Reviewed Date: September 15, 2017
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UTILITIES (Wastewater and Water) RECORDS RETENTION SCHEDULE 

 

Description of Record

Retention Period

Legal Authority/Rationale

 

WASTEWATER RECORDS

 

U-1. Discharge Monitoring Reports (DMRs).

Retain 3 years or longer if so requested by Water Pollution Control as a minimum to comply with permit. Retention for life of the facility is recommended.

NPDES Permit Requirements Part I Subpart B.5.

Provides record of operations and loading to assist in planning.

U-2. Industrial Pretreatment. All information resulting from monitoring activities.

*Retain 3 years, longer in cases of unresolved litigation.

40 C.F.R. 403.12 (o) (1-3).

U-3. Laboratory Bench Sheets, Calibration and Maintenance of Instruments. QA/QC Data, Flow Charts.

Retain 3 years or longer if requested by Water Pollution Control.

NPDES Permit Requirements Part I Subpart B.5.

U-4. Land Application of Cumulative Pollutant Loading Rate Sludge under 40 C.F.R. 503.13.(a) (2) (I).

*Permanent record.

40 C.F.R. 503.17 (a) (5) (ii).

U-5. Monthly Operating Reports (MORs).

Retain 3 years or longer if requested by Water Pollution Control as a minimum to comply with permit. Retention for the life of the facility is recommended.

NPDES Permit Requirements Part I Subpart B.5.

Provides record of operations and loading to assist in planning.

U-6. Wastewater Sludge Disposal via Land Application, Surface Disposal, Incineration.

*Retain 5 years.

(40 C.F.R. 503.17) Land Application; (503.27) Surface Disposal; (503.47) Incineration.

 

UTILITIES (Water and Wastewater Records)

Description of Record

Retention Period

Legal Authority/Rationale

 

DRINKING WATER RECORDS

 

U-7. Bacteriological Analysis.

*Retain 5 years.

Tenn. Admin. Rule 1200-5-1-.20 (1) (b).

U-8. Chemical Analysis.

*Retain 10 years.

Tenn. Admin. Rule 1200-5-1-.20 (1) (a).

U-9. Consumer Confidence Reports.

*Retain 5 years.

Tenn. Admin. Rule 1200-5-.35 (5) (h).

U-10. Cross Connection Records.

*Retain 5 years.

Tenn. Admin. Rule 1200-5-.20 (1) (h).

U-11. Monthly Operating Reports MORs).

Retain until next survey at a minimum. Retention for life of the facility is recommended.

Provides record of operations and loading to assist in planning.

U-12. Storage Tank Inspections.

Retain 5 years to comply with rule. Retention for life of the tank is recommended.

Tenn. Admin. Rule 1200-5-1-.20 (1)(h). Retention for life of the tank is recommended to track deprecation and repairs.

U-13. Turbidity. Records include daily worksheets, calibration data, and strip charts.

*Retain until the next sanitary survey.

Tenn. Admin. Rule 1200-5-1-.20 (1) (f).

U-14. Variance or Exceptions Granted.

*Retain 5 years following the expiration of such variance or exemption.

Tenn. Admin. Rule 1200-5-1-.20 (1) (d).

U-15. Violation, Corrective Action. Records of actions taken to correct violations of primary drinking water regulations.

*Retain 3 years after action.

Tenn. Admin Rule 1200-5-1-.20 (1) (b).

U-16. Written Reports, etc., Related to Sanitary Survey.

*Retain 10 years after sanitary survey.

Tenn. Admin. Rule 1200-5-1-.20 (1) (c).

*Indicates a mandatory retention period based on state or federal law.  

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