The following records relating to the city's drug and alcohol testing program are required to be maintained:
(A) Records related to the collection process:
(1) Collection logbooks;
(2) Documents related to the random selection process;
(3) Celebration documentation for Evidential Breath Testing Devices (EBT's);
(4) Documentation of Breath Alcohol Technician (BAT) Training;
(5) Documentation of reasoning for reasonable suspicion testing;
(6) Documentation of reasoning for post-accident testing;
(7) Documents verifying a medical explanation for the inability to provide adequate breath or urine for testing;
(8) Consolidated annual calendar year summaries.
(B) Records related to the driver's test results:
(1) Employer's copy of the alcohol test form, including results;
(2) Employer's copy of the drug test chain of custody and control form;
(3) Documents sent to the employer by the Medical Review Officer;
(4) Documentation of any driver's refusal to submit to a required alcohol or controlled substance test;
(5) Documents provided by a driver to dispute results of test;
(C) Documentation of any other violations of controlled substance use or alcohol misuse rules
(D) Records related to evaluations and training:
(1) Records pertaining to substance abuse professional's (SAP) determination of driver's need for assistance;
(2) Records concerning a drivers compliance with SAP's recommendations.
(E) Records related to education and training:
(1) Materials on drug and alcohol awareness, including a copy of the employer's policy on drug use and alcohol misuse;
(2) Documentation of compliance with requirements to provide drivers with educational material, including driver's signed receipt of materials;
(3) Documentation of supervisor training;
(4) Certification that training conducted under this rule complies with all requirements of the rule.
(F) Records relating to drug testing:
(1) Agreements with collection site facilities, laboratories, medical review officers (MRO's) and consortia;
(2) Names and positions of officials and their role in the employer's alcohol and controlled substance testing program;
(3) Monthly statistical summaries of urinalysis;
(4) The employer's drug testing policy and procedures.
(G) All required records shall be maintained in a secure location with limited access. Records shall be made available for inspection at the Clerk-Treasurer's office within two business days after a request has been made by an authorized representative of the Federal Highway Administration.
(H) Documents to be maintained for five years:
(1) Verified positive controlled substance test results
(2) Refusals to submit to required alcohol or controlled substance test;
(3) Required calibration of Evidential Breath Testing Devices (EBT's);
(4) Substance Abuse Professional's (SAP) Evaluation and referrals.
(I) Documents to be maintained for two years:
(1) Records related to the collection process (except calibration) and required training.
(J) Documents to be maintained for one year:
(1) Alcohol test results indication a breath alcohol concentration less than 0.02.
(Ord. 33-1995, passed 12-12-95)