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DMG AVAILABILITY OF RECORDS <br />The "DMG Availability of Records" form should be completed during each complete inspection. <br />The form is provided in triplicate for ease in filing the inspection reports once the specialist <br />returns to the office. <br />The Master Checklist <br />A master copy of the records checklist should be included in the inspection packet of each mine. <br />This will assist specialists, other than the lead specialist, in performing a complete inspection <br />at the site. The master checklist should, be updated regularly, with the date of the most recent <br />update noted thereon. <br />The "On Site ?" column should be used to indicate the frequency of reporting for records. For <br />example, "Quarterly" might be entered for NPDES Records. . <br />Not all records on the checklist will be applicable at all mine sites. Therefore, in the left <br />column, under "On Site ? ", the lead specialist will note that by entering "N /A" next to those <br />entries. <br />The "Comments" section should be used to indicate where records can be located, such as the <br />mine office or courthouse. An example of this would be "All records are in the conference <br />room of the main office. The Annual Hydrology Reports are in a 3 -ring binder entitled 'Annual <br />Hydrology Reports' and are kept in Joe Miner's office. " <br />Complete Inspections <br />The triplicate form shall be filled out during each complete inspection. Each line of the "On <br />Site" column should have either a "Yes ", "N /A ", or other brief comment. Brief comments <br />would include the date a permit expires, date ponds were certified, amount and type of bond, <br />last quarter of pond inspections on file, when insurance certificates expire, etc. The comments <br />section should include additional notes made by the specialist during the inspection. <br />When filling out the remainder of the inspection report, Section II on page two (the "bingo <br />sheet "), "Availability of Records" should be marked "R". Section III, the Comments - <br />Compliance section, should include a reference to the completed records checklist. <br />Availability of Records <br />At the County Courthouse of each coal mining county, there should be a document entitled <br />"Description of Information Available Pertaining to Coal Mining and Reclamation Operations <br />and Procedures for Obtaining Such Information". This document informs the public on what <br />information is available to them for their review. A copy of the document is in the Coal <br />Handbook. It is the specialist's responsibility to ensure that the document has been provided to <br />the County Clerk and Recorder. <br />mAcoal \share\handbook\records -6- 1/96 <br />