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Guidance DocumentsSRP-EDI Manual1.0 Introduction

 

1.0 Introduction — Why the data must be in an electronic format

Requirements for electronic data submissions and Geographic Information System (GIS) compatibility are included in the Technical Requirements for Site Remediation (the "Tech Rules"), which are part of the New Jersey Administrative Code (N.J.A.C. 7:26E). The regulations require that results from the analysis of environmental samples be provided in an electronic format, and that every sample point must be provided with its coordinate location in either State Plane Feet or Latitude and Longitude (State Plane coordinates are preferred, if possible). In this way your data can be entered into our data management system, and will be accessible through the Department GIS System for internal and external data sharing.

The Site Remediation Program (SRP) has developed this manual to help you submit your data to us electronically. The manual is designed to make it easier to submit your data and incorporate it into a data management system. This will help the SRP make more informed cleanup decisions, respond more accurately to questions and improve our ability to review your data more quickly and accurately.

Depending on the program used to create the dataset files, either three or four files must be submitted to SRP. These include: the DATASET FILE (DTST), which briefly defines the data being submitted; the SAMPLE FILE (HZSAMPLE), which contains information about each sample collected; and the RESULT FILE (HZRESULT), which contains the results of the analyses of each sample. If data are submitted using the Hybrid option or in the .DBF format as described below, an additional file must be submitted when data have been entered in the HZSAMPLE SampNote field. If using FoxPro, this will be the HZSAMPLE.FPT file; if using DBASE, this will be the HZSAMPLE.DBT file.

There is a hierarchical relationship among the three tables. For example, if you are reporting one dataset where five samples were collected, and each of the samples was analyzed for twenty different analytes, the tables submitted should be constructed as follows: one Dataset Table with one record, one Sample Table with five records, and one Result Table with 100 records (five samples times 20 analytes).

There are four ways to develop and submit the required information (please note: the Excel [.XLS] file format is not an acceptable option).

  • Option 1: Hazardous Site Database Submittal System (HazSite)
  • HazSite is a stand alone executable data submittal application. All of the required fields, valid entries, and administrative checks are included within the application. HazSite was developed so parties with a computer but limited means of computer support could meet the electronic data deliverables requirements. This is the best option when there is a limited number of samples, and especially if there is a limited number of analytes/results, since every analyte/result of every sample must have a data entry record.

  • Option 2: Database Format (.DBF)
  • A party having access to and familiarity with database products (such as FoxPro or Access) may create files with these products and save them in the .DBF format. If using these products to track sampling information, parties may create an "output" (i.e., reports) in the .DBF formats defined in this manual. It is absolutely essential that the formats outlined in this SRP-EDI Manual are strictly adhered to, in regard to field names, widths, order, formatting, etc.

  • Option 3: Lotus-compatible Spreadsheet Format (.WK1)
  • A party having access to and familiarity with spreadsheet programs (such as Lotus or Excel) may create files with these products and save them in a .WK1 (1-2-3) format. If using these products to track sampling information, parties may create an "output" (i.e., reports) in the .WK1 formats defined in this manual.

  • Option 4: Hybrid
  • The Hybrid option uses both the HazSite application and one of the other general formats described (.WK1, .DBF, or .TXT). HazSite can be used to easily create the DATASET and SAMPLE files defined in this document, which are automatically put into a .DBF format. Since the RESULT file has a much greater number of records, and is primarily the responsibility of the laboratory, the consultant can request the lab to provide the RESULTS file in the .DBF, .WK1, or .TXT format specified in this manual. The HazSite User Guide provides instructions for merging the HazSite Dataset and Sample files with the Results file. This option provides the benefits of using HazSite (a stand alone system requiring limited computer skills, with administrative checks built in), but also allows the user to avoid a great deal of manual data entry into the Results file. Instead, the .WK1, .DBF or .TXT report from the laboratory information system can be used.

Whichever format you decide to use, you will need to create three separate files:

The DATASET FILE, the SAMPLE FILE and the RESULT FILE. The files must be named, respectively, DTST, HZSAMPLE and HZRESULT, all followed by the appropriate extension (i.e., either by .DBF, .WK1, or .TXT).

As noted above, if submitting data using the Hybrid option or in the .DBF format, an additional file must be submitted when data have been entered in the SAMPLE FILES SampNote field. If using FoxPro, this will be the HZSAMPLE.FPT file; if using DBASE, this will be the HZSAMPLE.DBT file.

FIELD DEFINITION CONVENTIONS

There are several mandatory fields required in the submission of data, which, if not completed, will require resubmission of data by the user/interested party. These mandatory fields are designated in this document as follows:

  • Fields marked with an asterisk (*) are mandatory fields.
  • Fields marked with a plus sign (+) indicate that either the complete Latitude and Longitude OR State Plane X, Y Coordinates must be submitted for each environmental sample collected.
  • Fields marked with a carat (^) indicate that either MDL OR both Quant Type and Quant Level are mandatory fields.

It should be noted that all fields must be included in the HZSAMPLE and HZRESULT tables, even if no data are entered into a field. If all fields are not included in each table, the dataset will not be accepted. Once your submission is prepared, it is strongly recommended that you access the Electronic Data Submission Application (EDSA) on the SRP Home Page. Running EDSA will check the data for format correctness and administrative completeness. This is also the first check that the SRP conducts. By running EDSA yourself, the submission is more likely to be accepted, and this will decrease the number of resubmissions required and increase the efficiency of all parties involved.

Technical Assistance on all aspects of electronic data submission is provided on the SRP Home Page at http://www.nj.gov/dep/srp. Select "Regulations and Guidance" topic, then "Electronic Data Submittal/HazSite" subtopic. See related items. You may also call (609) 633-1380. To request the HazSite application on diskette, call (609)292-9418.

 

 

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