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 https://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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