| 1.0 INTRODUCTION |
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This Appendix contains the format
used for reporting USEPA Method TO-15 from “Compendium
of Method for the Determination of Toxic Organics Compounds in Ambient
Air- Second Edition”. It presents instructions and the
order in which data is reported.
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1.1. |
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The NJDEP provides only three reporting forms for this
contract, the Title Page, Methodology form and the Method TO-15 Units
Conversion Table. For all other reporting forms the Contractor must
generate the forms from their stand alone Reporting Form Generation
Software (such as Thruput Inc, Thru-Put Systems, The Khemia Company
or Environment Information System Corporation) that contains the information
required by NJDEP. |
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1.2. |
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The Contractor can obtain electronic versions of the
NJDEP generated forms after contract award. |
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1.3. |
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The Contractor Generated forms shall not have labels
referring to "CLP", "SOW" and "EPA Sample #. If the laboratory’s reporting
software requires inclusion of these labels, the laboratory must add
a statement to the Case Narrative informing the data reviewer to disregard
the labels. |
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1.4. |
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Laboratories must receive a written approval from BEMQA-QAS
prior to using modified forms. The NJDEP shall reject non-compliant
forms and data packages. |
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| 2.0 NJDEP REGULATORY
FORMAT REQUIREMENTS FOR THE DATA PACKAGE |
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2.1. |
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The deliverable consists of a NJDEP Regulatory
Format Data Package and NJDEP Regulatory Format Summary Package.
The Summary Package is a separate bound document. (See Requirements
in Section 4.0 of this Appendix). |
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2.2. |
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The laboratory must issue a completely
legible document. Contract Users reject data packages containing illegible
signatures or documentation. |
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2.3. |
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The laboratory shall submit an original
final data report and original data package summary and with two copies
of the summary data package, along with the electronic deliverables
to the NJDEP or other State User within the engagement timeframe as
specific by the IFB. |
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2.4. |
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Each Sample Delivery Group (20 field samples
or less) shall have a separate data package set. |
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2.5. |
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The laboratory shall deliver all samples
within a Sample Delivery Group in one data package set. The State
deems individual data packages for each sample unacceptable. |
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2.6. |
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Single side-print the ORIGINAL data package
and the data package summary. Double side print copies of the data
package summary. |
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2.7. |
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Clearly labeled and completed in accordance
with instructions in this Appendix. |
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2.8. |
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The data package must be arranged in the
order specified in this Appendix. |
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2.9. |
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Securely bound along the left-hand margin
of the report. Do not use staples to secure the data package. |
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2.10. |
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Sequentially paginated for each page after
the Table of Contents. |
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| 3.0 ORDER OF DATA
DELIVERABLES NJDEP REGULATORY FORMAT |
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3.1. |
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TITLE PAGE |
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3.2. |
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TITLE OF CONTENTS |
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3.3. |
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CHAIN OF CUSTODY AND SAMPLE ANALYSIS REQUEST DOCUMENTS.
(NJDEP FORMS 077, 095) |
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3.4. |
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METHODOLOGY REVIEW |
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3.5. |
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CASE NARRATIVE |
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3.6. |
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METHOD DETECTION LIMIT SUMMARY |
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3.7. |
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Method TO-15 Unit Conversion Table |
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3.8. |
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QUALITY CONTROL DATA SUMMARY |
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3.8.1. |
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Tune summary. |
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3.8.2. |
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Method blank summary (with associated samples numbers). |
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3.8.3. |
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Laboratory control sample summary. |
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3.8.4. |
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Internal standard area summary. |
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3.9. |
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SAMPLE DATA SUMMARY |
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3.9.1. |
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Sample result summary and method detection limit. |
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3.9.2. |
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Sample chromatograms. |
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3.9.3. |
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Quantitation reports. |
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3.9.4. |
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Mass spectra. |
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3.10. |
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STANDARDS DATA SECTION |
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3.10.1. |
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Initial calibration(s) data summary, including chromatograms and
quantitation report of standards. |
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3.1.0.2. |
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Continuing calibration(s) data summary including chromatograms and
quantitation report of standards. |
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3.11. |
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RAW QUALITY CONTROL DATA PACKAGE |
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3.11.1. |
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BFB spectra with mass listing. |
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3.11.2. |
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Method blank with the analysis data sheet, chromatograms, quantitation
reports and mass spectra. |
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3.11.3. |
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Laboratory blank with the analysis data sheet, chromatograms, quantitation
reports and mass spectra ( if applicable). |
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3.11.4. |
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Laboratory control sample with the analysis data sheet, chromatograms
and quantitation reports. |
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3.11.5. |
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Copy of instrument run log(s). |
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3.11.6. |
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Pressure gauge readings (initial and final). |
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3.11.7. |
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Screening data. |
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3.11.8 |
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Clean canister certification with the analysis data sheet, chromatograms,
quantitation reports and mass spectra. |
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| 4.0
NJDEP REGULATORY FORMAT SUMMARY PACKAGE FORMAT (General Requirements) |
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The NJDEP Regulatory Format Summary Packages will
consist of documentation required by Section 3.1
through Section 3.9.1 inclusive of this Appendix.
The format must meet the following requirements:
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4.1. |
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The laboratory must issue a completely
legible document. Contract Users reject data packages containing illegible
signatures or documentation. |
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4.2. |
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Submit an original and two (2) copies of
data package summary report. |
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4.3. |
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Each Batch of Samples or Sample Delivery
Group (20 field samples or less) must have a separate summary package
set. |
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4.4. |
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The laboratory shall deliver all samples
within a Sample Delivery Group in one data package set. The State
deems individual data packages for each sample unacceptable. |
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4.5. |
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Single side-print the ORIGINAL data package
and the data package summary. Double side print copies of the data
package summary. |
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4.6. |
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The report must be clearly labeled and
completed in accordance with instructions in this Appendix. |
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4.7. |
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The report must be arranged in the order
specified in this Appendix. |
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4.8. |
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The report must be Securely bound along
the left-hand margin of the report. Do not use staples to secure the
data package. |
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4.9. |
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The report must be sequentially paginated
for each page after the Table of Contents. |
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| 5.0 REPORT FORMAT AND DELIVERABLES
REQUIREMENT INSTRUCTIONS |
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5.1. |
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Report information in the following order: |
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5.2. |
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Title Page - List on the title
page the NJDEP, or other State agencies' case name and or number,
field sample numbers, laboratory sample numbers, sample location,
date and time of sample collection, date of data report. Laboratory
Quality Assurance Officer and Laboratory Manager must sign this page.
Use NJDEP Form A-1A. |
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5.3. |
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Table of Contents - List on this
table list, with a page reference, all topic headings in Section
3.0 "Order of Data Deliverables" of this Appendix. |
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5.4. |
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External and Internal Chain of Custody
and Sample Analysis Request Forms |
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5.4.1. |
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All State personnel shall complete DEP Form - 095 and
submit it along with the samples for analysis. When chain of custody
documentation is missing or contains errors, immediately notify the
NJDEP or other State agency submitting the samples. |
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5.4.2. |
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Present field and internal laboratory chain of custody
documents. DEP Form-095 (with Shipping Container). for samples submitted
by all State agencies. All data packages presented to the State under
this contract must contain these items. Properly complete the laboratory
portions of these forms. Include all air waybills for each SDG, miscellaneous
shipping and receiving records |
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5.4.3. |
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Document internal chain of custody using DEP Forms
077 for all State agencies. |
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5.4.4. |
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Each sample submitted consists of a canister. Document
internal chain of custody for each canister for Method TO-15. Internal
chain of custody documentation for all samples may be listed on one
(1) form for any given case (group) of samples submitted. |
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5.4.5. |
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Indicate on the chain of custody document all movements
of the canister through the laboratory. Show the date and time of
relinquishing and accepting of the sample and aliquots by each individual
who handled the sample materials. Use DEP Forms 077. Terminate chain
of custody only when the sample is returned to permanent storage after
analysis, or are depleted. Illegible chain of custody documentation
will result in data rejection. |
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5.5. |
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Methodology Review -Indicate by
Method and Revision number, what analyses were conducted on the samples.
Use NJDEP Form A-4 – Ambient Air Analysis (10/2002). |
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5.6. |
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Case Narrative- |
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5.6.1. |
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Use NJDEP Form A –1C or a laboratory facsimile. The
document shall contain in narrative form any item not conforming to
the requirements of this contract. Including, but not limited to discussing
of failed Quality Assurance or Quality Control criteria, sample matrix
effects on the analysis, sample dilutions, and reanalyses. The Contractor
documentshall include any technical and administrative problems encountered,
the corrective actions taken, the resolution and an explanation of
all flagged edits (e.g. manual edit) on the quantitiation lists. The
Contractor shall document in the narrative all instances of manual
integrations. |
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5.6.2. |
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The Contractor must document all GC columns used for
analysis by fraction. List the GC column identifier—brand name, the
internal diameter, in mm, the length, in meters, packing/coating material
and film thickness. The trap used for volatile analysis must be described
here. List trap name, when denoted by the manufacturer, its composition
(packing material/brand name, amount of packing material, in length,
cm). |
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5.6.3. |
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The case narrative shall contain the following statement,
verbatim:
"I certify that this data package is in compliance with
the terms and conditions of this contract, both technically and
for completeness, for other than the conditions detailed above.
Release of the data contained in this hardcopy data package and
in the computer –readable data submitted on diskette has been
authorized by the laboratory manager or his/her designee, as verified
by the following signature."
This statement shall be directly followed by an original signature
of the laboratory manager or his/her designee, with a typed line
below it containing the signer’s name and title, and date of signature. |
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5.7. |
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Method Detection Limit Summary
- The annual method detection limit (MDL) study as required by the
NJDEP Laboratory Certification Regulations N.J.A.C 7:18 Sections5.5(c)
10 & 11 must be submitted. The information provided for each compounds
must include the following: |
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5.7.1. |
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Matrix Type |
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5.7.2. |
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Effective Date |
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5.7.3. |
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Instrument ID and Column ID |
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5.7.4. |
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Compound name |
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5.7.5. |
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Data for seven replicates |
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5.7.6. |
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Mean value |
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5.7.7. |
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True Value |
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5.7.8. |
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Percent recovery |
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5.7.9. |
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Standard deviation |
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5.7.10. |
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MDL ppbv |
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5.7.11 |
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RL ppbv |
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5.7.12 |
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True Value/MDL |
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5.7.13 |
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Analyst name and date analyzed |
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5.7.14 |
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Reviewed by name and Date |
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5.7.15 |
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Report preparer’s name and date prepared |
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5.8. |
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Method TO-15 Units Conversion Table
- This table is in
an excel spreadsheet and provides a embedded calculation to convert
the ppbv results obtained by the laboratory to a ug/m3
results for the Contract User. A separate excel work sheet within
a one Microsoft Excel® file must be provided for each field sample.
Additionally a separate printed worksheet must be provided for each
field sample directly behind the case narrative. A copy of this table
is at the end of this appendix. |
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| 6.0 QUALITY CONTROL
DATA SUMMARY -- containing the following: |
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6.1. |
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GC/MS Tune Summary - Report the
tune data on a laboratory generated form. Includes listing of all
calibrations, samples and QC samples associated with each tune. (Identification
number, date and time of each injection must be listed. If more than
one form is necessary, forms shall be arranged in chronological order
by date of analysis. |
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6.2. |
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Method Blank Summary - Record
method blank summary on a laboratory generated form. Record all samples
and QC samples analyzed with the method blank. If more than one form
is necessary, forms shall be arranged in chronological order by date
of analysis of the blank. |
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6.3. |
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Laboratory Control Sample Summary
- Record laboratory control sample data on a laboratory generated
form. The laboratory control limits must be provided |
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6.4. |
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Internal Standard Summary - Record
internal standard responses and retention times on a laboratory generated
form. The upper and lower limits as required by the method must be
provided on the form. The retention time difference must be reported
from the latest daily 24-hour calibration standard or mean retention
time over the initial calibration range. |
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| 7.0 SAMPLE DATA
SUMMARY |
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The laboratory shall place sample packages
in order of increasing Sample number considering both letters and
numbers. |
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7.1. |
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Analysis Data Sheet Summary -
Record quantitative results, UNCORRECTED for blank and method detection
limits on a laboratory-generated form to two (2) significant figures.
Use the rounding rules outlined in EPA Handbook of Analytical Quality
Control in Water and WasteWater Laboratories, EPA-600/4-70-019. Report
all data in ppbv concentration units. Do not report values less than
the clean canister certification level of 0.2 ppbv for each compound. |
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7.2. |
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Sample Reconstructed Total Ion Chromatograms
- for each sample including dilutions and reanalyses) Reconstructed
ion chromatograms shall contain the following header information.
Chromatograms must be labeled with the following Information: |
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7.2.1. |
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Sample identification number. |
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7.2.2. |
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Date and time of analysis |
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7.2.3. |
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GC/MS instrument identification -- exact instrument
employed. |
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7.2.4. |
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Lab file Identifier –exact file number |
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7.2.5. |
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Analyst ID |
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7.2.6. |
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Internal Standards shall be labeled with the names
of compounds, either directly out from the peak or on printout of
retention times if retention times are printed over the peak |
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7.3. |
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Data System Printouts - If automated
data systems procedures are used for preliminary identification and/or
quantitation of the target compounds, the complete data system report
shall be included in all sample data packages. The complete data system
report shall include all the information listed below. For laboratories
that do not use the automated data system procedures, a laboratory
"raw data sheet" containing the following information shall
be included in the sample data package in addition to the chromatograms. |
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7.3.1. |
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Comparison of compounds found vs. the library entry. |
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7.3.2 |
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Sample Identification number |
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7.3.3 |
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Date and time of analysis |
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7.3.4 |
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Retention time or scan number of identified target
compounds |
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7.3.5 |
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Ion used for quantitation with measured area |
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7.3.6 |
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Copy of area table from data system |
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7.3.7 |
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GC/MS instrument identifier |
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7.3.8 |
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Lab file identifier |
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In all instances where the data system
report has been edited, or where manual integration or quantitation
has been performed, the GC/MS operator shall identify such edits
or manual procedures by initialing and dating the changes made to
the report, and shall include the integration scan range. In addition,
a hardcopy printout of the EICP of the quantitation ion displaying
the manual integration shall be included in the raw data. This applies
to all compounds targeted by the method/contract and internal standards.
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7.4. |
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Sample Mass Spectra |
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7.4.1. |
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Copies of raw spectra and copies of background subtracted
mass spectra of volatile compounds listed in the method that are identified
in the sample and corresponding background-subtracted target compound
standard mass spectra. |
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7.4.2. |
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Spectra must be labeled with sample ID number, lab
file identifier, date and time of analysis, and GC/MS instrument identifier
compound names shall be clearly marked on all spectra. |
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7.4.3. |
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Negative Proof - Submit a copy of the standard mass
spectrum and non-confirmed mass spectra in the data report when GC/MS
analysis indicates the presence of a target list compound at a concentration
greater than the MDL and examination of the standard mass spectrum
and corresponding mass spectrum do not confirm the presence of the
compound in the sample. |
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| 8.0 STANDARDS
DATA SECTION |
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8.1. |
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Initial Calibration Form Summary and
Raw Data - Report initial calibration information on a laboratory
generated form. |
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8.1.1. |
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If more than one instrument is used, the initial calibration
information must be in chronological order, by instrument. |
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8.1.2. |
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Volatile standard(s) reconstructed ion chromatograms
and data systems reports for the initial calibration, labeled as required
by Sections 7.2 & 7.3 of
this Appendix. Spectra are not required. |
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8.1.3. |
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EICPs displaying each manual integration |
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8.1.4. |
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In all instances where the data
system report has been edited, or where manual integration or quantitation
has been performed, the GC/MS operator shall identify such edits
or manual procedures by initialing and dating the changes made to
the report, and shall include the integration scan range. In addition,
a hardcopy printout of the EICP of the quantitation ion displaying
the manual integration shall be included in the raw data. This applies
to all compounds targeted by the method/contract and internal standards.
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8.2. |
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Continuing Calibration Form Summary
and Raw Data - Report continuing calibration data on a laboratory
generated form. |
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8.2.1. |
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If more than one instrument is used it must be in chronological
order, by instrument. |
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8.2.2. |
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Volatile standard(s) reconstructed ion chromatograms
and data system reports for all continuing (24- hour) calibrations,
labeled as required by Sections 7.2 & 7.3
of this Appendix. Spectra are not required. |
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8.2.3. |
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EICPs displaying each manual integration |
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8.2.4. |
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In all instances where the data system report has been
edited, or where manual integration or quantitation has been performed,
the GC/MS operator shall identify such edits or manual procedures
by initialing and dating the changes made to the report, and shall
include the integration scan range. In addition, a hardcopy printout
of the EICP of the quantitation ion displaying the manual integration
shall be included in the raw data. This applies to all compounds targeted
by the method/contract and internal standards |
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| 9.0 Raw QC Data
Package |
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9.1. |
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BFB Tuning Data |
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9.1.1. |
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BFB data shall be arranged in chronological order by
instrument for each 12-hour period, for each GC/MS system utilized. |
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9.1.2. |
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Bar graph spectrum labeled as per Section
7.2 of this Appendix. |
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9.1.3. |
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Mass listing, labeled as per Section 7.2 of this Appendix. |
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9.1.4. |
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Reconstructed total ion chromatogram, labeled as per
Section 7.2 of this Appendix. |
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9.2. |
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Blank Data (includes Method Blanks
and any Instrument Blanks) |
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9.2.1. |
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Blank data shall be arranged by type of blank (method
blanks, instrument blanks and shall be chronological order by instrument. |
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Note: this order is different from that
used for samples. |
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9.2.2. |
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Tabulated results on a laboratory generated form for
the target compounds. |
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9.2.3. |
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Reconstructed ion chromatogram(s) and data systems
report(s) as labeled as in Sections 7.2 and 7.3
of this Appendix. |
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9.2.4. |
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Target compound spectra with laboratory-generated
standard as labeled as in Section 7.4 of this Appendix. Data systems,
which are incapable of dual display, shall provide spectra in the
following order.
9.2.4.1. raw target compound spectra
9.2.4.2. enhanced or background-subtracted spectra
9.2.4.3. laboratory-generated standard spectra |
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9.3. |
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Laboratory Control Samples |
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9.3.1. |
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Tabulated results using a laboratory generated reporting
form for the target compounds. |
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9.3.2. |
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Reconstructed ion chromatogram(s) and data system report(s)
as labeled as in Sections 7.2 and 7.3
of this Appendix. Spectra are not required. |
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9.4. |
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Instrument Run Log -- Present
copy of actual logbook page(s). |
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9.5. |
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Pressure Gauge Readings
– Present copy of the actual logbook pages on which the initial
and final pressure gauge readings are recorded. |
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9.6. |
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Canister Dilution Calculations |
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9.6.1 |
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The laboratory must submit the following information
in a table format. |
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9.6.2 |
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Laboratory ID |
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9.6.3 |
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Initial Pressure ("Hg) |
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9.6.4 |
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Initial atmosphere |
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9.6.5 |
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Initial psia |
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9.6.6 |
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Initial Volume of Canister (L) |
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9.6.7 |
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Dilution factor |
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9.6.8 |
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Final Pressure ("Hg) |
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9.6.9 |
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Final psia |
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9.6.10 |
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Final atmosphere |
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9.6.11 |
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Final Volume of Canister (L |
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9.6.12 |
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Required footnotes must be defined in chart
9.6.12.1.1.1.1.1.1. x"Hg =
9.6.12.1.1.1.1.1.2. Atm =
9.6.12.1.1.1.1.1.3. Psia=
9.6.12.1.1.1.1.1.4. Psig= |
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9.7. |
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Screening Data |
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9.7.1. |
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If the laboratory screens the samples prior to analysis,
all screening data must be included in this section. Include all instrument
output, including strip charts from screening activities. |
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9.8. |
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Clean Canister Certification Data |
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9.8.1.1. |
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The laboratory must submit the GC/MS data verifying
that the canister used to certify the batch of canisters as clean.
The data submitted must include not only the sample data as required
by Section 7.0, Standards Data as required by Section
8.0, and Raw Data required by Section 9.0. |
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| 10.0 DATA REPORTING
QUALIFIERS |
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The method doesn’t specify the use of data
qualifiers. However, NJDEP has identified the data qualifiers that
must be used on the data |
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J – |
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This flag indicates an estimated value
when NJDEP requests that the Contractor report a specific compound
down to less than the low calibration point. |
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U- |
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The flag indicates the compounds was analyzed
for but no reported. The MDL shall be adjusted if dilutions are required |
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B- |
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This flag is used when the analyte is
found in the associated method blank as well as the sample. It indicates
probable blank contamination and warns the data user to take appropriate
action. The combination of flags BU or UB is expressly prohibited.
Blank contaminants are flagged B only when they are detected in a
sample. |
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E- |
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This flag indicates compounds whose concentrations
exceed the upper calibration level of the calibration range of the
instrument for that specific analysis. If one or more compounds have
a response greater than the upper level of the calibration range,
the sample shall be diluted and reanalyzed according to the requirements
of the method. All compounds with a response greater than the upper
level of the calibration range shall have the concentration flagged
with an E on the Sample Data Summary Reporting Form. |
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D- |
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If a sample is reanalyzed at a higher
dilution factor, for example when the concentration of an analyte
exceeds the upper calibration range, the DL suffix is appended to
the sample number on the Sample Data Summary Reporting Form for the
more diluted sample, and all reported concentrations on that from
are flagged with a D flag. This flag alerts data users that any discrepancies
between the reported concentrations maybe due to dilution of the sample. |
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Note 1: The D flag is not applied
to compounds, which are not detected in the sample analysis.
Note 2: Separate Sample Data Summary Reporting
Forms are required for reporting the original analysis and the more
diluted sample analysis. The results cannot be combined on a single
reporting form. |
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X- |
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Other specific flags may be required to
properly define the results. If used the flags shall be fully described
with the description in the case narrative. Begin by using X. If more
than one flag is required, use Y and Z as needed. If more than five
qualifiers are required for a sample result, use the X flag to represent
a combination of several flags. The laboratory-defined flags are limited
to X, Y, and Z. |
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| 11.0 ELECTRONIC
DELIVERABLES |
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The Contractor is required to deliver three
types of Electronic Deliverables. The first electronic deliverable
is entitled "Electronic Data Deliverable Format" and is
used to document general information regarding the sampling event
and analysis of the samples. The second is the " Method TO-15
Units Conversion Table and is used to provide the analytical data
in both ppbv and ug/m3. The third electronic deliverable
is entitled "Electronic Data Submission of Results" and
is used to document the analytical results obtained by the laboratory.
Each electronic deliverable requires a separate diskette with the
information formatted as specified below. |
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11.1 |
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Electronic Data Deliverable Format |
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The Contractor shall use the following
format to document general information regarding the sampling event
and analysis of samples. This information is to be delivered on a
separate diskette. |
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ELECTRONIC DATA DELIVERABLES
FORMAT TABLE |
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FIELD NAME |
TYPE |
LENGTH |
COMMENT |
| Site ID |
Character |
12 |
EPA ID for site. |
| Site Name |
Character |
40 |
DEP site name. |
| Initial Date Sampled |
Date |
8 |
Format: mm/dd/yyyy |
| Received at Lab Date |
Date |
8 |
Format: mm/dd/yyyy |
| Analysis Complete Date |
Date |
8 |
Format: mm/dd/yyyy |
| Laboratory |
Character |
30 |
Lab Name. |
| Number of Samples |
Integer |
3 |
|
| CONTRACT |
Character |
6 |
CONTRACT Engagement #. |
| Report Format |
Character |
10 |
Lab deliverable format. |
| Field ID (FOR EACH SAMPLE) |
Character |
15 |
Unique ID from chain of custody
form. |
| Laboratory ID(FOR EACH SAMPLE) |
Character |
15 |
Unique ID established by the
lab. |
| Date Sampled(FOR EACH SAMPLE) |
Date |
8 |
Format: mm/dd/yyyy |
| Matrix(FOR EACH SAMPLE) |
Character |
10 |
AIR |
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NOTES: Character fields must present
all alphabetic characters in the upper case. Submit this information
on double-density or high-density 3.5" diskettes. Contain the data
fields in a Word Pad Text Document MS-DOS Format in a file named
SAMPLE.TXT." Enter each data field on a separate line concluded
by a carriage return line feed combination (ASCII characters 13
and 10). The file must appear as the following with values in place
of the field names and ellipses where "n" equals the number
of samples:
Site ID
Site Name
Initial Date Sampled
Received at Lab Date
Analysis Complete Date
Laboratory
Number of Samples
Report Form
Sample 1 Field ID
Sample 1 Laboratory ID
Sample 1 Date Sampled
Sample 1 Matrix
Sample 2 Field ID
Sample 2 Laboratory ID
Sample 2 Date Sampled
Sample 2 Matrix
Sample n Field ID
Sample n Laboratory ID
Sample n Date Sampled
Sample n Matrix |
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11.2. |
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Method TO-15 Units Conversion Table
This table is in a Microsoft Excel spreadsheet and provides an
imbedded calculation to convert the ppbv results obtained by the
laboratory to ug/m3 results for the Contract User. A
separate excel work sheet within one Microsoft ExcelTM
file must be provided for each field sample. Additionally a separate
printed worksheet must be provided for each field sample directly
behind the case narrative for each sample. The order of the compounds
on the table can be revised to the order of elution of the compounds
from the GC/MS. The files must be named with the Job number and
end with ".XLS". An example of the conversion table is
in Appendix 3. [Note see Method
TO-15 Units Conversion Table at https://www.nj.gov./dep/srp/guidance/vaporintrusion/
] |
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11.3 |
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Electronic Data Submission of Results |
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11.3.1 |
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Acceptable Format
The Contractor shall use the following format to
electronically deliver the analytical results. This information
shall be delivered on a separate diskette. Results of laboratory
analysis are to be electronically submitted in one of the following
ways.
The HAZSITE Database is a stand alone data collection
application that contains all the required fields, help screens,
and built-in checks to ensure data meets the required format. If
the laboratory uses this option, it must first create DATASET and
SAMPLE records from information provided by NJDEP and then create
the RESULTS records. A diskette copy of this application, identified
as HazSite4 LATEST VERSION, may be requested from NJDEP by calling
--609-292-9418 or the document can be downloaded from the DEP Home
Page https://www.nj.gov/dep/srp.
.wk1 or .dbf Format: The Site
Remediation Program Electronic Data Interchange Manual (SRP-EDI)
contains the required formats for laboratories to submit their electronic
data in either a Lotus-compatible spreadsheet (.wk1) or in a .dbf
format. SRP-EDI provides file definitions, field length and field
order. The Contractor is only responsible for the RESULTS file,
specified in Table 2.3 (for the .dbf option) or Spreadsheet 3.3
(for the Lotus-compatible .wk1 option). A hard copy of the SRP-EDI
can be requested from the NJDEP by calling 609-292-9418, or the
document can be downloaded from the NJDEP Home Page https://www.nj.gov/dep/srp. |
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11.3.2. |
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Analytes/Parameters
The analytes and parameters for which results are
being submitted must appear exactly as they appear in the DEP internal
system. If using the HazSite4
LATEST VERSION option, the analytes/parameters are included in the
HazSite4 LATEST VERSION as a "pick list". If using the .wk1 or .dbf
file format option for submission of results, the analytes/parameters
list can be obtained from the NJDEP in hard copy and must be used
by the laboratory. This file may be obtained from NJDEP in a hard
copy format and or as an ELECTRONIC file on diskette by calling
609-292-9418. |
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11.3.3 |
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Additional Data Provided by
the NJDEP
The NJDEP will provide to the laboratory the first
three fields required for the electronic submission of results.
These fields are SRP ID, Sample Date, and Sample Number. |
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11.3.4 |
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Data Transmission
All physical media sent to the department must
be in an IBM-Compatible format. Files are to be transmitted on 3.5"
1.44 IBM formatted diskettes.
The Contractor should transmit the diskette to
the Contract User for that sample batch along with the other documents
submitted as part of the required deliverables. A memo indicating
the facts of the electronic data submittal must accompany the official
hard copy submission of the Data Report. The memo should specify
exactly what data is being submitted. The diskette should be labeled
on its exterior as "Analytical Results" and include the SRP ID and
Data of Submittal. |
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11.3.5 |
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Discussion of Fields
For clarification on the definition of fields,
please see the SRP-EDI manual. |
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11.3.6 Additional Field Requirements
The NJDEP Web page regarding the Electronic Data
Submittals will be updated with USEPA TO methods by June 2003. The
website location is https://www.nj.gov/dep/srp/hazsite.
These are the proposed changes that will be occurring in June.
The last column in the Hazsites results file format
is labeled "QAQC". The Contractor will populate this field with
the Sample Delivery Group Number that is assigned to particular
group of Samples. The field must be populated for every compound.
The field length is currently a maximum of 15 characters in length.
Two additional fields are added following the field
labeled "QAQC". These fields are to be used to report the analytical
data as it comes off the instrument in ppbv concentration. The Contractor
will populate both fields for every compound. The field lengths
for both columns are currently a maximum of 15 characters in length.
The first field is named "UNCCONC" and will used
for reporting the "uncorrected" result value. This is a numeric
field only with a decimal point as needed.
The second field is named "UNCUNIT" and will be
used for the "uncorrected" results unit value. This is also used
for the detection limit units. For this contract, the field will
be populated with "ppbv" as the uncorrected result concentration
unit. |
