Governor Chris Christie • Lt.Governor Kim Guadagno
  Search
new jersey department of environmental protection
NJ Home Page Services A to Z NJ FAQs NJ Departments/Agencies departments
site remediation program

SRP Home | DEP Home

HazsiteSRP-EDI Manual

 

Site Remediation Program Electronic Data Interchange Manual
September 2016

Preface

Welcome to the new Electronic Data Interchange manual. The New Jersey Department of Environmental Protection’s (NJDEP) Site Remediation Program (SRP) has updated the SRP Electronic Data Interchange (EDI) manual to coincide with the new Electronic Data Deliverables(EDD) format. The new EDI manual has been released in concert with a new version of SRP’s Electronic Data Submittal Application (EDSA7) which is an application that checks the accuracy of SRP EDD. The new EDSA is now known as EDSA7. The new EDI manual includes all the updated table and field definitions required for accurate SRP EDDs. The new EDI manual also includes a submission process which coincides with the Licensed Site Remediation Professional (LSRP) Program being implemented by SRP.

Table of Contents

  • 1.0 Introduction

    Electronic Data Deliverables for SRP

    Requirements for the SRP’s electronic data deliverables are included in the Administrative Requirements for the Remediation of Contaminated Sites (ARRCS Rule), (N.J.A.C. 7:26C-1.6) and the Technical Requirements for Site Remediation (Tech Rule), (N.J.A.C. 7:26E–1.6). The regulations require that sample location information and result information from the analysis of the samples, be provided to SRP in an electronic format. In this way, your data can be entered into our data management system, and be made accessible for internal and external data sharing. Exemptions are listed in Who needs to submit data?

    The ARRC Rule simply states, in sub-chapter 1.6, that the submittal of “laboratory data deliverables” are required in an electronic format. The Tech Rule, also in sub-chapter 1.6, goes into more detail and lists some of the required fields, timeframes, additions and exceptions. In the pages that follow, the EDI manual will thoroughly explain what is required and how to submit it to SRP. The sample data being submitted by you will help the SRP investigator/review staff process you information accurately and efficiently.

    It’s important to remember that complete, accurate data deliverables begin with the LSRP. Without quality deliverables the sampling data cannot produce accurate reports. Without accurate reports, using the data successfully becomes extremely difficult. SRP data uses, such as LSRP Data Miner reports and the Remedial Priority System, requires quality data.

    NOTE –An EDD may be prepared by a Licensed Site Remediation Professional (LSRP) or a qualified data preparer on behalf of the responsible party, but the obligation of submitting an accurate EDD lies with the person responsible for conducting the remediation.

    Full Laboratory Deliverables

    Full laboratory deliverables for “potable water, vapor intrusion (sub-slab, indoor, and ambient), polychlorinated dibenzo-p-dioxins/polychlorinated dibenzofurans (PCDDs/PCDFs), and hexavalent chromium soil sample results” are also required by SRP. The Technical Requirements for Site Remediation (Tech Rule), (N.J.A.C. 7:26E–2.1 and 2.2) and Appendix A of the Tech Rule, details how to submit full laboratory deliverables for specific methods and/or analytes and media. More details on the method-specific requirements for vapor intrusion data deliverables (i.e. the TO-15 Conversion Table) are available via NJDEP Method LLTO-15. The NJDEP Method LLTO-15 Appendix also includes significant information. Detailed guidance on remediating vapor intrusion contamination is available via the Vapor Intrusion Technical Guidance.

    Please note that these full laboratory deliverables are frequently submitted to the Department prior to the submission of the key documents due to the time frames defined in the Tech Rule.

    Conclusion

    Full laboratory deliverable criteria are not explained in the EDI Manual. Only electronic data deliverable criteria are explained here. However, it is important to note that the NJDEP Method LLTO-15, the NJDEP Method LLTO-15 Appendix and the Vapor Intrusion Technical Guidance have not been updated yet and do contain data that have been deleted or edited in the EDI Manual. Please follow the EDI Manual when submitting electronic data deliverables to the SRP. The NJDEP Method LLTO-15, the NJDEP Method LLTO-15 Appendix and the Vapor Intrusion Technical Guidance are being updated and will be released later this year. Upon release, these documents will be in concert with the 2012 SRP EDI Manual.

  • 2.0 Data Tables

    A complete data deliverable requires three tables which must be submitted to SRP in three separate files. These files are:

    • The DATASET FILE which briefly defines the data being submitted;
    • The SAMPLE FILE which contains information about each sample collected; and
    • The RESULT FILE which contains the results of each sample's analysis.

    There is a one-to-many relationship between the three files. For example, if you are reporting a dataset where five (5) samples were collected, and each sample was analyzed for twenty (20) different analytes, the tables submitted must be constructed as follows:

    • A Dataset Table with column headers and one (1) data record;
    • A Sample Table with column headers and five (5) sample data records; and
    • A Result Table with column headers and one hundred (100) analyte data records (5 samples x 20 analytes = 100 analytes).

    Each row of data corresponds to one record in a text file.

  • 3.0 Data Formats

    The analysis of sample data must be completed by a certified lab.  However, if your lab is not satisfying all of the EDI criteria or you have old non compliant data or hard copy data or you’re preparing sample data for submittal to a lab…etc, SRP has supplied the required format below. There are three options that can be used to create your electronic data deliverable. It is extremely important to follow the required format for all your EDDs.  If the format shown below is not the final format that is submitted to the SRP, the submittal will fail. An EDD may be prepared by a Licensed Site Remediation Professional (LSRP) or a qualified data preparer on behalf of the responsible party, but the obligation of submitting an accurate EDD lies with the person responsible for conducting the remediation.

    3.1 The SRP Template Format

    An LSRP or data preparer having access to a computer but limited means of computer support, may find it easier to use the SRP Template Format to meet the data deliverable requirements. The SRP Template Format is a basic, stand-alone spreadsheet which outputs to a text, tab-delimited format. All of the required fields are identified in the spreadsheet by column headers. This option is most suitable where the number of samples and the number of analytes for each sample are relatively small, since every result of every sample will have a separate record (separate row in the spreadsheet). The SRP Template and instructions on how to use this option are available in Appendix 1.

    3.2 The Spreadsheet Format

    An LSRP or data preparer having access to and familiarity with spreadsheet software can create files with a spreadsheet product. Each table must be a separate spreadsheet and saved as a "tab delimited text ” (i.e., ASCII, tab-delimited) format. The table definitions and field definitions are described in section 4.0 of this manual. It is absolutely essential that the formats shown below are strictly followed for field names, widths, order, formatting, etc., or the submission will fail.

    3.3 The Database Format

    An LSRP or data preparer having access to and familiarity with database software can create files with a database product and save each table in a "tab delimited text” (i.e., ASCII, tab-delimited) format. The table definitions and field definitions are described in section 4.0 of this manual. It is absolutely essential that the formats shown below are strictly followed for field names, widths, order, formatting, etc., or the submission will fail.

  • 4.0 Table Definitions & Field Definitions

    The table definitions and field definitions for each table are shown below. The column titles “Required 11/14/2012 and before” and “Required 11/15/2012 and after” in the tables below refer to the field “Sampdate”. See HazSite Changes – Compliance Date Change Clarification for details. It is absolutely essential that these table formats are strictly followed.

    4.1 The Dataset File (DTST)

    The Dataset can be defined as the electronic equivalent of the cover page for the sampling and analytical results that are submitted to the SRP. The DATASET file provides basic information about the sampling event, including site description, investigation phase, consultant, submittal date, and other information. There should be only one record in each Dataset file. The Dataset may represent one or more sampling episodes at a site. For example, the sampling and analytical results of four rounds of quarterly monitoring (at the same site) can be submitted as a single dataset. Valid values are required for several of the DATASET table fields.

    4.1a DTST Table Definitions

    Position Field Name Aka Name Field Type Length Decimals Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    1 Directory - C 8    Y Y
    2 Desc - C 40    Y Y
    3 SRPID - C 24    Y Y
    4 Consultant - C 40    Y Y
    5 Phase - C 12      
    6 Status - C 10      
    7 Transmit - C 1      
    8 Submitdate - D      Y Y
    9 Packnum - N 2 0    
    10 Contactnam - C 60   didn't exist Y
    11 Contacttel - N 10 0 didn't exist Y
    12 Contactext - N 10 0 didn't exist  
    13 Contactema - C 254   didn't exist Y
    C = Character, N = Number, D = Date (formatted as "MM/DD/YYYY" 2 digit month, 2 digit day & 4 digit year)

    4.1b DTST Field Descriptions

    Descriptions of the fields are located on a separate page. Please click on the link to take you to DTST Field Descriptions.

    4.2 The Sample File (HZSAMPLE)

    The second file you will create is the SAMPLE file. The SAMPLE file contains information about each sample collected at a site. The information is roughly equivalent to field notes, and includes: sample number, date, matrix, field identification, location information, etc. There should be one sample record for each sample collected.
    A unique sample record is created collectively by the following fields: the SRP ID, the Sample Date, and the Sample Number. Therefore, there can be identical Sample Numbers in a dataset as long as those samples were collected on different dates.  Valid values are required for several of the SAMPLE table fields. The required valid values are listed in Appendix 2.

    A SRP ID is a unique identifier used to create a unique sample record.  Acceptable SRP IDs are:

    • Incident Number: An example of the Incident Number is 98-01-31-1422-35. This format represents YY-MM-DD, followed where available by HH-MM-SS where YY = Year, MM = Month, DD = Day, HH = Hours in military time, MM = Minutes, and SS = Seconds. Dashes may be omitted.
    • TMS Closure Number :A TMS closure number (ie C98-0001, N98-0001) is acceptable.
    • ISRA Number: A former ISRA number, E##### (ie : E99001 or E20040122)
    • EPA Number: EPA numbers (ie NJD######### or NJL#########) are acceptable.
    • Preferred ID: Sometimes referred to as SRP ID. Excepted formats are 012345 and G000012345. Preferred IDs are always 6 characters or 10 characters long.  Preferred IDs that are 10 characters long always begin with a “G”.

    The preparer must name the Sample file HZSAMPLE.

    4.2a HZSAMPLE Table Definitions

    Position Field Name Aka Name Field Type Length Decimals Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    1 SRPID - C 24      
    2 Sampdate - D      Y Y
    3 Sampnum - C 50    Y Y
    4 Samptime - C 25      
    5 DupSamp SampDup C 1    Y Y
    6 Matrix SampMatrix C 15    Y Y
    7 Fieldid FieldLocId C 20    Y Y
    8 Aocid - C 60      
    9 Lat_degree - N 10 7 1 1
    10 Lat_minute - N 8 5 1 1
    11 Lat_second - N 6 3 1 1
    12 Lon_degree - N 10 7 1 1
    13 Lon_minute - N 8 5 1 1
    14 Lon_second - N 6 3 1 1
    15 Sp_x - C 14   1 1
    16 Sp_y - C 14   1 1
    17 Depth_top Depth_Samp_Top C 6   2 2
    18 Depth_botm Depth_Samp_Botm C 6     2
    19 GroundElev - C 6      
    20 Well_elev WellElev C 6      
    21 Samptype SamLocType C 15    Y Y
    22 Datetolab - D      Y Y
    23 Sampmethod - C 15      
    24 Sampnote - C 254   5 5
    25 Submitdate - D        
    26 Qaqc - C 15      
    27 Coordmeth - C 15   didn't exist 1
    28 Coordnote - C 10   didn't exist  
    29 GWDepthPri DepToGwPrior C 7   didn't exist 6
    30 GWDepthPos DepToGwPost C 7   didn't exist 6
    31 Screentop ScreenTopDepth C 7   didn't exist 7
    32 Screenbot ScreenBotDepth C 7   didn't exist 7
    33 Wellpermit - C 10   didn't exist 8
    34 Srp_dir - C 8   didn't exist  
    35 Samplabid LABID C 20   didn't exist  
    C = Character, N = Number, D = Date (formatted as "MM/DD/YYYY" 2 digit month, 2 digit day & 4 digit year)
      Required Fields
      1. Coordinate data should adhere to be one of the following.
      • SP_X, SP_Y.
      • LAT_DEGREE, LAT_MINUTE, LAT_SECOND, LON_DEGREE, LON_MINUTE, LON_SECOND.
      • LAT_DEGREE, LON_DEGREE as decimal degrees with sufficient decimals and LAT_MINUTE, LAT_SECOND, LON_MINUTE, LON_SECOND set to 0.
      • LAT_DEGREE, LON_DEGREE with LAT_MINUTE, LON_MINUTE as decimal degrees with sufficient decimals and LAT_SECOND, LON_SECOND set to 0.
      2. Data are required if sampling includes soils.
      5. An explanation is required here if the MATRIX and/or SAMPTYPE fields equal 'OTHER'.
      6. Data are required if sampling includes Monitoring Wells. 'N/A' is acceptable for potable wells and temporary wells.
      7. Data are required if sampling includes Monitoring Wells. 'N/A' is acceptable for potable wells without permit numbers.
      8. Data are required if sampling includes Monitoring, Potable or Temporary Wells. 'No Permit' is acceptable for potable wells without permit numbers and temporary wells.

    4.2b HZSAMPLE Field Descriptions

    Descriptions of the fields are locaed on a seperate page. Please click on the link to take you to HZSAMPLE Field Descriptions.

    4.3 The Result File (HZRESULT)

    The third file you will create is the RESULT File. The RESULT file includes the results of the analysis of the sample. Fields include the Sample Number, Sample Date, Lab ID, the name of the analyte or parameter, the concentration of the result, QA Qualifier, Method Detection Limit, etc. Valid values are required for several of the RESULT table fields. Some of the required valid value tables are listed in Appendix 3. Each analyte analyzed requires a result record.

    LAB NOTES:

    • Sample results should not include laboratory generated quality control samples. Examples of laboratory generated quality control samples are shown in Appendix 3.5 of this manual.
    • Sample results should not include the concentration of any surrogate standard (sometimes known as a system monitoring compound or a deuterated monitoring compound) or internal standards that might have been added to a normal environmental sample.
    • If a sample result must include laboratory generated samples, surrogates standards or internal standards use one of the appropriate RESULTTYPE values listed in Appendix 3 of the EDI manual.

    *If a certified lab already completed a results file for you, it can be submitted to SRP as is.

    The preparer must name the Result file HZRESULT.

    4.3a HZRESULT Table Definitions

    Position Field Name Aka Name Field Type Length Decimals Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    1 SRPID - C 24      
    2 Sampdate - D     Y Y
    3 Sampnum - C 50   Y Y
    4 Labid Samplabid C 20   Y Y
    5 Tdanalyz Danalyz C 20   Y Y
    6 Labname - C 20     9
    7 Njdlabcert - C 7   Y Y
    8 Resulttype - C 1   Y Y
    9 Analtparam - C 60   Y Y
    10 Cas - C 15   Y Y
    11 Filtunfilt FieldFilt C 1     Y
    12 Conc - C 12   Y Y
    13 Concunits - C 15   Y Y
    14 Qaqual - C 16     10 & 11
    15 Mdl - C 12   14 3
    16 Quanttype - C 8   14 3
    17 Quantlevel - C 12   14 3
    18 Anlys_mthd AnlysMethd C 35   Y Y
    19 QAQC QAQC_SDG C 15   4 4
    20 Uncor_conc - C 12   4 4
    21 Uncor_unit - C 15   4 4
    22 Reten_time - C 8   didn't exist 12
    23 Dilut_fac - C 12   didn't exist 13
    24 Prep_mthd - C 35   didn't exist 10
    25 Clnup_mthd - C 35   didn't exist 10
    C = Character, N = Number, D = Date (formatted as "MM/DD/YYYY" 2 digit month, 2 digit day & 4 digit year)

    4.3b DTST Field Descriptions

    Descriptions of the fields are locaed on a seperate page. Please click on the link to take you to HZRESULT Field Descriptions.

      Required Fields
      3. These fields must now be filled out for all rows in HZRESULT that are considered ANALYTES (HZRESULT.RESULTTYPE = 'A').
      4. Data are required if ANLYS_MTHD = 'TO-15'.
      9. Must be filled in if NJDLABCERT is not available.
      10. Provide data if available. If there is no data leave the field blank.
      11. A non-detect requires that QAQUAL = 'U'.
      12. Data are required for tentatively identified compounds and unidentified compounds. If the sample date is November 14, 2012 or earlier, the retention time is still required, but may be entered in the ANALTPARAM or CAS fields.
      13. Data are required if the sample has been re-run and diluted for any reason. see DILUT_FAC Definition.
      14. Either (MDL) or (both QUANTTYPE and QUANTLEVEL) must be filled out.
  • 5.0 Mandatory Fields

    The tables shown below list all the fields that require data when submitting an EDD. Some fields require data for all submissions. Other fields require data only when certain conditions occur. The tables below group the fields by condition and explain the conditions.

    5.1 Required Fields for All submissions

    DTST

    Position Field Name Aka Name Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    1 Directory -  Y Y
    2 Desc -  Y Y
    3 SRPID -  Y Y
    4 Consultant -  Y Y
    8 Submitdate -  Y Y
    10 Contactnam - didn't exist Y
    11 Contacttel - didn't exist Y
    13 Contactema - didn't exist Y

    HZSAMPLE

    Position Field Name Aka Name Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    2 Sampdate -  Y Y
    3 Sampnum -  Y Y
    5 DupSamp SampDup  Y Y
    6 Matrix SampMatrix  Y Y
    7 Fieldid FieldLocId  Y Y
    21 Samptype SamLocType  Y Y
    22 Datetolab -  Y Y

    HZRESULT

    Position Field Name Aka Name Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    2 Sampdate - Y Y
    3 Sampnum - Y Y
    4 Labid Samplabid Y Y
    5 Tdanalyz Danalyz Y Y
    7 Njdlabcert - Y Y
    8 Resulttype - Y Y
    9 Analtparam - Y Y
    10 Cas - Y Y
    11 Filtunfilt FieldFilt   Y
    12 Conc - Y Y
    13 Concunits - Y Y
    18 Anlys_mthd AnlysMethd Y Y

    5.2 Required Fields for Coordinates

    HZSAMPLE

      Coordinate data should be one of the following.
    • SP_X, SP_Y.
    • LAT_DEGREE, LAT_MINUTE, LAT_SECOND, LON_DEGREE, LON_MINUTE, LON_SECOND.
    • LAT_DEGREE, LON_DEGREE as decimal degrees with sufficient decimals and LAT_MINUTE, LAT_SECOND, LON_MINUTE, LON_SECOND set to 0.
    • LAT_DEGREE, LON_DEGREE with LAT_MINUTE, LON_MINUTE as decimal degrees with sufficient decimals and LAT_SECOND, LON_SECOND set to 0.
    Position Field Name Aka Name Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    9 Lat_degree - 1 1
    10 Lat_minute - 1 1
    11 Lat_second - 1 1
    12 Lon_degree - 1 1
    13 Lon_minute - 1 1
    14 Lon_second - 1 1
    15 Sp_x - 1 1
    16 Sp_y - 1 1
    27 Coordmeth - didn't exist 1

    5.3 Required Fields for Soils

    HZSAMPLE

    The following fields are required if sampling includes soils.

    Position Field Name Aka Name Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    17 Depth_top Depth_Samp_Top 2 2
    18 Depth_botm Depth_Samp_Botm   2

    5.4 Required Fields for Analytes

    HZRESULT

    These fields must now be filled out for all rows in HZRESULT that are considered ANALYTES (HZRESULT.RESULTTYPE = 'A').

    Position Field Name Aka Name Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    15 Mdl -   3
    16 Quanttype -   3
    17 Quantlevel -   3

    5.5 Required Fields for TO-15

    HZRESULT

    Data are required if ANLYS_MTHD = 'TO-15'.

    Position Field Name Aka Name Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    19 QAQC QAQC_SDG 4 4
    20 Uncor_conc - 4 4
    21 Uncor_unit - 4 4

    5.6 Required Fields for Matrix and/or Samptype as Other

    HZSAMPLE

    An explanation is required here if the MATRIX and/or SAMPTYPE fields equal 'OTHER'.

    Position Field Name Aka Name Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    24 Sampnote - 5 5

    5.7 Required Fields for Monitoring Wells

    HZSAMPLE

    Data are required if sampling includes Monitoring Wells. 'N/A' is acceptable for potable wells and temporary wells.

    Position Field Name Aka Name Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    29 GWDepthPri DepToGwPrior didn't exist 6
    30 GWDepthPos DepToGwPost didn't exist 6

    5.8 Required Fields for Monitoring Wells

    HZSAMPLE

    Data are required if sampling includes Monitoring Wells. 'N/A' is acceptable for potable wells without permit numbers.

    Position Field Name Aka Name Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    31 Screentop ScreenTopDepth didn't exist 7
    32 Screenbot ScreenBotDepth didn't exist 7

     

    5.9 Required Fields for Wells

    HZSAMPLE

    Data are required if sampling includes Monitoring, Potable or Temporary Wells. 'No Permit' is acceptable for potable wells without permit numbers and temporary wells..

    Position Field Name Aka Name Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    33 Wellpermit - didn't exist 8

     

    5.10 Required Fields for NJDLabcert

    HZRESULT

    Must be filled in if NJDLABCERT is not available.

    Position Field Name Aka Name Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    6 Labname -   9

     

    5.11 Required Fields for Available Data

    HZRESULT

    Provide data if available. If there is no data leave the field blank.

    Position Field Name Aka Name Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    14 Qaqual -   10 & 11
    24 Prep_mthd - didn't exist 10
    25 Clnup_mthd - didn't exist 10

     

    5.12 Required Fields for Non-Detect

    HZRESULT

    A non-detect requires that QAQUAL = 'U'.

    Position Field Name Aka Name Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    14 Qaqual -   10 & 11

     

    5.13 Required Fields for TIC

    HZRESULT

    Data are required for tentatively identified compounds and unidentified compounds. If the sample date is October 31, 2012 or earlier, the retention time is still required, but may be entered in the ANALTPARAM or CAS fields.

    Position Field Name Aka Name Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    22 Reten_time - didn't exist 12

     

    5.14 Required Fields for Diluted Samples

    HZRESULT

    Data are required if the sample has been re-run and diluted for any reason. see DILUT_FAC Definition.

    Position Field Name Aka Name Required
    11/14/2012 and before
    Required
    11/15/2012 and after
    23 Dilut_fac - didn't exist 13
  • 6.0 Data Submission

    A new email option allows the EDD submitter to email SRP the EDD data tables. When using the email option, the submitter will receive an automated return email stating if the submittal passed or failed. If the submittal failed, a detailed explanation as to why the submittal failed is included in the return email. This allows submitters to promptly fix any errors, satisfying one of the major administrative requirements for all remedial phase reports.

    To take advantage of the email option the submitter must attach all three EDD text files to an email and send the email to srpedd@dep.nj.gov.

    The subject line of the email must include the Preferred ID and the SRPID (i.e. ISRA case number, Incident Number, UST Registration Number). The Preferred ID and the SRPID must be separated by a comma.

    The body of the email must include the following separated by a return:

    • Case Name
    • Directory
    • Submit Date
    • Description (Site Name, Phase, Media)

    The data should be emailed to srpedd@dep.nj.gov at any time prior to the submittal of the key documents but not after the submittal of the key documents.

    The EDSA7 data checker should be used for all data submittals to ensure accurate EDDs.

    Emailing the data to SRP is the preferred method of submitting EDDs to SRP; however it is a voluntary option. SRP still accepts EDDs via a CD, along with the remedial phase reports and other submittals that require EDDs.

    Example Email:

  • 7.0 Contact Information

    7.1 Web Page

    SRP main website: www.nj.gov/dep/srp

    Hazsite website: www.nj.gov/dep/srp/hazsite

    7.2 Email

    General Hazsite contact: hazsite@dep.nj.gov

    Submit EDD through email to: srpedd@dep.nj.gov

    7.3 Help Desk

    For technical issues and assistance, please call the SRP Help Desk (609) 633-1380

  • Appendix 1: SRP Template

    SRP provides a template to make it easier to generate an acceptabe EDD that will pass the EDSA7 checker. There are 6 rules that must be followed when using the template.

    1. Never write directly to the original template – always use a copy of the spreadsheet;
    2. Don't change the format of the template;
    3. Copy and paste text only to the spreadsheet tabs. If the source is from spreadsheet cells that are not in a text format, paste what is copied to Notepad then copy the text from Notepad into the template;
    4. Once data input to the template has been completed, “Save As” DTST.TXT or HZSAMPLE.TXT or HZRESULT.TXT from their corresponding tabs. Make sure the format selected is Tab-delimited Text;
    5. If manual data entry is necessary, enter the information directly into the copy of the template; and
    6. Finally run the EDD through EDSA7 and send it to SRP when it passes EDSA7.
  • Appendix 2: HZSAMPLE Valid Values

    MATRIX

    • AIR
    • BLANK
    • ELUTRIATE
    • GROUND WATER
    • OTHER
    • PRODUCT
    • QC AIR
    • QC SOIL
    • QC WATER
    • RINSATE
    • SEDIMENT
    • SOIL
    • SOIL GAS
    • SOLID
    • SPLP SEDIMENT
    • SPLP SOIL
    • SURFACE WATER
    • TCLP SEDIMENT
    • TCLP SOIL
    • TCLP WASTE
    • WASTE
    • WIPE

    SAMPTYPE

    • AIR STRIPPER
    • AMBIENT
    • BACKGROUND
    • BLANK
    • BLANK - AMB AIR
    • BLANK - FIELD
    • BLANK - TRIP
    • BUILDING FLOOR
    • BUILDING WALL
    • CHIP
    • DEBRIS
    • DRUM
    • EFFLUENT
    • FLOWING WATER
    • INFLUENT
    • INJECTION WELL
    • INTERIOR AIR
    • LEACHATE
    • MONITOR WELL
    • NEAR SLAB
    • OTHER
    • POTABLE WELL
    • RAD SAMPLE
    • SANITARY SEWER
    • SEDIMENT
    • SEPTIC SYSTEM
    • SLUDGE
    • SOILGASEXTERIOR
    • STANDING WATER
    • STORM SEWER
    • SUBSLAB
    • SUBSURFACE SOIL
    • SUMP BASEMENT
    • SUMP EXCAVATION
    • SURFACE SOIL
    • TCLP
    • TEMP PILE
    • TEMP WELL
    • TEST PIT
    • WIPE
  • Appendix 3: HZRESULT Valid Values
      RESULTTYPE – Type and Descriptions
    • A - Analyte - refers to one of a group of targeted compounds that share similar characteristics (e.g. Volatile Organics) that can be anticipated to show up in a sample. Calibration of the laboratory instrument, using the target analyte or a compound with similar properties (a surrogate), allows for accurate measurement of the concentration of the compound and  a threshold of detection (the Reporting Limit) below which the substance cannot be measured with the same level of accuracy.

    • P - Parameter - refers to characteristics of a sample (e.g. pH, Dissolved Oxygen, Alkalinity) or to classes or summations of contaminants (e.g. total Phenolics) or to radioactive characteristics (e.g. Gross alpha) or to various fuel oils (e.g. #2 Fuel Oil).
    • T - Tentatively Identified Compound (TIC) – A substance detected from a sample, that when measured against a “Library” of known substances exhibits characteristics similar to the known substance. It is reflected in terms of probability of matching with one (or more of the) Library substance(s). Since it was not expected in the list of targeted compounds, no calibration standards were used to measure specifically for the compound and no Reporting Limit can be assigned.
    • S - Surrogate - A Quality Assurance/Quality Control (Q/QC) substance used for measuring the performance of the analytical instrument that is added to the sample during analysis.
    • I - Internal Standard - describes a Q/QC substance used for measuring the performance of the analytical instrument that is added to the sample during analysis.
    • L - Laboratory generated quality control sample - Use “L” for any laboratory-generated quality control sample that measures the performance of an analytical instrument. The "L" code will distinguish these samples from an environmental contaminant.  Some possible “L” values are listed in Appendix 3.5 as clarification.
      FILTUNFILT – Type and Descriptions
    • U - Unfiltered
    • F - Filtered
      QAQUAL – Type and Descriptions
    • Organic
      • U-Indicates the compound was analyzed for but not detected. The sample method detection limit should be corrected for dilution and percentage moisture where required by the specific analytical method
      • J-Indicates an estimated value. Use this flag under the following circumstances:
        1. When estimating the concentration for a tentatively identified compound (TIC) where a 1:1 response ratio is assumed, OR
        2. When the mass spectral and retention time data indicate the presence of a compound that meets volatile and/or semi-volatile GC/MS identification criteria, and the result is less than the method detection limit but greater than zero, OR
        3. When the retention time data indicates the presence of a compound that meets the pesticide/Aroclor criteria and the result is less than the method detection limit but greater than zero.

          NOTE: The "J" reporting flag shall not be used, and the compound not reported as identified for pesticide/Aroclor results less than the method detection limit, if the technical judgment of the pesticide residue analysis specialist determines that the peak used for compound identification is from instrument noise or other interferences. Use the sample method detection limit corrected for dilution and percent moisture where required by the specific analytical method.

      • N-Indicates presumptive evidence of a compound. Use only for tentatively identified compounds, where the identification is based on a mass spectral library search. Apply to all TIC results. Do not use for generic characterizations, such as "unknown chlorinated hydrocarbon."
      • P-Use for pesticide/Aroclor target analytes with greater than 25% difference for detected concentrations between the two GC columns. Report the lower of the two values and flag with this code.
      • C-Use for pesticide identification confirmed by GC/MS analysis. If the attempted confirmation is unsuccessful, do not use this flag. Use another flag defined by your laboratory for explanations.
      • B-Use if the analyte is found in the blank as well as the sample. It indicates probable blank contamination. It warns the data user to take appropriate actions. Use for both positively identified and tentatively identified target compounds.
      • E-Use for identification of compounds with concentrations exceeding the GC/MS calibration range for that specific analysis. Dilute the sample if one or more of the compounds has a response greater than full scale, and reanalyze. Flag such compounds with "E." If the dilution of the extract caused any compound identified in the first analysis to fall below the calibration range in the second analysis, flag the results for the second analysis "D." Affix the "DL" suffix to the sample number of the diluted sample and report both analyses.
      • D-Use for identification of compounds in an analysis at a secondary dilution factor. Flag if a sample or extract is reanalyzed at a higher dilution factor. Flag the reanalyzed sample or extract with "DL." This alerts the user that there are discrepancies between reported concentrations possibly due to the dilution.
      • A-Indicates that the tentatively identified compound is a suspected aldol condensation product.
    • Inorganic
      • E-The reported value is estimated because of interference. Include an explanatory note in the nonconformance summary if the problem applies to all the samples, or in the individual form if it is an isolated problem.
      • M-Duplicate injection precision not met.
      • N-Spiked sample recovery not within control limits.
      • S-Reported value determined by the "Method of Standard Additions" (MSA).
      • W-Post digestion spike for Furnace AA analysis not within control limits, absorbance is less than 50% of the spike absorbance.
      • *-Duplicate analysis not within control limits.
      • X-Ion chromatographic peaks outside the 5% acceptance window.
      • +-Correlation coefficient for the MSA is less than 0.995.
      QUANTTYPE – Type and Descriptions
    • PQL -Practical Quantitation Level
    • CRQL -Contract Required Quantitation Level
    • CRDL -Contract Required Detection Limit
    • MDA -Minimum Detectable Activity (Radiochemistry)
    • IDL -Instrument Detection Limit
    • RL -Reporting Limit
    • RL-PPBV -Reporting Limit parts per billion volume
    • RL-UG/M3 -Reporting Limit micrograms per cubic meter
    • LOD -Limit of Detection
    • LOQ -Limit of Quantitation
    • EQL -Estimated Quantitation Limit
    • MQL -Minimum Quantitation Limit
    • SDL -Sample Detection Limit
    • SQL -Sample Quantitation Limit

  • Appendix 3.5: Possible laboratory-generated quality control sample values
    RESULTTYPE – Type and Descriptions
    • laboratory replicate
    • laboratory duplicate
    • laboratory fortified sample matrix spike (LFM)
    • laboratory fortified blank (LFB)
    • matrix spike (MS)
    • matrix spike duplicate (MSD)
    • laboratory control sample (LCS)
    • laboratory control sample duplicate (LCSD)
    • preparation blank
    • extraction blank
    • method blank (MB)
    • laboratory reagent blank (LRB)
    • instrument blank (IB)
    • calibration blank (CB)
    • initial calibration verification (ICV)
    • continuing calibration verification (CCV)
    • blank spike (BS or LCS)
    • blank spike duplicate (BSD or LCSD)
    • reporting limit laboratory control sample (RLLCS)
    • quality control sample (QCS, a blind sample generated by a third party outside the laboratory)

 

SRP EDI-Manual Updated September 2016

NOTES:

PDF version of the manual has been taken down and no longer supported since there were inconsistencies with the online version. The online version has been combined into one page and the headings are collapsible.

Any references to the DEP computer bulletin board system (DEP BBS) are now historical references. The DEP BBS is no longer online.

The SRP presumes that data preparers have a basic working knowledge of computers, MS Windows, and the internet.  If this is not the case, SRP suggests that the data preparer contact their computer/software vendor, internet help lines or their local library or community college.