New Report Format Promotes Cost Savings

By: David A. Nickerson, CPG
Bureau of Underground Storage Tanks (BUST)

The Responsible Party Site Remediation Program (RPSR) has been conducting a voluntary pilot project with the regulated community in an effort to reduce costs for both the regulated community and the State through the submission of reports (data) in a file folder format.

When the RPSR program receives a report, the assigned case manager dismantles the report(s), punches two holes in the top of the report(s) and places the report(s) into letter size file folders with fasteners.

This procedure is completed for all data which is submitted to the Department. Given the volume of data received each year, this is a very time consuming and costly procedure. This procedure is costly because the Department needs to transfer the reports into the file folder format for preparing the case for file review, file storage, copying, and microfilming. Only specific portions of QA/QC packages are retained in the permanent file after review.

Currently, the majority of the reports are submitted using a plastic binding style format. Plastic binders range in size from 1/2 inch to 2 inches. Depending on the binder size, binders prices range from $9.25 to $14.45 per set. Additionally, reports are also submitted in three-ring binders. File folders cost approximately 0.30 cents to 0.45 cents each.

In an effort to reduce costs for the regulated community, consultants and the Department, the Department will now accept report(s) from the private sector in letter size file folders with preapproval of the Case Manager and/or Supervisor. In addition, pursuant to N.J.A.C. 7:26E, the Department still requires submission of the reports in the GIS format. The report(s) shall be two-hole punched in the top of the report and placed on the right side of the file folder(s). The identifying case number and case name must be printed onto each side tab.

For example, reports may be broken down by folder into pertinent divisions of information, i.e. narrative, maps and tables one folder; well search data one folder; QA/QC one or more folders.

When submitting reports to the Department, please include an attached cover letter with pertinent case information addressed to the current case manager for proper routing. Additionally, the State CN mail designation has been replaced with P.O. Box #s. For example, CN 433 is now P.O. Box 433.

Other items that should be included in the report(s) for efficient case review include the following:

Soil and ground water analytical results should be tabulated into a table format. Historical data should be indicated with newly received data so that the case manager can easily look for trends;

The latest ground water, soil results, and soil sampling depths should be plotted onto a site map indicating the sampling location. Analytical results above the most restrictive standards or guidelines should be boxed next to the sampling location;

Where possible, please attempt to plot the maps onto 8.5 x 11 inch paper instead of engineering drawings;

Where possible, it would be helpful to include one extra copy of the latest tabulated soil and ground water data and the latest soil and ground water maps with your standard submittal to the RPSR program.

For further information, please contact your assigned case manager.