2.0 HazSite Option: Electronic Submittal Requirements and Process

If you choose to use the Hazardous Site Database Submittal System (HazSite), there are several ways to obtain a copy:

• Through the Department internet Home Page at (https://www.nj.gov/dep/srp). Select "Regulations and Guidance" topic. Select the "Electronic Data Submittal/HazSite" subtopic, then select "HazSite Database Submittal System (HDSS) Software related items." Follow the instructions provided in the HazSite User’s Guide. The User’s Guide is also available at the same internet address or by calling (609) 292-9418.
• Through the Department Bulletin Board System (609) 292-2006. Download the most current files entitled HAZSITE. Refer to the end of this manual for instructions regarding how to use the Bulletin Board System. [Note: The DEP Bulletin Board System is no longer available.]
• By requesting a CD or set of floppy diskettes from the SRP at (609) 292-9418.

Computer system requirements for using the HazSite application option are as follows:

The HazSite application is a user-friendly, stand-alone, Windows-based application. Please download the HazSite User Guide from the SRP internet Home Page prior to beginning. The application creates three data files: DTST (Dataset), HZSAMPLE (Sample) and HZRESULT (Results). The screens guide the user through the application via pull down menus.

The main HazSite Screen is shown below. It should be noted that the first time you access HazSite, you will see the HazSite Dataset Manager Screen (shown on the next page in the "Dataset File" section). Thereafter, you will see the HazSite Main Menu when you open the HazSite application.

DATASET File

The "File" option from the HazSite Main Menu Screen lets the user create a Dataset file. The Dataset is used to catalog each data submittal to the SRP. It contains a directory field that designates the subdirectory for file storage. The Dataset Manager Screen is shown below.

The first time you use HazSite to create a New Dataset, you will see the following screen:

HazSite Application Create Dataset Screen

What is the DATASET file?

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 via hard copy. 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.

Table 2.1 defines the Dataset Record. It provides the Name of each field, the Field Type (character, date, or numeric) and the Width of each field (the maximum number of characters permitted).

TABLE 2.1 – File Structure for file named DTST.DBF

NOTE: HazSite will not permit you to enter more than the number of characters listed under "width" in Table 2.1 above. Also, it will not permit you to move on to the next field if you have not filled in a mandatory field.

SAMPLE FILE

The "Data Entry" menu contains two options, "Sample" and "Results" (refer to the Hazsite Main Menu figure above).

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. It should be noted that it is necessary to save each sample record prior to creating a new sample record.

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.

The Sample Screen is provided below.

HazSite Application Sample Data Entry Screen

Table 2.2 defines the structure for each Sample Field in the Sample File.

TABLE 2.2 – File Structure for file named HZSAMPLE.DBF

NOTE: HazSite will not permit you to enter more than the number of characters listed under "width" in Table 2.2 above. Also, it will not permit you to move on to the next field if you have not filled in a mandatory field.

RESULT File

The Result file contains the results of the analysis of each sample. The Result file includes the Sample Number, Sample Date, Lab ID, the name of the analyte or parameter, the concentration of the result, QA Qualifier, Method Detection Limit, and other information. Each compound analyzed for in each sample collected requires a result record. You must save each result record prior to creating the next result record. The Results Screen is provided below.

HazSite Application Results Data Entry Screen

Table 2.3 defines the structure for each Result record in the Result file.

TABLE 2.3 – File Structure for file named HZRESULT.DBF

NOTE: HazSite will not permit you to enter more than the number of characters listed under "width" in Table 2.3 above. Also, it will not permit you to move on to the next field if you have not filled in a mandatory field.

Prior to transmitting the data to the SRP, the user will be able to check the accuracy of transcribing data from field notes into HazSite by using the "Reports" menu option. Shown below are the HazSite Main Menu Screen and the Reports option.

HazSite Application Main Menu - Reports Screen

The HazSite Database Submittal System can "package" the data before sending it to the SRP. This is useful when the data submittal would otherwise comprise more than one diskette. The packaging function places the Dataset, Sample and Result tables for each sample into one file, for simplicity in transmittal to the Department.

Prior to using the package function, the data compression utility PKZIPâ must be installed on the user’s computer. PKZIPâ is a shareware product and is available for compressing files from many sources. Please refer to the SRP Home Page, or go directly to the PKWARE internet home page (http://www.pkware.com). After clicking on HazSite, press the HELP Button and refer to guidance on Zip Utilities. The DOS version of PKZIPâ should be downloaded and put into the computer "path" statement. Refer to the end of the manual for instructions on adding PKZIPâ to the computer "path" statement.

To use the package utility, simply press the "Package" button on the HazSite Dataset Manager Screen.

If there are problems running the package function or you are unable to run a Zip Utility, you can simply save and close the DATASET, SAMPLE and RESULT records in HazSite and copy the related files to a computer diskette. In Windows 95, this is done by clicking on Start, Programs, Windows Explorer, and then the HazSite folder. Then click on the subdirectory with the same name as the Dataset Name field in HazSite. Copy the DTST.DBF, HZSAMPLE.DBF, HZSAMPLE.FPT, and HZRESULT.DBF files from the appropriate HazSite folder onto a diskette.

Alternate Format of the Entire Guidance Document

• Adobe Acrobat [pdf 678 Kb]

Help for Using Files

NOTES:

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

The instructions provided in this Electronic Data Interchange (EDI) Manual presumes that users have a basic working knowledge of computers and Windows 3.1 or higher, as well as a thorough working knowledge of their own software and the application(s) that will be used to prepare their data for submittal to the Site Remediation Program. The Site Remediation Program suggests that, for basic computer and/or software training, the users contact their computer/software vendor, software or Internet help lines or their local library or community college.