NJDEP SRWM - SRP-EDI Manual - 3.0

Governor Phil Murphy • Lt. Governor Tahesha Way

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3.0 Using the Database Format (.DBF) Option

Refer to Section 8.0, Discussion of Fields in this manual for complete field descriptions and acceptable entries.

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.

The structure for the Dataset file (DTST.DBF) is defined in Table 3.1.

TABLE 3.1 – File Structure for Dataset file to be named by submitter as DTST.DBF

Field#	Field Name	Field Type	Width
*1	DIRECTORY	Character	8
*2	DESC	Character	40
*3	SRPID	Character	16
*4	CONSULTANT	Character	40
5	PHASE	Character	12
6	STATUS	Character	10
7	TRANSMIT	Character	1
*8	SUBMITDATE	Date	8
9	PACKNUM	Numeric	2

KEY: (Mandatory fields)
*	If not completed, resubmission will be required.

NOTE: Exact Field Names and Widths are needed so that the information can be accurately inserted into the existing SRP database. If the submitted names or field widths are not compatible with the SRP database, the information may not be transferred accurately to the SRP database, and could result in data loss. In such cases, the file would be rejected.

SAMPLE File

The second file you will create is the SAMPLE file. The Sample file includes the date and location of the sample and other important information as shown in the Sample Record Table (Table 3.2, below). Each Sample Record requires a specific number of fields, a Name for each field, the Field Type (character, date, or numeric) and the Width of each field.

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.

The structure for the Sample file (HZSAMPLE.DBF) is defined in Table 3.2 .

TABLE 3.2 – File Structure for file to be named by submitter as HZSAMPLE.DBF

Field#	Field Name	Field Type	Width	Decimals
*1	SRPID	Character	16
*2	SAMPDATE	Date	8
*3	SAMPNUM	Character	7
4	SAMPTIME	Character	5
*5	DUPSAMP	Character	1
*6	MATRIX	Character	15
*7	FIELDID	Character	12
8	AOCID	Character	16
+9	LAT_DEGREE (LAT_DEGREE)	Character	2
+10	LAT_MINUTE (LAT_MINUTE)	Character	2
+11	LAT_SECOND (LAT_SECOND)	Character	7	4
+12	LON_DEGREE (LON_DEGREE)	Character	3
+13	LON_MINUTE (LON_MINUTE)	Character	2
+14	LON_SECOND (LON_SECOND)	Character	7	4
+15	SP_X (SP_X)	Character	14
+16	SP_Y (SP_Y)	Character	14
*17	DEPTH_TOP (DEPTH_TOP)	Character	6
18	DEPTH_BOTM	Character	6
19	GROUNDELEV	Character	6
20	WELL_ELEV (WELL_ELEV)	Character	6
*21	SAMPTYPE	Character	15
*22	DATETOLAB	Date	8
23	SAMPMETHOD	Character	15
24	SAMPNOTE	Memo	10
25	SUBMITDATE	Date	8
26	QAQC	Character	1

KEY: (Mandatory fields)
*	If not completed, resubmission will be required.
+	Either the complete Latitude and Longitude OR State Plane X, Y Coordinates must be submitted for each environmental sample collected.

RESULT File

The third (last) file you will create is the RESULT File. This file includes the sample date, result type, and analytical concentrations of the contaminants detected in the sample and other important information. Each Result Record requires a specific number of fields, a Name for each field, the Field Type (character, date, or numeric) and the Width of each field.

The RESULT file contains the result of the analysis of the 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, etc. Each compound analyzed for in each sample collected requires a result record.

The structure for the Result file (HZRESULT.DBF) is provided in Table 3.3.

TABLE 3.3 – File Structure for file to be named by submitter as HZRESULT.DBF

Field#	Field Name	Field Type	Width	Decimals
*1	SRPID	Character	16
*2	SAMPDATE	Date	8
*3	SAMPNUM	Character	7
*4	LABID	Character	12
*5	DANALYZ	Date	8
6	LABNAME	Character	20
*7	NJDLABCERT	Character	5
*8	RESULTTYPE	Character	1
*9	ANALTPARAM	Character	60
*10	CAS	Character	15
11	FILTUNFILT	Character	1
*12	CONC	Character	12
*13	CONCUNITS	Character	15
14	QAQUAL	Character	7
^15	MDL	Character	12
^16	QUANTTYPE	Character	8
^17	QUANTLEVEL	Character	12
*18	ANLYS_MTHD (ANLYS_MTHD)	Character	15
19	QAQC	Character	1

KEY: (Mandatory fields)
*	If not completed, resubmission will be required.
^	Either MDL OR Quant Type and Quant Level.

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