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Guidance DocumentsSRP-EDI Manual3.0 .DBF Option

 

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.

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.

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.

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.

 

 

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