Q:

What is an acceptable SRP ID?

A:

The SRP ID can be either the site id or the case id. Acceptable formats are provided below. For more information, contact the assigned case manager.

BFO: use the Case ID (incident number) assigned by the SRP. For example: 98-01-31-1422-35. Dashes may be omitted. This format is YYMMDD, followed where available by HHMMSS (any or all). The abbreviations stand for, respectively, the two character fields of YY = Year, MM = Month, DD = Day, HH = Hours in military time, MM = Minutes, and SS = Seconds.

BUST: Same as BFO incident number format.

BFO-IN: If you have an incident number, use it. Otherwise, use the closure/notification number, i.e., C98-0001, N98-0001.

ISRA: Use the 6 character ID, which is E, followed by 5 numbers, i.e., E99001.

BFCM, BSCM: EPA ID or equivalent, NJ##########, or NJL#########, or 6 digit numeric.

BSM: EPA ID or equivalent, NJ########## or NJL#########.

Q:

What if my site is not under the purview of SRP yet, and I have no case number?

A:

If and only if you are making an initial submission to SRP that includes data (for example, either a General Information Notification [GIN], a Preliminary Assessment [PA], or a Site Investigation [SI]), the SRP ID field may be left blank, and will be assigned by the SRP at the time of receipt of your electronic data package.

Q:

Why are the field names noted in the SRP-EDI different if I use the .DBF format or the .WK1 format?

A:

The .DBF format specified in SRP-EDI uses the same field names as the HazSite Data Submittal System. The field names are part of the record. However, the .WK1 format specified in the SRP-EDI uses more complete names. This is because in the .WK1 format, only the data inside each column is used by SRP, and therefore the column header (field name in .DBF) does not matter. However, you still need to include the column header names.

NOTE: Keep this in mind if you are converting .WK1 files to .DBF files. You may need to change the field names in the .DBF files.

Q:

What is a "mandatory field?"

A:

A mandatory field is a field for which data must be provided. The data must adhere to the valid entries specified in the SRP-EDI Manual. These tables will also be included in LOOKUP.ZIP (anticipated Fall 1999) on the SRP Home Page.

Listed below are the mandatory fields required pursuant to the April 1999 version of the SRP-EDI Manual (fields designated as Field* are new mandatory fields):

DTST (five mandatory fields): Directory, Description*, SRPID, Consultant*, Submit Date

HZSAMPLE (10 mandatory fields): SRP ID, Sample Date, Sample Number, Duplicate Sample*, Matrix, Field ID, X & Y Information, Depth Top, Sample Type, Date to Lab

HZRESULT (13 mandatory fields): SRP ID, Sample Date, Sample Number, Lab ID, Date Analyzed, Lab Certification Number, Result Type, Analytical Parameter, CAS #*, Concentration, Units, MDL or PQL, Analytical method

Q:

Must my table include a column for fields that are not mandatory?

A:

Yes, each table submitted must include a column for each field in the SRP-EDI, even if that column includes little or no data. Those fields that are NOT marked "mandatory" by SRP can still provide valuable information (however SRP was not able to make them mandatory in all instances). In some cases, the SRP representative may require the data in "non-mandatory" fields to be submitted. SRP encourages providing information for as many fields as possible.

Q:

What is the field length for the HZSAMPLE Sample Number field?

A:

The field is 7 characters in length. (In earlier versions of the SRP-EDI, a typographical error was made. One table stated Sample Number as 15 characters, while another stated it as 7 characters.)

Q:

What is the field length for the "Sample Memo field" in the HZSAMPLE file?

A:

The field length is 10 characters, and the field is to be defined as a memo field. By defining the field as a memo field, this actually allows for an unlimited number of characters.

Q:

What information must be provided for TICs in the HZRESULT file? What do I enter for the "analytical parameter" name for a TIC? What do I enter for the CAS # for a TIC?

A:

If the laboratory is able to identify the TIC at 95% or greater confidence, the actual contaminant name should be used in the ANALTPARAM field, the qualifier "T" (for TIC) should be entered into the RESULT TYPE field, and the contaminant CAS # should be entered into the CAS field.

If confidence is less that 95%, then the TIC should be identified in the ANALTPARAM as an Unknown, followed by the contaminant class (i.e., VO, BN, etc.), analytical method, followed by the retention time in minutes and hundredths of minutes. For example "UNK Benzene Isomer, VO, Method 624, 22.34. The Analytical Method must be provided. Without knowing the analytical method, information regarding TICs is useless. For the CAS #, use terms such as UNK1, UNK2, etc. Lastly, the qualifier "T" (for TIC) should be entered into the RESULT TYPE field.

Q:

How do I report on a Method Detection Limit (MDL) or Quantification Type and Quantification Level for a TIC?

A:

Since the MDL and Quantification Type/Level are not meaningful numbers for TICs, these fields should be completed as "NA" (not applicable). Or, you may enter the Analytical Detection Limit for that method (as measured on the instrument) for that run. Or, you may enter the same number detected for the TIC itself.

Q:

What are acceptable unit formats for soil and water data?

A:

The SRP prefers that soil data be reported in ppm and ground water data be reported in ppb. However, correct and equivalent values will be accepted.

Q:

How do I know whether my location information is correct?

A:

Location information must be provided using NAD 83 datum. Information provided using NAD 27 will be incorrect and unacceptable.

It should be noted that the SRP prefers that State Plane Coordinates be used whenever possible.

The following coordinates define the boundaries of the state of New Jersey. If your location coordinates are within these boundaries, then the location information should be correct (or at least within the state of New Jersey):

Using NJ State Plane Coordinate System (units US Feet)

Using Latitude and Longitude

Q:

My latitude and longitude are within the boundary coordinates, but the data are still being rejected. Why?

A:

Make sure how the minutes and seconds are being entered for both latitude and longitude. Do not use "leading zeros" when entering the data. In other words, do not enter the data as "07," enter them as just "7."

Q:

I am having trouble formatting the date fields when using the .WK1 or .DBF options.

A:

Dates should be formatted as MM/DD/YYYY. If this is not possible using a specific software product, the date format MM/DD/YY may be used.

Q:

How do I format the date fields when using EXCEL to create a .WK1 or .DBF?

A:

If using Excel 97 to produce either the .WK1 or the .DBF files, you should select the contents of each date column and format them to the MM/DD/YYYY format.

Q:

What information must be included in the HZSAMPLE file for Method Blanks and Field Blanks?

A:

First, it is necessary to select "BLANK" as both the MATRIX and SAMPTYPE. Then, for Method Blanks and Field Blanks, the following mandatory fields do not need to be completed: Latitude/Longitude or State Plane Coordinates, and Depth_Top.

If "BLANK" is not selected for both MATRIX and SAMPTYPE, and any of the mandatory fields are not completed, the Hazsite Application will produce an error, notifying the user that the fields must be completed.

If the HZSAMPLE file is created using a spreadsheet or database, and "BLANK" is not selected for both MATRIX and SAMPTYPE, and any of the mandatory fields are not completed, the EDSA checker will generate errors stating that mandatory fields have been left empty, and need to be completed.