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Site Remediation News
November 1997 (Vol 9 No 3) - Article 05

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Resources Available for Electronic Data Submittals
By: Janine MacGregor
Bureau of Planning and Systems

In the last edition of this newsletter, the Site Remediation Program (SRP) announced availability of the required format for submitting analytical results pursuant to revisions to the recently re-adopted Technical Requirements for Site Remediation (N.J.A.C. 7:26E), herein referred to as the Tech Regs.

The purpose of this article is to provide general information about the SRP focus on electronic data, summarize the available resources regarding electronic data submittal, update the regulated community about recent, related developments, and announce an orientation session to be held at the Department of Environmental Protection (DEP).

SRP Electronic Data Submittal and GIS Compatibility

The Department is focusing on improving internal and external information sharing by requiring that all geographically based data are submitted in an electronic format compatible with the Department's Geographic Information System (GIS). Locations of SRP sites are now entered onto GIS so that other DEP programs can quickly identify the presence of contaminated sites and other important data. This data may be used in the many ongoing projects that are looking at a whole-system approach to environmental management, such as Watershed Planning or the NY/NJ Harbor Estuary Project, as opposed to a solely regulatory-driven approach. The benefits of electronic data submittal to SRP are numerous. Primarily, electronic data submittal will allow the SRP to manage volumes of analytical data in a form that SRP representatives can easily retrieve and evaluate. When fully implemented, the electronic system will allow case and site managers to automate a large portion of the review steps now performed manually. These steps include identification of exceeded standards, analysis of a specific sampling location over time or by contaminant, and generation of contaminant contour maps or verification of maps provided, etc. The electronic system is also intended to automate the development of environmental indicators, the measures chosen to evaluate actual environmental progress achieved at sites and throughout the state.

Available Resources and Recent Developments

The resources listed below, except where noted, are available on the DEP Bulletin Board at (609) 292-2006 and on the DEP Home Page at http://www.state.nj.us/dep/srp under the "Regulations and Guidance" topic. (Note: For advanced Web users, the HazSite address is http:// www.state.nj.us/dep/srp/regs/hazsite/hazsite.htm). Following the list is an explanation of each resource.

The five acceptable formats for electronic data submittal are presented in:

HAZSITE4: Current version of the HazSite Data Submittal System. Additional Info

SRP-EDI:

Data definitions, formats for .wk1 and .dbf files for data submittal in lieu of HazSite. Additional Info

HZ971014:

ZIP file containing the necessary elements to create a .dbf application. Additional Info

HZASCII:

ASCII format for data submittal in lieu of HazSite. Additional Info

EQuIS:

Microsoft Excel (.xls) spreadsheet format. Additional Info

Guidance and reference programs:

EDSA: A routine for administrative and completeness checking of .wk1 and .dbf files. Additional Info

TECHGIS2:

Map requirements, guidance on collecting and geographically referencing sample locations. Additional Info

CORPSCON:

Program to convert Latitude and Longitude to State Plane Coordinates (NJ State Plane Feet). Additional Info

EDIMAN.PDF:

Contains GIS Mapping and Digital Data Standards. Additional Info

SPFCXL4.XLS Spreadsheet:

State Plane feet calculator. Additional Info

Below is additional information about the referenced resources.

HAZSITE4: This is a data collection application that contains all the required fields for electronic data submissions to SRP. HazSite contains help screens that provide general information and data definitions. It also contains built-in checks so that data will meet the required formats. Using HazSite to submit electronic data requires a great deal of data entry; therefore, its use is recommended when neither the laboratory nor consultant have their own systems of automated data management and/or the other options listed below are unacceptable. Download Via Hazsite Page
SRP-EDI: This is the Site Remediation Program Electronic Data Interchange Manual (SRP-EDI). This document contains the required formats for parties submitting their electronic data in either a Lotus-compatible spreadsheet (.wk1) or in a .dbf format in lieu of HazSite. SRP-EDI provides file definitions, field lengths and field orders. For laboratories or consultants currently processing their data electronically, it may be prudent to use the formats specified in the SRP-EDI Manual instead of HazSite. For example, consultants may create spreadsheets or use another application to create .dbf files of the sample information while in the field, or they may compile spreadsheets or .dbf files from field notes while the samples are being analyzed. Consultants need only to provide a sample identification number to laboratories. The laboratories can then provide analytical results in a spreadsheet or .dbf file to the consultants for submittal to SRP. Once the format is set up, persons submitting information to SRP will use that format for all applicable reports containing analytical data. In discussions with laboratories and consultants involved in this matter, cost has not been raised as a major issue. Download Via Hazsite Page
HZ971014: This package contains the .dbf file formats, as well as the valid values tables from the HazSite application. It is a ZIP file that contains the necessary elements and basic information to create a .dbf application. The advantage to this option is that the user may import the acceptable entries from the HazSite system without using HazSite itself. There will be a greater likelihood that the electronic data submittals are acceptable if the submitter is using the fields recognized as valid in HazSite. Download Via Hazsite Page
HZASCII: Data may be submitted to SRP in a comma quote delimited ASCII format. HZASCII provides the file structure and data definitions to be used for this option. All files submitted in this format must have the .txt extension. Download Via Hazsite Page
EQuIS: This is the fourth acceptable format for electronic data submission. This format does not mirror the HazSite system, nor is it specified in the Technical Requirements for Site Remediation (Tech Regs), however it is compatible with SRP's internal data management system. By selecting this item, the user will be directed to http://www.earthsoft.com, and to a Microsoft Excel (.xls) spreadsheet that can be downloaded for free and used for the submission of data to SRP. This package also contains definitions and explanatory comments.

NJDEP and the SRP make no representations or warranties regarding the information provided at this Website, do not make a specific endorsement of the product, and cannot assist or support the user in any way. However, assistance is available on-line from the EarthSoft Website.

Link Via Hazsite Page
EDSA: The EDSA routine is an administrative and completeness check which will be run on all electronic data submitted to SRP prior to that data being reviewed, evaluated or used by SRP personnel. It is suggested that parties submitting electronic data in the .wk1 or .dbf format run this check to determine if the basic required information is included and correct. This routine is intended to decrease the occurrence of SRP rejecting data for administrative errors or omissions. (This check is inherent in the HazSite data submittal system.) Download Via Hazsite Page
TECHGIS2: The Tech Regs require maps of Classification Exception Areas (CEA) and Environmentally Sensitive Areas (ESA) to be submitted in a format compatible with the DEP Geographic Information System (GIS). The TECHGIS2 document bridges the gap between requirements for CEAs and ESAs in the SRP Tech Regs and the DEP GIS requirements outlined in "Mapping and Digital Data Standards" (available in EDIMAN.PDF, see below). TECHGIS2 also provides guidance for determining coordinates for each sample point. According to the Tech Regs and HazSite, every sample point must have either State Plane Coordinates or Latitude and Longitude reported with the analytical results. TECHGIS2 states three acceptable means of obtaining this information: by surveying each sample point, by using Global Positioning System equipment, and by developing a grid using one surveyed point as a control for establishing sampling coordinates throughout the site. It is important to note that as long as there is one surveyed point at the site, such as the property boundary or a surveyed well, this grid option should cost relatively nothing. The consultant can construct a grid or calculate locations from that point using resources such as CORPSCON and SPFCXL4.XLS as discussed below. Download Via Hazsite Page
EDIMAN.PDF: This is the DEP Electronic Data Interchange Manual. The EDI Manual contains a copy of the GIS requirements defined in GIS Mapping and Digital Data Standards (MDDS). The GIS MDDS guidance provides the requirements for GIS compatibility, and should be used in concert with the TECHGIS2 document. (Note: SRP-EDI is also a chapter in EDIMAN.PDF.) Download Via Hazsite Page
CORPSCON: This is a program from the U.S. Army Corps of Engineers which can be used to convert between several formats, including Latitude and Longitude values, to New Jersey State Plane Coordinates in feet. The TECHGIS2 document discussed above provides guidance on use of a grid to determine sample coordinates. This method of calculating coordinates may be easier when using State Plane feet; therefore, SRP is making CORPSCON available to the user in case conversion to State Plan feet is desired. Please note that there are several versions of CORPSCON available from the Internet. DEP SRP is providing a link from the SRP HazSite Web Page to the U.S. Army Corps' own Web Site that contains CORPSCON. DEP makes no specific warranty for the U.S. Army Corps resources. Download Via Hazsite Page
SPFCXL4.XLS Spreadsheet: This Microsoft Excel (.xls) spreadsheet is an aid in calculating State Plane feet. The program calculates State Plane feet from a geo-referenced point, such as a surveyed well location, and in consideration of the distance and angle of a sample point from that known location. Use of this spreadsheet requires a program that can handle Excel v. 4 files. Download Via Hazsite Page

Applicability and Exemptions

As stated in the Tech Regs, electronic submission of data is required for all analytical results submitted as part of a Site Investigation, Remedial Investigation or Remedial Action, except for certain specific discharge events. Requirements for electronic data submittal and providing geographically referenced sample locations for each sample point may also be waived in certain instances where homeowners (single family) are completing a remedial activity of Number 2 fuel oil, if residential standards are being met and no ground water investigation was warranted. Interested parties should talk to their SRP representative about the possibility of exemptions in these types of cases.

Comments and Questions

You may email questions or comments regarding electronic data submittals to hazsite@dep.state.nj.us at anytime. SRP staff will provide direct assistance at 609-292-9418.


Orientation Session: Announcement and Registration

In January and February 1998 the SRP will conduct a practical overview for parties electronically submitting data via HazSite, the .wk1 format and the .dbf format.

The session will consist of an overview of the HazSite file structures, input screens, files required for a valid submission, lookup files, using ZIP file utilities to create the final product, and the printed resources discussed above. SRP staff will explain use of the .wk1 and .dbf files, the applicability to field sampling and laboratory analysis, and ways to optimize the effort between the two related files. There will also be an overview of various tools available to assist in field/laboratory data preparation.

The orientation will be held in three half-day sessions at DEP's Public Hearing Room, 401 East State Street in Trenton. Interested parties only need to attend one half-day session. Please fill out the registration form below or print out a text version of this form to mail back to the Site Remediation Program. Please provide your telephone number and Internet email address so that we are able to confirm your registration.

Name:
First Name             Last Name
Company Name:
Address:
P.O. Box:
City:   State:   Zip:
Internet Email Address:
Phone No.:   Fax No.:

Session to attend: Please indicate 1 st choice with 1. Please indicate other acceptable slots with 2 and 3.

Wed., Jan. 7, 1998
8:00 - 12:00
Thurs., Jan. 15, 1998
12:30 - 4:00
Wed., Feb. 4, 1998
8:00 - 12:00
   

 

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Last revision: 3 February 1998