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Region 4 Superfund: Electronic Data Submission

This site is a resource to assist data providers with submitting environmental data to the Region 4 Data Archival and ReTrieval (DART) systems, which are the main repositories for analytical, geological, and geospatial data from Superfund sites across the Region. The Superfund Program in EPA Region 4 has adopted a standardized electronic data deliverable (EDD) format for environmental sampling data that is required for all new and historical data submitted to the region. Geospatial data must be submitted via an online Geographic Information System (GIS) Data Submittal form. Detailed instructions for creating and submitting EDDs are provided in the Environmental Data Submission procedural (SEMDPROC-009-R0) and supporting reference documents.

If you need assistance during the submittal process, contact R4DART@epa.gov.You may need a PDF reader to view some of the files on this page. See EPA’s About PDF page to learn more.

Creating and Submitting Environmental Data

The Environmental Data Submission procedure (SEMDPROC-009-R0) is the controlling document for this process. This document outlines how to: (1) obtain your Project ID and (2) prepare and submit the Region 4 EDD and formatted geospatial data.

The three supporting reference documents are provided with the procedure (SEMDPROC-009-R0) as one downloadable pdf. The reference documents are as follows:

  • EPA Region 4 EDD Format File Guide – Provides detailed information for the creation of the EDD files that are required to be submitted.
  • EPA Region 4 EQuIS Data Processor (EDP) Reference Manual – Provides the information needed to download, install and maintain the EDP software, as well as how to use the software to proof EDDs and create data packages.
  • EPA Region 4 Geographic Information System Deliverable Guidance – Provides specific requirements and file delivery formats for all GIS materials developed in support of the program.

The EPA Region 4 has implemented EQuIS 7 and upgraded the EPAR4 format file. Please note that the Region is now using the new format file and all data for submittal will need to be checked in EDP using it. The format file is the essence of data checking with EDP and contains the definitions and restrictions for each individual field in available data tables. The format file controls data checks, formatting, and enumerations.

The reference value file (RVF) is associated with the EDP format file and is denoted with an .rvf file extension. This file contains the valid values reference tables that EDP uses to populate the drop-down menus that control when a specific type of value is required in an EDD. Example reference values are “mg/kg” (milligrams per kilogram) for a unit code or “GW” (groundwater) for a media code. These fields limit the type of data permitted in certain columns of the EDD, and the most recent valid values are in the RVF file.

Download the format and reference value files along with an EDD template file and example dataset.

EPA Region 4 uses EQuIS 7 Enterprise to provide access to their environmental sampling data via a variety of dashboards. The EQuIS Enterprise Quick Start Guide provides a brief overview of how data providers can access the EPA Region 4 Enterprise site.

For data providers using the EQuIS Data Gathering Engine (EDGE) software to capture data in the field, a Quick Start Guide is available that details how to obtain, configure, and use EDGE.

The following steps are a brief overview of the EDD data submittal process.

Step 1: Prior to Sampling Event

The point of contacts (POCs) for each sampling event must be submitted using the POC EDD file. The POC EDD template file has instruction worksheets for both PRP Lead and Fund Lead sampling.

For PRP Lead sampling, a project summary of the data analysis expected to be provided must be submitted to serve as a check that all data are received. After the project is created, the EPA Region 4 will notify the data provider to submit the Data Submittal Summary and email it to R4DART@epa.gov for tracking. 

For Fund Lead sampling, the Project ID must be obtained from the EPA Region 4 Sample Coordinator (LSASD or CLP data) or R4DART (other labs). If you have not been provided a Project ID, contact R4DART@epa.gov

Step 2: Prepare Your EDD

For the EPA Region 4, an EDD is an archive zip file saved with a “.dat” extension holding one or more tab-delimited text files containing the environmental data to be submitted. Data providers are required to submit their data in the format specified in the EPA Region 4 EDD Format File Guide.

Step 3: Validate Your EDD

Prior to submittal, all EDDs must be validated using the EQuIS Data Processor. EDP is a standalone application that allows data providers to check their EDD files to ensure they are formatted as described in the EPA Region 4 EDD Format File Guide. EDP checks for data completion and referential integrity, allows users to identify and correct errors, and creates compressed files containing multiple related EDDs. The EPA Region 4 EDP Reference Manual contains the information needed to obtain, register, maintain, and use EDP.

Step 4: Submit Your EDD

After your EDD has been checked by EDP and has no errors, you are ready to submit your EDD to epar4@equisonline.com. To submit an EDD, you must:

  • Have a valid Project ID, Company Code, Activity Code
  • Place your EDD in a compressed file format data package using EDP
  • Attach your EDD to an email request from Region 4

After processing with EDP, the submitted file IS REQUIRED to be named according to the following convention that includes the following elements connected with underscores:

  • Task Code (PRP use PYYYY-nnnn as provided by R4DART; Fund-lead use YY-nnnn as provided by EPA work order)
  • Site Name
  • Data Provider Company Code
  • Date Submitting (YY MM DD)
  • Type(Loc-Location/Ch-Chemistry/FR-FieldResults/WL-WaterLevel/GEO-Geology/WC-Well and Well Construction /VI-Vapor Intrusion)
  • .FacilityCode.EPAR4.dat

Example EDD Filename

P2015-0001_ChemicalCompanyABC_PL-DataProvider_19 01 08_Ch.110001224773.EPAR4.dat

where,

  • Task Code is “P2015-001”
  • Site Name is “Chemical Company ABC”
  • Company Code is “PL-DataProvider”
  • Date Submitting is January 8, 2019 as “190108”
  • Type of data submission is “Ch” for Chemistry
  • Facility Code is “110001224773”
  • Format used is “EPAR4”
  • File extension has been changed from “.zip” to “.dat”

Submitting GIS Data

Initial draft submittal and final version of spatially enabled files acquired or developed to support mapping, spatial analysis, and/or report generation by a data provider are considered property of the EPA Region 4 and are required to be submitted to the EPA Region 4. The delivery of these files should accompany the submission of a final report. This includes but is not limited to all GIS, CAD, and image formatted files used to develop maps for any scoping or decision document developed for the EPA Region 4, as well as any spatial file used to inform a decision on site management or development.

GIS data submittals must meet the project, metadata, organizational, and delivery requirements in acceptable GIS data formats as specified in the EPA Region 4 Geographic Information System Deliverable Guidance.

To submit your GIS data to the EPA Region 4, please zip all files and use the link below to access the EPA Region 4 online GIS Data Submission form. The Data and Maps Checklist and GIS Submission Summary documents should be included in the zip file.

Additional Resources

Presentations from the EPA Region 4 Environmental Sampling and Alysis Workshop held August 6-8, 2019:

Contact Information

Please send all data submittals and correspondence to the r4dart@epa.gov mailbox.

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