Land Condition Record Coursework by thevo

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									UNIVERSITY OF PORTSMOUTH SCHOOL OF EARTH & ENVIRONMENTAL SCIENCES 1GS312 Contaminated Land Land Condition Record Introduction The standard form of Land Condition Record (LCR) was developed in response to a recommendation from the Urban Task Force. The aim of the Land Condition Record is to present information about a particular property, which may be relevant to assessing land contamination and its implications. The key features are that the LCR   
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Contains factual information Is completed on the basis of what information is available May summarise information in more detailed reports Gives the provenance of information that it contains or to which it refers.

Using the Standard Form A standard form has been developed for use either as a hardcopy or preferably as an electronic Microsoft Word template. Information is inserted into the boxes shown on the form under a series of structured headings. Some points to note about filling in the boxes:   The size of the boxes give a general indication of the amount of information to be included, but the electronic version of the form allows for extension of the boxes to give more space Some of the sections include tables for which headings and some blank rows are shown. Clearly, the number of rows will depend on the number of items for which that information is available. The electronic version of the form provides an additional toolbar facility to add or delete rows In some cases, sections or sub sections of the form will need to be repeated and completed separately, eg for different zones of the property where the information is significantly different. These are indicated in the form. The electronic version of the form provides an additional toolbar facility to add the relevant sections. Where appropriate a sub-option adds sub-sections.

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Referencing Information in the report cannot be considered as valid if it does not have clear referencing to source reports/data. All data entered must include its provenance. There are two main types of referencing:  “Report ref. no”: A reference number for a data source, which is the number the report or other data source is given in the annexes, mainly in annex 3 or annex 4. It is recommended that a standard referencing system be used which starts with the annex number, and then sequentially lists reports etc. For example, the first report in Annex 3 will be given the reference number A3/01. “Ref. in report”: A detailed cross-reference to a data source. This must include the source reference number as above, and a page or section reference. For example, an item of data may be referenced to “A3/01 p11”, or “A3/02: chapter 2”)

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More generally, “reference no.” is used for other circumstances where an item has been given a reference number by a third party, eg a project reference number or a report reference number issued by the organisation who prepared the report being used as underlying data for the LCR. It is recommended that compilers of the LCR assemble the available data reports and other documents and list them in the relevant annex, together with a reference number, before beginning to enter data in the main part of the LCR. Gaps in Information Where information is not provided in the LCR, this MUST be indicated by one of the following:     Not known (meaning no data available) Not found (meaning looked for in study/investigation, but results negative) Not examined (for [detailed] reason) (used where information type was excluded from compilation of the LCR) Not relevant (for [detailed] reason)(where an activity or item of information that is not relevant to the property as a clear matter of fact)

All boxes without information must have one of these explanations. No other terms should be used. Information, which is “not known” or “not examined”, must be summarised in the Executive summary (A1.3) Fast Tracking Where different uses of the LCR require only certain sections of the information to be completed, the section or sub-section can be omitted. Any sections omitted must include a reference to the reason why the information is not relevant. Similarly, where information is not known for some complete sections or sub-sections, the section or sub-section can be omitted, recording that the information is not known. The form makes provision for this explanation to be entered at the beginning of sections where this is most likely to apply, and the compiler (and reader) of the LCR is directed to the next appropriate sub-section. Disclaimers, Caveats and Assumptions A general “disclaimer” should be provided at the beginning of the document. A suggested form of words is provided with the standard form. Disclaimers relate to the liability for the information and for its use. Additional disclaimers may also LAND CONDITION RECORD – GUIDANCE ON COMPLETION is relevant, for example when information is not examined or where there are significant caveats on the information. Within the form, all caveats and all assumptions should be explicitly reported in the relevant place in the LCR. Caveats relate to the quality of data from the underlying reports, assumptions to information provided based on any interpolation or similar of the underlying data. These caveats and assumptions must include both the caveats and assumptions within the source data, and any additional caveats or assumptions on the part of the compiler. For example underlying data may be obviously unreliable, ambiguous or clearly incorrect. In some cases the form specifically prompts the inclusion of any caveats etc, but caveats or reporting of assumptions may be appropriate elsewhere. Any caveats or assumptions must be clearly explained. Caveats on the quality of the information should also be summarised in the Executive Summary (A1.4).

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Additional Information In some cases the compilation of the LCR will reveal significant gaps or discrepancies in information that require further research or investigation to resolve. It is always open to the compiler of an LCR to propose further research or investigation. In these circumstances, the additional information would form a separate supplementary report or other key document, which would be included in the annexes as appropriate, and the information transferred to an updated revision of the LCR. Additional Advice for Completion of Particular Sections Additional advice for completion of particular sections can be found in the following document: http://www.silc.org.uk/downloads/lcrguide.pdf Introduction to Downloading the Electronic LCR Form The web site http://www.silc.org.uk/Lcr.htm contains an electronic version of the LCR Form document, which has been designed as an aid to help you create a Land Condition Record. It has been laid out in a way that should make the compilation and documentation of detailed information as logical and comprehensive as possible. Although this document has the name and appearance of a form it might be more appropriate to think of it as a framework for a report. The layout provides the basis of the document, which in many cases will then need additional sections added to in order to note all the relevant information. This electronic version is likely to be the most preferable way of creating an LCR document. The electronic version, once installed, not only provides unlimited opportunities to create as many LCR forms as required, but also incorporates special automated features that assist in the document's creation. For example: sections will automatically expand as you enter additional text, and whole sections can be replicated at the touch of a button, should different zones of a property require separate documentation. Note: If you do not have access to your own PC with Internet connection the LCR document can be opened from: http://web.port.ac.uk/departments/sees/staff/GilesD/Pages/1gs312.htm Installing the Electronic LCR Form and Functions Requirements: The electronic version of the document is designed for use on a PC with Microsoft Word 97 / 2000 and Microsoft Windows 98, NT or 2000 installed. Download Contents: The download contains an EXEcutable file, LCR.EXE. This EXE file is a self-extracting zip file containing two MS Word document templates: LCR_Controller.dot and LCR_Template_v1.dot To install the electronic LCR form, download LCR.EXE from this web site (or copy onto a floppy disk from the Applied Geosciences Contaminated Land Unit Resources Page http://web.port.ac.uk/departments/sees/staff/GilesD/Pages/1gs312.htm and install from the floppy disk copy) and run the EXE file. Ensure that you exit all programs before installing any new software. If Microsoft Word is running exit it immediately before proceeding. To Use the LCR Form On starting Microsoft Word, select View | Toolbars and if "LCR Controller" is listed without a tick, select it. If the "LCR Controller" toolbar is neither visible, nor listed under View | Toolbars, please check the following:

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1. Click on Tools | Options | File Locations and highlight Startup and check the path for this is set to C:\Program Files\Microsoft Office\Office\Startup Click on the Modify button to alter the path if necessary. (Note: if your office or personal requirements are such that this path should not be changed, you may move the file LCR_Controller from C:\Program Files\Microsoft Office\Office\Startup to your own startup path.) 2. If you modified the Startup path above, exit Word completely and then re-start Word. 3. Select Tools | Templates and Add-ins and check that LCR_Controller.dot is listed with a tick. If it is listed but not ticked, add a tick by clicking within the tick box. If it is not listed, seek advice from your IT department. 4. Finally, click on View | Toolbars and ensure that there is a tick next to "LCR Controller". Please Note: The LCR files expect to find a standard installation of Microsoft Word. If your organisation does not have a standard installation please consult with your IT department for further help and advice. Protecting Yourself Against Macro Viruses A macro virus is a computer virus that can be stored within a document or template. If you open such a document the virus can be transmitted to your computer. Microsoft Word 97 provides protection against viruses as follows: 1. Select Tools | Options | General. Tick the box "Macro virus protection". 2. Exit and re-start Microsoft Word. 3. The first time an electronic LCR is created, a security warning may appear (but only if you have a particular service release of Office 97 installed) as follows: "Warning: the document you are opening contains macros or customisations ...". Click the "Enable macros" button. Microsoft Word 2000 offers security levels to reduce the chances of infection by macro viruses. 1. Select Tools | Macros | Security. Under the Security Level tab, select High. Under the Trusted Sources tab, tick the box marked "Trust all Installed Templates and Add-ins". 2. Exit and re-start Microsoft Word. 3. The first time an electronic LCR is created, a security warning will appear. Tick the box "Always trust macros from this source" and then click the "Enable Macros" button. You will only need to do this once. Under the Trusted Sources tab, Arup LCR Form Designer will then be listed. Producing an LCR Document You should now have the two-button "LCR Controller" toolbar available, showing "Create LCR Form" and "Print LCR Form". In its floating form you can move this toolbar to any position within the Word document window. At any time you can view or hide the toolbar by clicking on View | Toolbars then either ticking or un-ticking "LCR Controller" as appropriate. Blank Printed LCR form If you require a blank LCR form to be sent straight to the printer then click "Print LCR Form" on the "LCR Controller" toolbar.

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Electronic LCR form If you wish to create and fill in the LCR form on screen, click" Create LCR Form" on the "LCR Controller" toolbar. Initially, you will be prompted for some common information. Complete as much of this dialog as possible because this information may appear in more than one place in the form. It is possible to come back to this entry dialog at any time by clicking on the Quick Edit button on the special LCR Toolbar, which should be visible whenever you are editing an LCR form on screen. You will then be asked to Save the LCR at this point. This is good standard practice and you are encouraged to save the form at regular intervals whilst entering information, in case of computer problems. Next a brief Help screen should appear, detailing the special LCR toolbar functions as follows: "Quick Edit" allows you to change text entered in initial dialog "Tick" enters or removes a tick from a box "Extra Row" inserts a new copy of current row immediately below "Delete Row" deletes a row (NB. you should only delete empty rows) "A5.3" will repeat section A5.3 for an additional zone "A7" will repeat part or all of section A7 "A8.4" will repeat section A8.4 for an additional zone "A9" will repeat part or all of section A9 "Annex 2" will repeat a selected section of Annex 2 "Annex 3" will repeat specific parts of Annex 3 "Go Back" returns from Hyperlink "Go To" goes to any section listed "Help" redisplays this message! Finally, you are reminded to enter any additional disclaimers, before proceeding to fill out the body of the form. Most of the form has been designed using a table structure. This is flexible and expandable whilst holding the information in a clear presentable format. Where possible use the special LCR Toolbar functions to assist in the creation of the document. The toolbar functions should be self-explanatory. Click on the Help button for further explanation. Only resort to using standard Word functions where an LCR toolbar function is not available for a required alteration to the document. We hope that you the find the LCR form a helpful tool in the creation of your document, but please note that it cannot be guaranteed for accuracy and does not prompt for every relevant piece of information. The flexible form design should only be regarded as a framework for your final document. Uninstall Instructions This software only involves 2 files. LCR_Controller.dot is located in C:\Program Files\Microsoft Office\Office\Startup This file provides the initial floating two-button toolbar. LCR_Template_v1.dot is located in C:\Program Files\Microsoft Office\Templates This file provides the overall document template and the section repeats toolbar. TO REMOVE these files exit Microsoft Word and using Windows Explorer locate and delete them.

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Further Resources SILC Background Report on the Land Condition Record Report Land Condition Record Download Page Land Condition Record – Guidance on Completion 1GS312 Unit Resource Home Page http://www.silc.org.uk/index.htm http://www.silc.org.uk/downloads/lcrrep.pdf

http://www.silc.org.uk/Lcr.htm

http://www.silc.org.uk/downloads/lcrguide.pdf

http://web.port.ac.uk/departments/sees/staff/GilesD/Pages/1gs312.htm

DPG Version 1.0 October 2003

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