MEDEP_EDD_Info by bvt11437



Template Version 5.0m 10/1/2007

This workbook is for electronic data submissions to the Maine Department of Environmental Protection for import into
the DEP's Environmental and Geographic Analysis Database (EGAD)*. The EDD worksheet contains the ME DEP Electronic
Data Deliverable (EDD) template for all chemical, field, and physical measurement data (including water level and flow data).
The Data_Element_Dictionary worksheet contains pertinent information about each of the fields in the EDD including
field definitions and which appropriate LUP Tables and Values pertain to the field, if any.
The Data Element Dictionary also identifies which fields are required, required if applicable, optional, or not applicable
based on data type. When applicable, the Default Values for fields that are left null are identified. If a field is not required
for the type of data being provided, the columns which contain those fields may be deleted from the EDD before submission.
Additionally, columns may be rearranged in any order, if desired.

Also contained on the Data_Element_Dictionary worksheet are buttons that, when pressed, will run macros on the EDD worksheet
to color code and hide EDD fields based on data type (Laboratory, Field, Water Level/Flow, Non-Sample, and Lost Sample). If desired,
these macros can be used to aid in filling out an EDD with multiple data types by color coding to show which fields are required,
required if applicable, or optional for each data type. Fields that are not applicable for a specific data type are hidden by the macro.
Please note that not all users may be able to utilize and access these macros due to differences in software versions, firewall blocking, or
security programs that may block the macros. EDD version 5.0 is available without macros and can be found on the website listed
below. Please note that Maine DEP offers these macros as a tool to aid users in the process of filling out the EDDs but does not make
any guarantees on the effectiveness or performance of the macros and does not assume responsibility for programming errors that may be

EGAD LUP Tables and Values can be found on the EGAD Website. The LUP Tables are updated frequently to reflect the
most up to date LUP table values. The website can be found at:

Please refer to the EDD Quick Reference Guide document which outlines specific requirements and considerations
when completing the EDD. This document can also be found on the EGAD website.

After the data has been entered into the ME DEP EDD template it should be saved as an EXCEL worksheet or exported
as a tab delimited text file.
Please identify each submission by site name and sampling date, or site name and submission date if data for multiple sampling events is being submitted.

The file containing the data to be delivered to the Maine DEP in this EDD format can be sent via e-mail to

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Questions or comments about this EDD should be addressed to the appropriate EGAD Data Manager listed below.

Diana McKenzie                                                                         Karla Hyde
BRWM EGAD Data Manager                                                                 BLWQ EGAD Data Manager
Statehouse Station 17, Augusta, ME 04333                                               Statehouse Station 17, Augusta, ME 04333
(207) 287-5767                                                                         (207) 441-1847                                                   

EGAD is now known as the Environmental and Geographic Analysis Database effective Spring 2007.
EGAD is no longer just a Groundwater database, but now includes biological, chemical, physical, and spatial environmental data.

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                                         DATA TYPE DEFINITIONS                                                                 EDD FORMATS                     KEY TO "REQUIRED" FIELD ABBREVIATIONS
Laboratory Data: Data sent into and analyzed by a laboratory.                                                         Click on a Command Button to format            R- Required
                                                                                                                      EDD based on data type. Fields will be
Field Measurement Data: Applies to Data measured in the field but not sent to the lab. Can be obtained by a
                                                                                                                      color coded and hidden based on EDD      RA- Required if Applicable
number of methods using field instruments and test kits. (ex. Temperature, conductivity, pH, etc.)
                                                                                                                             requirements of data type
Water Level & Flow Data: Static Water Level, Water Level Elevation, Ground Surface Elevation, Measuring Point                      Laboratory                                          O- Optional
Elevation, and Flow measurements.
Non-Sample Data: Applies to sample events where the sample(s) or physical measurement(s) are attempted to                            Field
be collected or taken but are not for a variety of reasons including the presence of Free Product, Discontinued                                                                     Not Applicable
                                                                                                                               Water Level/Flow
Well, Dry Well, Frozen Well, Broken Glassware, or Instrument Malfunction. Providing this data is optional.
Sample Taken but Not Analyzed: Applies to when a sample is collected in the field, but not analyzed in the                        Non-Sample
laboratory due to the sample being lost because of broken glassware or an instrument malfunction. A "lost"
sample can also result in partial analysis. For example, a sample with the same sample ID can be collected for               Sample Not Analyzed
DRO and GRO analysis, but the GRO sample bottle is broken in transit, and only the DRO sample is analyzed.                    Reset EDD Format
Providing this data is optional.

                                                                                                                                                                                 Field Measurement

                                                                                                                                                                                                                       Sample Taken but
                                                                                                                                                                                 Water Level/ Flow

                                                                                                                                                                                                     Non-Sample Data
                                                                                                                                                               Laboratory Data

                                                                                                                                                                                                                         Not Analyzed
                                                                                                                        Valid Values/LUPs - Refer to the


             Field Name                 Field                               Definition                                                                                                                                                      Default Value if Null
                                                                                                                           following Look-Up Tables

                                                  Please provide site or project name here for reference and the
                                                 ID number will be assigned when the EDD is processed. Do not
           PROJECT/SITE                  Text                                                                                                                   R                  R        R        R                     R
                                                 combine data for more than one site or project into one EDD
                                                                 file for submission to ME DEP.
         SAMPLE_POINT_ID                 Text          The sampling point/location identifier (e.g. MW-1).                                                      R                  R        R         R                     R
                                                                                                                                                                                                                                          When left null, a Sample
                                                  Laboratory LIMS sample identifier. For field samples this field
                                                                                                                                                                                                                                           ID will be calculated
          LAB_SAMPLE_ID                  Text     can be left blank and a unique Sample ID will be automatically                                                R                                                        RA automatically during data
                                                             generated upon Upload to the Database.
                                                                                                                                                                                                                                             upload into EGAD
          DEP_SAMPLE_ID                  Text     Unique ID assigned to a sample separate from Lab Sample ID                                                    O                  O        O         O                     O
                                                     Code indicating the analytical laboratory performing or
                                                 subcontracting the analyses. Field laboratories are indicated by                                                                                                                         Water Level & Flow Data:
           ANALYSIS_LAB                  Text      FL (field lab). Use of a sampler test kit or field instrument is           ANALYSIS_LAB_LUP                  R                  R        R         R                     R                  FT=Field Test
                                                   indicated by FT (field test). Non-Sample Data use NA (Not                                                                                                                               Non-Sample Data=NA
                                                 Date the sample was collected. Format: mm/dd/yyyy. For Non-
           SAMPLE_DATE                   Date
                                                   Sample data use date the sample collection was attempted.
                                                                                                                                                                R                  R        R         R                     R

                                                  The time of sample collection. This field is only necessary for
           SAMPLE_TIME                   Time    samples being analyzed for parameters that have a holding time                                                RA RA                       RA                            RA
                                                        of 72 hours or less. Format: hh:mm, military time.
                                                   Code which distinguishes between different types of sample
           SAMPLE_TYPE                   Text
                                                               matrices (e.g. Groundwater, soil).
                                                                                                                              SAMPLE_TYPE_LUP                   R                  R        R         R                     R
                                                  Code which distinguishes between different types of samples
                                                 (i.e. Field Duplicate, Lab Duplicate, Matrix Spike). Non-Sample                                                                                                                          N= Normal Environmental
    SAMPLE_TYPE_QUALIFIER                Text
                                                 Data: use appropriate qualifier which describes why sample was
                                                                                                                       SAMPLE_TYPE_QUALIFIER_LUP                R                  R        R         R                     R                    Sample
                                                                             not taken.
                                                 The analyte name provided by the laboratory or field personnel.
        PARAMETER_NAME                   Text    It may be a chemical name, matrix measurement (temperature,                                                    R                  R        R                               R
                                                            conductivity) or a physical measurement.
                                                   Analytic result or measured value reported for the associated
                                                                                                                                                                                                                                              Null concentrations
                                                   analyte, matrix measurement, or physical measurement. This
                                                                                                                                                                                                                                             indicate non-detect,
         CONCENTRATION                 Number     field must be null for Non-Detects and qualified with a U in                                                  R                  R        R                                               sample not taken, or
                                                   the LAB_QUALIFIERS or VALIDATION_QUALIFIERS field,
                                                                                                                                                                                                                                            sample not analyzed.
                                                                      whichever is applicable.
                                                 The qualifier flags assigned by the laboratory. May also be
                                                    assigned by non-laboratory personnel for Field Data, if
                                                 applicable. For Samples Taken but Not Analyzed, use NAN
                                              (Not Analyzed). Qualifiers assigned by any party other than
         LAB_QUALIFIERS                 Text   the laboratory (except those assigned for field data) must             CONCENTRATION_QUALIFIER_LUP              RA RA                       RA                               R
                                                 go into the VALIDATION_QUALIFIERS field. If qualifiers
                                                     were not assigned at the laboratory, populate the
                                               VALIDATION_QUALIFIERS field with appropriate qualifiers
                                                               assigned during data validation.
                                               The reporting limit is generally equal to the laboratory practical
                                                   quantitation limit which should be reported here for most
                                                 analyses. However, project sensitivity concerns may cause
                                                laboratories to report results to lower limits. When this is the
                                                   case the specific required lower reporting limit should be                                                                                                                             For laboratory data, can
                                                reported in this field. The lowest acceptable reporting limit in                                                                                                                          only be left blank if there
         REPORTING_LIMIT               Number                                                                                                                   R                 RA                                                            is a reported
                                                these cases is the laboratory method detection limit (MDL) or
                                               instrument detection limit (IDL). Reporting Limits in relation to                                                                                                                               concentration.
                                                     field data are only applicable to field test kits such as
                                               colorimeters, color wheels, titration test kits, etc. For field test
                                              kits, the lower range or limit of the test kit should be reported in
                                                                            this field.
                                                 Code indicating the units of the reported analytical result or
        PARAMETER_UNITS                 Text
                                                                        measured value.
                                                                                                                           PARAMETER_UNITS_LUP                  R                  R        R                               R
                                              Code for the analytical method used for a parameter. The code                                                                                                                                   UNK= Unknown
                                                 FIELD is used for field data unless the analytical method is                                                                                                                                Water Level Data:
                TEST                    Text
                                              known as in a field kit. For Water Level data use "WL" for Flow
                                                                                                                                   TEST_LUP                     R                  R        R                               R
                                                                                                                                                                                                                                             WL= Water Level,
                                                                          data use "FL".                                                                                                                                                    Flow Data: FL=Flow
                                                 Date the analysis was performed for each parameter or test.
          ANALYSIS_DATE                 Date      Format: mm/dd/yyyy. For samples taken but not analyzed                                                        R                                                           R
                                                              record date analysis was attempted.
                                              The starting time of the analysis. This field is only necessary for
                                              analytical tests requiring a holding time of 72 hours or less from
          ANALYSIS_TIME                 Time     the sample date/time. For samples taken but not analyzed                                                      RA                                                        RA
                                                record time analysis was attempted. Format: hh:mm, military
                                                   Date the preparation procedure was performed for each
            PREP_DATE                   Date
                                                            parameter or test. Format: mm/dd/yyyy.
                                                                                                                                                               RA                                                        RA

                                                                                                                                                                   Field Measurement

                                                                                                                                                                                                         Sample Taken but
                                                                                                                                                                   Water Level/ Flow

                                                                                                                                                                                       Non-Sample Data
                                                                                                                                                 Laboratory Data

                                                                                                                                                                                                           Not Analyzed
                                                                                                            Valid Values/LUPs - Refer to the


         Field Name            Field                              Definition                                                                                                                                                  Default Value if Null
                                                                                                               following Look-Up Tables

                                     The starting time of the preparation procedure. This field is only
                                       necessary for preparatory methods requiring a holding time of
         PREP_TIME             Time
                                       72 hours or less from the sample date/time. Format: hh:mm,
                                                                                                                                                 RA                                                        RA
                                                                  military time.
                                       Code for the preparation method used for a parameter. If the
        PREP_METHOD            Text   prep method is contained within the Test Method, Prep Method               PREP_METHOD_LUP                 RA                                                        RA
                                                           field should be left blank.
                                        Effective dilution factor used during sample analysis that is
      DILUTION_FACTOR         Number
                                                     associated with the reported result.
                                                                                                                                                 RA                                                        RA
                                     Indicates how solid samples are reported. Must be either "Wet"
                                                                                                           Valid Values are WET for wet-weight
        WEIGHT_BASIS           Text       for wet-weight basis or "Dry" for dry-weight basis. Only
                                                                                                            basis or DRY for dry-weight basis.
                                                                                                                                                 RA RA                                                     RA
                                               required for soil, sediment or tissue samples.
                                       Code which indicates if the result is for a target compound, a                                                                                                                               TRG= Target
                                      tentatively identified compound, surrogate etc. For water level,                                                                                                                       For Water Level & Flow
     RESULT_TYPE_CODE          Text
                                             flow, and physical measurements use PM (physical
                                                                                                                  RESULT_TYPE_LUP                 R                  R        R                               R                 Data: PM= Physical
                                                                 measurement).                                                                                                                                                      Measurement
                                                                                                                                                                                                                            If left blank for laboratory
                                               The instrument detection limit for the associated
                                                                                                                                                                                                                                data, MDL must be
                                        analyte/method. MDL or IDL is required for all laboratory data
             IDL              Number
                                        reported as non-detect. Must be reported in the same units
                                                                                                                                                  R                                                                                 provided or a
                                                                                                                                                                                                                            concentration reported for
                                                               as Parameter.
                                                                                                                                                                                                                            If left blank for laboratory
                                        The method detection limit for the associated analyte/method.                                                                                                                            data, IDL must be
            MDL               Number    MDL or IDL is required for all laboratory data reported as non-                                           R                                                                                 provided or a
                                        detect. Must be reported in the same units as Parameter.                                                                                                                            concentration reported for
                                          The qualifier flags assigned by the data validators, internal or
                                          external. Laboratory assigned qualifiers do not belong in this
    VALIDATION_QUALIFIERS      Text             field. Laboratory qualifiers must be reported in the        CONCENTRATION_QUALIFIER_LUP          RA
                                        LAB_QUALIFIERS field. Note that data validation must be a
                                           DEP pre-approved and acceptable validation procedure.
                                          The sample quantitation limit assigned during data validation.
                                             This field is required only if the SQL assigned during
       VALIDATION_SQL         Number                                                                                                             RA
                                       validation is different than the quantitation limit reported by
                                                                   the laboratory.
                                          Field for additional laboratory comments or parameter related
        LAB_COMMENT            Text    comments. For Sample Taken but Not Analyzed, an explanation                                                O                                                           R
                                           of why the sample was not analyzed is required in this field.
                                           The American Chemical Society, Chemical Abstract Service
                                       code for a parameter (with or without "-" is acceptable). See LUP
           CAS_NO              Text      for DEP assigned CAS numbers [for parameters such as GRO                 CAS_LUP (cas_no)                R                                                           R
                                         and field & physical measurements that do not have American
                                                          Chemical Society CAS numbers].
                                           The value indicating radiological range of error. Values are
                                        given in the same units as the radiological parameter for which
                                       this error applies. This field is also used to report counting error
                                                                                                                                                 RA RA
                                                                    for XRF data.
                                          The depth at which the sample is taken. Discrete Depth Only.
       SAMPLE_DEPTH           Number
                                       Sample depth interval values should not be entered in this field.
                                                                                                                                                  O                  O        O                               O
                                         Code for the measurement unit associated with sample depth,
     SAMPLE_DEPTH_UNIT         Text
                                                                        e.g., FT
                                                                                                               PARAMETER_UNITS_LUP               RA RA                       RA                            RA
                                       For a sample that is taken over a range or interval of depths, the
                                          top of the interval range is indicated in this field (ex. Where a
                                        sample is collected 3-6ft below ground surface, the value in this
                                                                                                                                                  O                  O        O                               O
                                                                  field would be 3)
                                       For a sample that is taken over a range or interval of depths, the
                                        bottom of the interval range is indicated in this field (ex. Where
                                          a sample is collected 3-6ft below ground surface, the value in
                                                                                                                                                  O                  O        O                               O
                                                                this field would be 6)
                                           Code to indicate the units that Sample Depth Top & Bottom
 SAMPLE DEPTH INTERVAL UNIT    Text        Interval measurements are recorded in. Feet below ground            PARAMETER_UNITS_LUP               RA RA                       RA                            RA
                                               surface (FGS) or Feet below measuring point (FMP)
                                           Code indicating sample collection method. For Non-Sample
SAMPLE_COLLECTION_ METHOD      Text        data, use NS (no sample taken) and for Trip Blanks, Method SAMPLE_COLLECTION_METHOD_LUP                R                  R        R         R                     R
                                                Blanks, and LCS samples use NA (not applicable)
                                        Code indicating location of sample collection if a sampling point
                                             has multiple sample collection locations. For example, a
      SAMPLE_LOCATION          Text
                                          treatment system (influent, effluent) or a private water supply
                                                                                                               SAMPLE_ LOCATION_LUP              RA RA                       RA RA RA                                          NA= Not Applicable
                                             well (faucet, outside tap, before, between or after filters).

     TREATMENT_STATUS          Text     Code indicating if a water sample is raw water or treated water.           TREATMENT_ LUP                 R                  R                                        R
                                         Code indicating whether a sample is filtered in the field or
       SAMPLE_FILTER           Text
                                                     filtered in the lab before acidification.
                                                                                                             SAMPLE_FIELD_FILTER_LUP             RA                                                        RA
        SAMPLED_BY             Text                 Name of person collecting the sample.                                                         O                  O        O                               O
     SAMPLE_COMMENTS           Text                Field for additional sampling comments.                                                        O                  O        O         O                     O
                                         Quarterly monitoring tracking number, applies to DEP QM
         QM_NUMBER             Text
                                                                   program only.
                                        Quarter and year of monitoring event. For example: 05QTR1
        QM_QUARTER             Text
                                                           for the first quarter of 2005.
      VALIDATION_LEVEL         Text                 Level of validation required by project.                   VALIDATION_LEVEL_LUP              RA
    VALIDATION_COMMENT         Text                    Field for data reviewer's comment.                                                        RA
                                           Field to identify who made a validation comment, e.g.,
                                                              consultant, DEP staff.
                                                                                                                 COMMENT_TYPE_LUP                RA

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