United States
Environmental Protection
Agency
Office of Toxic
Substances
Washington, D.C. 20460
Revised January 1989
EPA 560/7-88-003
dEPA
Toxic Chemical Release Inventory
Magnetic Media Submission
Instructions
Section 313
of the Emergency Planning and
Community Right-to-Know Act
(Title III of the Superfund Amendments
and Reauthorization Act of 1986)
U.S. Environmental Protection Agency
R^-Lon 5, Library (5M,-lc)
230 S, Dearborn St -set, Room 1670
Chicago, IL 60604
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MAGNETIC MEDIA REPORT SPECIFICATIONS FOR THE
TOXIC RELEASE INVENTORY SYSTEM (TRIS)
This document provides basic specifications for the use of magnetic media
to submit EPA Form R reports required by Section 313 of the Emergency Planning
and Community Right-to-Know Act (Title III of the Superfund Amendments and
Reauthorization Act of 1986), Public Law 99-499. The specifications and
requirements presented in this document supplement the reporting requirements
presented in the Section 313 final rule (40 CFR Part 372) . Submission of
magnetic media reports does not relieve the submitter from any of the
regulatory requirements of the Section 313 final rule.
A complete Form R report contains information on the release of one toxic
chemical or chemical category listed in the Section 313 final rule. For the
1988 and subsequent reporting years, there is no maximum or minimum number of
reports that may be submitted on magnetic media for each reporting facility.
While the rule provides for submission of information on chemicals whose
identity may be claimed trade secret, you may not use magnetic media for
submissions in which chemical identity is claimed trade secret. In addition,
the reporting of corrections to previously reported 313 data may not be made
through magnetic media. For detailed instructions concerning reporting
requirements, calculation of thresholds and releases, and assembly of required
data, please see the Toxic Chemical Release Inventory Reporting Form R and
Instructions, document number EPA 560/4-88-005, revised January 1989
(available from EPA). The instruction document is also contained in the Toxic
Chemical Release Inventory Reporting Package, document number EPA 560/4-89-
001. For more information on Section 313 contact the Emergency Planning and
Community Right-to-Know Information Hotline, U.S. EPA, at (800) 535-0202 or,
in Washington D.C. and Alaska, (202) 479-2499.
States are not required to accept reports submitted on magnetic media.
Reporting of 313 information to state agencies on magnetic media must be
discussed vith, and authorized by, the state involved. For more information
consult the appropriate state contact listed in Appendix B of the Toxic
Chemical Release Inventory Reporting Form R and Instructions.
Note that these instructions do not apply to the Title III. reporting
requirements under Sections 311 and 312.
1. CONTENT OF MAGNETIC MEDIA REPORTS - GENERAL SPECIFICATIONS
Reports may be made to EPA using either 9 track magnetic tape or
microcomputer diskettes formatted in DOS 2.1 or higher from an IBM PC/XT/AT or
compatible microcomputer. File format specifications are substantially
different for these two types of media. Data structures and magnetic media
must conform to the formats specified in Part 3 of this document.
EPA will make every effort to process the magnetic media received. If the
media cannot be read, the tapes or diskettes will be returned to the
submitter, who will be held responsible for providing readable media within 30
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days. A facility that has not provided readable media before the July 1
deadline will be considered in non-compliance status until EPA receives either
readable media or complete Form R reports. EPA strongly encourages facilities
to read the information that is contained on the tapes or diskettes before
they are submitted to assure data accessibility and avoid non-compliance.
Non-readable media will be returned via the required return packaging and pre-
paid postage provided by the submitter. All readable media received will
become the property of EPA.
Any number of multiple reports from a single facility or reports from
multiple facilities may be included on a single tape or diskette. However,
individual reports for a facility should be completely contained on a single
tape. Diskette files should be completely contained on a single diskette.
Reporting on magnetic media does not affect the requirement to maintain a
record of all information used to complete the reports. This information must
be maintained in a form available for review by EPA or state officials for a
period of three years from the date of submission.
Several independent software firms are marketing computer systems to
assist facilities in meeting their reporting requirements under Section 313.
Some software products will be designed to produce reports on magnetic media
in the format specified in this document. The Bureau of National Affairs
(BNA) Right-to-Know Planning Guide includes a listing of companies that offer
Title III software. For information on obtaining a copy of this document
contact the BNA Customer Response Center at 1-800-372-1033, or from the
Washington D.C. metropolitan area call (202) 258-1033.
EPA's Office of Toxic Substances, Information Management Division will
validate magnetic media formats produced by software packages upon the request
of the vendors. Facilities should be cautious and select a software package
that will produce a valid format.
Exhibit 1 on the following page is a checklist for submission of magnetic
media reports.
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•• Exhibit 1. MAGNETIC MEDIA PACKAGE CHECKLIST FOR SUBMITTING MEDIA TO EPA==
A magnetic media package is complete only after you perform the following
steps. Use this checklist as an aid to preparing your magnetic media package.
'—' 1. Prepare a cover letter which includes all the required information as
well as an original signature for each facility reporting on the
magnetic media. (See Part 2.1 of this document.)
'—' 2. Prepare an additional cover page listing all facilities in the order in
which they appear on the magnetic media, if your package includes
reports from multiple facilities. (See Part 2.2 of this document.)
'—' 3. Verify that the data have been formatted and transferred to magnetic
media as specified in this document. (See Parts 3 and 4 of this
document.)
4. Confirm there are no reports for a chemical whose identity is claimed as
a trade secret. No trade secret information may be submitted on
magnetic media.
'—' 5. Confirm that your reports contain all required information. (See the
Toxic Chemical Release Inventory Reporting Form R and Instructions,
available from EPA.)
'—' 6. Verify that all the reported information is correct to the best of your
knowledge.
Perform a data dump or otherwise access the data contained on the
magnetic media to confirm that the data is readable from the copy which
is to be sent to EPA.
'—' 8. Label the media properly. (See Part 5.1 of this document.)
'—' 9. Package the media safely and include return packaging and postage,
the cover letter(s), and cover page (if applicable) in the package
with the magnetic media. (See Part 5.2 of this document.) Return
packaging and postage allow EPA to return unreadable media.
10. Address the package to: U.S. Environmental Protection Agency
P.O. Box 70266
Washington, D.C. 20024-0266
Attn: Toxic Chemical Release Inventory
Magnetic Media Submission
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2. COVER LETTER AND CERTIFICATION
2.1 Single Facility Packages
Each facility that provides reports on magnetic media must enclose a cover
letter containing the following information:
1. Full name and address of the submitting facility;
2. Number of tapes or diskettes enclosed;
3. List of chemical (or chemical category) names and CAS numbers
covered by the report;
4. Name and phone number of a data processing contact person who is
available to provide clarification;
5. A statement that the information that you are submitting does not
contain any trade secret data.
6. Certification statement identical to the certification statement
from EPA Form R. (See example in Exhibit 1 of this document.) As
required by the regulation, this certification statement must be
signed by a senior management official, not the data processing
contact. The signed name must also be typed, followed by the
official title of the signee. The date on which the statement was
signed must also be on the letter.
7. Specification of the page number of the cover letter in the
following format: "Page 1 of N Pages."
The certification provided in the cover letter is the same certification
statement contained on reporting Form R. The certification will apply to all
reports provided by the company which are identified by chemical name in the
cover letter. The name of the owner/operator or senior management official
contained on the cover letter must match the name provided in the data field
for Section 2 of Part I of the form (Certification Name and Official Title) in
each of the reports contained on the magnetic media.
Exhibit 2 is a sample cover letter that includes each of the required
elements.
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=Exhibit 2. SAMPLE COVER LETTER ACCOMPANYING A MAGNETIC MEDIA PACKAGE=
Page 1 of 1 Pages.
Pirx-Lewis, Incorporated
Battery Products Division
10545 Cerillas Road
Albuquerque, N.M. 81103-0420
May 2, 1989
U.S. Environmental Protection Agency
P.O. Box 70266
Washington, D.C. 20024-0266
Attn: Toxic Chemical Release Inventory
Magnetic Media Submission
To Whom It May Concern:
Enclosed please find two (2) microcomputer diskettes (numbers 1 and 2) containing
toxic chemical release reporting information for Pirx-Lewis, Inc., Battery Products
Division, as required under section 313, Title III of the Superfund Amendments and
Reauthorization Act of 1986.
A total of two (2) reports are included from our facility, concerning the following
chemicals:
Report
Chemical Name Number CAS Number
Lead compounds 00001 N/A
Zinc 00002 7440-66-6
Our data processing contact is Jeffrey Mills, who can be reached at (505) 752-5369.
Mr. Mills is available should any questions or problems arise in your processing of
these diskettes.
I hereby certify that I have reviewed the attached documents and that, to the best of
my knowledge and belief, the submitted information is true and complete and that the
amounts and values in this report are accurate based on reasonable estimates using data
available to the preparers of this report.
Sincerely yours,
Stanley L. Pirx, III
Vice President
Battery Products Division
Pirx-Lewis, Incorporated
Enclosures
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2.2 Multiple Facility Packages
When multiple facilities provide reports on a single magnetic media, each
facility must prepare a separate cover letter containing each of the required
elements noted in Section 2.1 of this document. An additional cover page must
also be enclosed which lists the names of the facilities in the order in which
they appear on the media. Pages should be numbered sequentially starting with
the cover page and continuing through all of the cover letters.
A sample of a multiple facility cover page is included as Exhibit 3.
-Exhibit 3. SAMPLE COVER PAGE FOR MULTIPLE FACILITIES'
REPORTING IN A SINGLE MAGNETIC MEDIA PACKAGE
U.S. Environmental Protection Agency
P.O. Box 70266
Washington, D.C. 20024-0266
Attn: Toxic Chemical Release Inventory
Magnetic Media Submission
Page 1 of 3 Pages.
American Manufacturing, Inc.
Corporate Headquarters
2625 McDowell Road
Phoenix, AZ 85008
May 8, 1989
To Whom It May Concern:
Enclosed please find a total of two (2) 3.5 inch microcomputer diskettes containing
toxic chemical release reporting information required under section 313, Title III of
the Superfund Amendments and Reauthorization Act of 1986.
Please also find attached a total of two (2) cover letters, one for each of our
subsidiaries that is reporting. The letters include certification statements from each
of these facilities and the signatures of senior management officials responsible for
reporting. The report data is arranged on the two diskettes in the following order:
1. Pirx-Lewis Incorporated, Battery Products Division (2 reports)
2. Larson Plastics (1 report)
Our data processing contact is John Berg, who can be reached at (602) 258-1234.
Mr. Berg is available should any questions or problems arise in your processing of these
diskettes.
Sincerely,
Michael J. Noonan
Vice President, Operations
American Manufacturing, Inc.
Enclosures
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3. FORMAT OF MAGNETIC TAPE REPORTS
3.1 Technical Specifications and Structural Records
The following technical requirements apply for magnetic tape reports:
• Density and recording technique: 9-Track, 1600 BPI, odd parity.
• Logical record length (for all record types): 500 Bytes.
• Blocksize: 2000 Bytes.
• Record format: Fixed Blocked (FB).
• • Character Type: 7 Bit ASCII.
• Label Type: No Label (NL) with no leading tape mark.
• File Name: TRIDATA.DAT.
As previously described in this document, a Form R report contains
information on releases of one chemical or chemical category. All reports for
all the facilities reporting on any one tape must be in a single data file
that is entirely contained on that tape. The data file must not span multiple
tapes.
The file itself is made up of records, some of which contain Form R
information (described in Part 3.2 of this document) and others which contain
information on the data (structural records). Each record has a fixed length
of 500 bytes, some of which are used by the current data fields and some
reserved for future use. All data are to exist as unquoted, fixed field ASCII
format, and should not include commas, control characters, or other
delimiters.
Structural records contain specific data on the number of records, reports,
and facilities contained on the tape. There are four types of structural
records required in tape reporting, as follows:
1. Header (type hh) is the first record of the data file TRIDATA.DAT.
2. Report start (type ssj^. which is located at beginning of each report.
3. Report end (type se). which is located at the end of each report.
4. Trailer (type tr) is the last record of the data file TRIDATA.DAT.
The field layout for these four record types is shown in Table 1. All four
record types are required for magnetic tapes, regardless of the number of
facilities reporting on the tape. All information on the tape should be in a
single file named TRIDATA.DAT.
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Table 1
STRUCTURAL RECORD SPECIFICATIONS FOR FORM R DATA REPORTS ON TAPE
Sequence
Byte
Position
Number Field Name
Record Type
1
2
Record Type
1
2
Record Type
1
2
3
Record Type
1
2
HE (Header Record)
Record Type
BLANK
SS (Report Start)
Record Type
Report Number
SE (Report End)
Record Type
Report Number
Number of Records
TR (Trailer)
Record Type
Number of Submissions
Start
1
3
1
3
1
3
8
1
3
End
2
7
2
7
2
7
12
2
7
Total
Length
2
5
2
5
2
5
5
2
5
Type
Char
Char
Char
Nura
Char
Num
Num
Char
Num
Format Notes
Enter hh
Leave blank
Enter se
Sequential report number, right
Enter ss
Sequential report number, right
justified
justified
Total number of type 01-14 records in report
Enter tr
Total number of submissions on
tape
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3.2 Structure of Data Records for Tapes
Table 3 specifies the data structure of each of the data record types and
relates to the information requested in the individual sections and blanks of
EPA Form R. Each data element is contained in a data record of a predefined
record type (numbered 01 through 14). The record type is identified by the
first two byte positions of the record. The report number is a sequential
number assigned by the submitting facility to each report contained on the
magnetic media and is used to cross reference the records of a report. [Note:
Reports from multiple facilities on a single media must be numbered
sequentially and uniquely throughout the media. Therefore, no two reports on
the same tape will have the same report number, whether the reports originate
from the same or different facilities.]
The start byte, end byte, and total length of each data field has been
defined as shown in Table 3. Blank data fields will be represented by blank
bytes on the report media and should not be considered to be the same as data
fields filled by N/A, which is used to designate data not applicable to the
submitting facility. (See the Form R instructions for further clarification.)
Table 3 also provides information on data formats including the right or
left justification required for data and the pre-defined placement of decimal
points (e.g., a left justified 3 will be read as 300,000,000 in a 9 byte
field; a right justified 4369 for percentage change will be read as 43.69
percent, while 43 will be read as 0.43 percent).
Exhibit 4 presents a sample data structure for a magnetic tape record
prepared by a facility which conforms to the data structure specified in Table
3. Exhibit 5 illustrates how the six structural records described in Part 3.1
of this document and the records which contain Form R data should be ordered
on the tape package.
-Exhibit 4. EXAMPLE DATA STRUCTURE FOR MAGNETIC TAPE REPORTS-
Bell Products is completing Record Type 10 for its first report. Bell has
two receiving streams for this report, and so will have two Type 10 records.
The following format is used for Bell's data:
Data Stream Explanation
lOOOOOlab nam 10000 Type 10 record for a release to water; 10 is
the record type; 00001 is the report number;
"a" is the alphabetical index assigned to the
receiving stream; "b" is the range code; "na"
is the estimate; "m" is the basis of estimate
code for monitoring data; 10000 corresponds to
a stormwater percentage of 100.00%
1000001bnaOOOOOOOOl50o 05167 A second type 10 record, for a second receiving
stream (assigned index "b") which is estimated
to receive 150 pounds of the chemical with
stormwater percentage 51.67%.
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=Exhibit 5. EXAMPLE OF RECORD ORDER FOR TAPE REPORTS'
Gates Photographic Supply is reporting for two of its facilities on one
tape. Gates has two reports for its first facility and one report for its
second facility. All of this information should be contained in a single file
named "TRIDATA.DAT". Gates should structure its data stream as shown below:
Record Type Explanation
hh Header record for tape.
ss Report start record for report 1 in facility 1; this report
is assigned report number 00001.
01 to 14 Record types 01 through 14 for report 1 go here. They
contain Form R data for the first report as defined in Table
3
se Report end record for report 1. This record contains a field
which indicates the number of Form R type records in the
first report. (The number can vary, depending on the number
of multiple records in the report; see above example)
ss Report start record for report 2 in facility 1; this report
is assigned report number 00002.
01 to 14 Record types 01 through 14 for report 2.
se Report end record for report 2. This record contains a field
which indicates the number of Form R type records in the
second report.
ss Report start record for the first report from facility 2.
Because this is the third report on the tape, it is assigned
report number 00003, to avoid its confusion with the first
report from facility 1.
01 to 14 Record types 01 through 14 for this report.
se Report end record for this report.
tr Trailer record for this tape. This record has a field which
indicates the total number of submissions from all facilities
on the tape.
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4. MICROCOMPUTER DISKETTE REPORTS
4.1 Technical Specifications and Special Files
Diskettes may be either 5.25 inch or 3.5 inch in size and either double
density or high density in data capacity. They must be formatted using DOS
2.1 or higher, on an IBM PC/XT/AT or compatible, as follows:
Double density High density
360 Kbytes 1.2 Mbytes
720 Kbytes 1.4 Mbytes
All diskettes contained in a single package must be of a single type and
format, and must be properly labeled with the format used.
For diskette submissions, records of different types must be contained in
separate files. These files are named with a combination of the letters "TRI"
and the record type (e.g., type 08 records will be in the file "TRIOS.").
Multiple records of the same type which are part of a single report, as well
as all records of the same type provided for all other reports in the package,
must be contained in a single file. Files containing records of a type should
be completely contained on a single floppy diskette which has been properly
labeled to identify the files it holds.
Two additional files must be created to contain information on the numbers
of records and reports provided in the diskette package. They are:
1. Report end records (type se). created for each report and placed in a
data file named "TRISE.".
2. Trailer records (type tr). created to identify the total number of
submissions being provided by all facilities which are reporting on
the diskettes. These are placed in a data file named "TRITR.".
The structure for these record types is shown in Table 2 on the following
page.
It is very important that each report have a unique report number used
throughout the records pertaining to that report. Report numbers may be
assigned in any order, so long as no two reports share the same number.
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Table 2
STRUCTURAL RECORD SPECIFICATIONS FOR FORM R DATA REPORTS ON DISKETTE
Byte
Sequence Position Total
Number Field Name Start End Length Type Format Notes
Record Type SE (Report End), contained in Diskette File TRISZ.
1 Record Type 122 Char Enter se
2 Report Number 375 Num Sequential report number, right justified
3 Number of Records 8 12 5 Num Total number of type 01-14 records in report
Record Type TR (Trailer), contained in Diskette File TRITR.
1 Record Type 122 Char Enter tr
2 Number of Facilities 375 Num Total number of submissions on diskette package
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4.2 Structure of Form R Data Records for Diskettes
Each record has a fixed length of 500 bytes, some of which are used by the
current data fields, some reserved for future use, and some reserved for a
carriage return and line feed (positions 499 and 500 respectively). All data
are to exist as unquoted, fixed field ASCII format, and should not include
commas, control characters, or other delimiters.
Table 3 specifies the data structure of each of these records and relates
the data to the individual sections and blanks of EPA Form R. Each data
element is contained in a record of a predefined record type (numbered 01
through 14). The record type is identified by the first two byte positions of
the record. The report number is a sequential number assigned by the
submitting facility to each report contained on the magnetic media and is used
to cross reference the records of a report. Multiple entries of facility data
(e.g., SIC code, NPDES permit numbers) should be contained in multiple records
of the type that is appropriate for that data. For example, a facility with
two SIC codes would have two records of type 03. [Note: Reports from
multiple facilities on a single media must be numbered sequentially and
uniquely throughout the media. Therefore, no two reports on the same diskette
will have the same report number, whether the reports originate from the same
or different facilities.]
The start byte, end byte, and total length of each data field has been
defined as shown in Table 3. Blank data fields will be represented by blank
bytes on the report media and should not be considered to be the same as data
fields filled by N/A, which is used to designate data not applicable to the
submitting facility. (See the instructions for completing Form R for further
clarification.)
Table 3 also provides information on data formats including the right or
left justification required for data and the pre-defined placement of decimal
points (e.g., a left justified 3 will be read as 300,000,000 in a 9 byte
field; a right justified 4369 for percentage change will be read as 43.69
percent, while a right justified 43 will be read as 0.43 percent).
An example of how a company might prepare diskette files for Form R
reporting is contained in Exhibit 6.
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=Exhibit 6. EXAMPLE FILE AND DATA STRUCTURE FOR DISKETTE REPORTING-===
American Manufacturing is preparing reports for two of its facilities and
submitting reports on diskettes. The facilities are assigned facility numbers
00001 and 00002. There are a total of three reports from the two facilities
combined. American assigns report numbers 00001 and 00002 to the two reports
from the first facility, and report number 00003 to the one report from the
second facility, so that each report will have a unique report number.
After consulting the Toxic Chemical Release Inventory Reporting Form R and
Instructions to assemble the information it needs, American can proceed to
Table 3 to determine how this information should be entered on the diskettes.
The first diskette contains files TRI03 and TRI07, both of which contain
Form R data, and files TRIFE and TRITR. Facility 1 has an SIC code of 3691,
and facility 2 has an SIC code of 4567. Table 3 of this document describes
the data structure of record type 03. The first two columns of this record
contain the record type, the next 5 columns contain the report number, and the
last four contain the facility SIC code. American must prepare three records
for this file, one record for each report it is completing, and store all
three in file TRI03. File TRI03 contains the following formatted data:
03000013691
03000023691
03000034567
To prepare file TRI07 American must determine how many receiving streams
each report names. The first report names two receiving streams, and the
other two reports name one receiving stream each; American must report a cotal
of four receiving streams. After determining the structure of record type 07
from Table 3 of this report, American stores the following information in file
TRI07 [Note: For report number 00001, with two receiving streams named, uhe
first, "tijeros arroyo", is assigned alphabetical stream code "a", and the
second, "rio grande", is assigned stream code "b". The other reports (00002
and 00003), assign stream code "a" to the only stream that they contain.]:
0700001atijeros arroyo
0700001brio grande
0700002ario grande
0700003asanta cruz river
After completing the other records for the reports, American finds a total
of 18 records for report 00001, 21 records for report 00002, and 14 records
for report 00003. [Note: The count of records includes record types 01 to 14
only. It does not include the number of records of types se or tr.] Fil«
TRISE contains the following end of report records:
se0000100018
se0000200021
se0000300014
Record type tr contains the number of submissions in the diskette package,
therefore file TRITR contains the following formatted data:
tr00003
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lable 3
DATA RECORD STRUCTURAL SPECIFICATIONS FOR FORM R DATA
Reference to
Sequence Reporting Form R
Number Page Sect. Title/Topic
Byte
Position
Total
Start End Length Type Format Notes
Record Type 01
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
(Diskette file TRI01)
Record type
1
1,
1.
2
2
2
3
3,
3.
3.
3,
3.
3.
3.
3
3
3
3
3
3
3
3
3
4
4
,1
.2
.3
.1
.1
.1
.1
.1
.1
.1
.1
.2
.3
.3
.4
.4
.6
.6
.11
.11
.1
.2
Report number
Trade secret
Sanitized copy
Reporting year
Certification name
Certification title
Certification date
Facility name (1st part)
Facility name (2nd part)
Facility st. (1st part)
Facility st. (2nd part)
Facility city
Facility county
Facility state
Facility zip
Entire/part facility
Technical contact name
Technical contact phone
Public contact name
Public contact phone
Facility latitude
Facility longitude
1st UIC ident. number
2nd UIC ident . number
Parent company name
Parent company D&B num.
1
3
8
9
11
15
60
105
111
141
171
201
231
256
281
283
292
293
338
348
393
403
410
417
429
441
486
2
7
8
10
14
59
104
110
140
170
200
230
255
280
282
291
292
337
347
392
402
409
416
428
440
485
494
2
5
1
2
4
45
45
6
30
30
30
30
25
25
2
9
1
45
10
45
10
7
7
12
12
45
9
Char
Num
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Enter 01
Sequential number
Enter Na
Enter NAa
Enter reporting year (e.g., 1988)
Left justified
Left justified
Date format MMDDYYb
Left justified0
Left justified0
Left justified0
Left justified0
Left justified
Left justified
Left justified
Left justified, no dashes
Enter A (entire) or B (part)
Left justified
Includes area code
Left justified
Includes area code
Format DDDMlSSe
Format DDDMISS6
Right justified with leading zeros
Right justified with leading zeros
Left justified
Right just., no dashes, leading zeros
a This is the only acceptable value for the field, because no trade secret data may be submitted on
magnetic media.
b e.g., March 17, 1989, would be entered as 031789.
0 Two fields are provided to allow ample room to report this information.
Do not include parentheses or dashes, e.g., (202) 555-1212 would be entered as 2025551212.
e e.g., 91 degrees, 15 minutes, 5 seconds would be entered as "0911505". North latitude and west
longitude are assumed.
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Table 3: DATA RECORD STRUCTUHAL SPECIFICATIONS FOR FORM R DATA (Conf d)
Sequence
Number
Reference to
Reporting Form R
Page
Record Type 02
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
4
4
4
4
4
4
4
4
Sect.
Title/Topic
(Diskette file TRI02)
Record type
1.
1.
1.
1.
2
3.
3.
3.
3.
3.
3.
3.
3.
3.
3.
3.
3.
3.
4
5.
5.
5.
5.
5.
5.
5.
5.
5.
8.
8.
8.
8.
8.
8.
8.
8.
1
2
3
4
1
1
1
1
1
1
2
2
2
2
3
3
3
1
1
1
2
2
2
4
4
4
A
B
B
B
B
C
C
D
Report number
RESERVED
CAS number
Chemical/category name
Generic name
Mixture component name
M:(a) Produce
M:(b) Import
M: (c) On-site use
M:(d) Sale/distrib.
M: (e) Byproduct
M:(f) Impurity
P:(a) Reactant
P:(b) Formulatn. comp.
P:(c) Article comp.
P:(d) Repackaging only
OU: (a) Chem. process
OU: (b) Manufact. aid
OU: (c) Ancillary/Other
Maximum amount on site
F/Air: Range code
F/Air: Release est.
F/Air: Basis of est.
S/Air: Range code
S/Air: Release est.
S/Air: Basis of est.
UI: Range code
UI: Release estimate
UI: Basis of estimate
Waste nun. code
Current yr. chem. qty.
Prior year chem. qty.
Percentage change
Percent change sign
Index
Index sign
Reason for action code
Byte
Position
Start End
1
3
8
9
18
88
158
228
230
232
234
236
238
240
242
244
246
248
250
252
254
256
258
269
271
273
284
286
288
299
301
303
316
329
334
335
337
338
2
7
8
17
87
157
227
229
231
233
235
237
239
241
243
245
247
249
251
253
255
257
268
270
272
283
285
287
298
300
302
315
328
333
334
336
337
339
Total
Length Type
2
5
1
9
70
70
70
2
2
2
2
2
2
2
2
2
Z
2
2
2
2
2
11
2
2
11
2
2
11
2
2
13
13
5
1
2
1
2
Char
Mum
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Format Notes
Enter
02
Sequential number
Leave
Right
Blank
justified with leading zeros3, or NA
Left justify or NA
Not applicable for
non-trade seer at reports
Left justify or NA
Enter
Enter
Enter
Enter
Enter
Enter
Enter
Enter
Enter
Enter
Enter
Enter
Enter
Enter
Enter
Right
Basis
Range
Right
Basis
Range
Right
Basis
Type
Right
Right
Right
Enter
Right
Enter
Y, N, or NA
Y, N, or NA
Y, N, or NA
Y, N, or NA
Y, N, or NA
Y, N, or NA
Y, N, or NA
Y, N, or NA
Y, N, or NA
Y, N, or NA
Y, N, or NA
Y, N, or NA
Y, N, or NA
amount range
code (01 through 11)
range code (A through C) or NA
justify num.
code (M, C,
(no decimal places) or NA
E, or 0) or NA
code (A through C)b or NA
justify num.
code (M, C,
(no decimal places) or NA
E, or 0) or NA
code (A through C)b or NA
justify num.
code (M, C,
(no decimal places) or NA
E, or 0) or NA
of modification code (Ml through M8) or NA
justify num.
justify num.
or NA
or NA
justify percent (no decimal point) or NAC
P (positive)
justify, no
P (positive)
or N (negative)
decimal point (99=9.9), or NA
or N (negative)
Action code (Rl through R5)
a e.g., CAS number 1336-36-3 would be entered as "001336363".
b "A" should be entered for 0 pounds, "B" for 1-499 pounds, or "C" for 500-999 pounds.
c Enter percent without a decimal point (e.g., 23.45 percent would be entered as "02345").
-------
-17-
Table 3: DATA RECORD STRUCTURAL SPECIFICATIONS FOR FORM R DATA (Cont'd)
Reference to
Sequence Reporting Form R
Number
Record
1
2
3
Record
1
2
3
Record
1
2
3
Record
1
2
3
Record
1
2
3
4
Record
1
2
3
4
5
6
7
8
9
10
11
Page
Type 03
1
Type 04
1
Type 05
1
Type 06
1
Type 07
1
1
Type 08
2
2
2
2
2
2
2
2
2
Sect.
Title/Topic
Byte
Position Tot;
Start
End
Len;
(Diskette file TRIOS)
3.5
Record type
Report number
SIC code
1
3
8
2
7
11
2
5
4
(Diskette file TRIO*)
3.7
Record type
Report number
D&B Number
1
3
8
2
7
16
2
5
9
(Diskette file TRIOS)
3.8
Record type
Report number
EPA ID Number
1
3
8
2
7
19
2
5
12
(Diskette file TRI06)
3.9
Record type
Report number
NPDES Permit Number
1
3
8
2
7
16
2
5
9
(Diskette file TRI07)
3.10
3.10
Record type
Report number
Receiving Stream Code
Receiving Stream Name
1
3
8
9
2
7
8
38
2
5
1
30
(Diskette file TRIOS)
1
1
1
1
1
1
1
1
1
Record type
Report number
POTW Code
POTW Name (1st part)
POTW Name (2nd part)
POTW Street (1st part)
POTW Street (2nd part)
POTW City
POTW County
POTW State
POTW Zip
1
3
8
9
39
69
99
129
154
179
181
2
7
8
38
68
98
128
153
178
180
189
2
5
1
30
30
30
30
25
25
2
9
Char Enter 03
Num Sequential number
Char SIC code
Char Enter 04
Num Sequential number
Char Right justify, use leading zeros, no dashes
Char Enter 05
Num Sequential number
Char Right justify, use leading zeros, no dashes
Char Enter 06
Num Sequential number
Char Right justify with leading zeros
Char Enter 07
Num Sequential number
Char Sequential alphabetic character3
Char Left justify
Enter 08
Sequential number
Sequential numeric character3
Char
Num
Char
Char Left justify15
Char Left justify1"
Char Left justify15
Char Left justify15
Char Left justify
Char Left justify
Char Left justify
Char Left justify, no dashes
a Each distinct receiving stream must be assigned a distinct alphabetic code (a, b, c, etc.).
POTWs be assigned distinct numeric codes. The code must also be entered in the corresponding location in
Record Type 10 or 12 so release estimate data can be matched to the receiving location's descriptive
information.
Two fields are provided to allow ample room to report this information.
-------
-18-
Table 3: DATA BECOHD STRUCTURAL SPECIFICATIONS FOR FORM R DATA (Conf d)
Reference to
Sequence Reporting Form R
Number Page Sect. Title/Topic
Byte
Position
Total
Start End Length Type Format Notes
Record
1
2
3
4
5
6
7
8
9
10
11
12
13
Record
1
2
3
4
5
6
7
Type 09 (Diskette file TRI09)
2 2
2 2
2 2
2 2
2 2
2
2 2
2 2
2 2
2 2
2 2
Record type 1
Report number 3
Off Site Code 8
RCRA ID Number 9
Off Site Name (1st part) 21
Off Site Name (2nd part) 51
Off Site St. (1st part) 81
Off Site St. (2nd part) 111
Off Site City 141
Off Site County 166
Off Site State 191
Off Site Zip 193
Off Site Control Ind. 202
Type 10 (Diskette file TRI10)
3/55.3
3/5 5.3
3/5 5.3
3/5 5.3
3/5 5.3
Record type 1
Report number 3
Water: Stream code 8
Water: Range code 9
Water: Release estimate 11
Water: Basis of estimate 22
Water: Stormwater percent 24
1
3
8
9
21
51
81
111
141
166
191
193
202
2
7
8
20
50
80
110
140
165
190
192
201
203
2
5
1
12
30
30
30
30
25
25
2
9
2
Char
Num
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
1
3
8
9
11
22
24
2
7
8
10
21
23
28
2
5
1
2
11
2
5
Char
Num
Char
Char
Char
Char
Char
Enter 09
Sequential number
Sequential numeric character3
Right justify with leading zeros
Left justify13
Left justifyb
Left justifyb
Left justify13
Left justify
Left justify
Left justify
Left justify
Enter Y, N, or NA
Enter 10
Sequential number
Matches Record Type 07, alphabetic character0
Range code (A through C)d or N/.
Right justify num. (no decimal places) or NA
Basis code (M, C, E, or 0) or NA
Char Right justify percent (no decimal point) or NA6
a Off-site transfer points must be assigned distinct numeric codes. The code must also be entered in
the corresponding location in Record Type 13.
b Two fields are provided to allow ample room to report this information.
0 The code entered must be an alphabetical character code that matches the code used in Record Type 07
for the receiving stream. Each receiving stream should have a distinct Record Type 10.
d "A" should be entered for 0 pounds, "B" for 1-499 pounds, or "C" for 500-999 pounds.
e Enter percent without a decimal point (e.g., 23.45 percent would be entered as "02345").
-------
-19-
Table 3: DATA RECORD STRUCTURAL SPECIFICATIONS FOR FORM R DATA (Cont'd)
Reference to
Secruence Reporting Form R
Number
Record
1
2
3
4
5
6
7
8
9
10
11
12
13
14
Record
1
2
3
4
5
6
Record
1
2
3
4
5
6
7
Page
Type 11
3/5
3/5
3/5
3/5
3/5
3/5
3/5
3/5
3/5
3/5
3/5
3/5
Type 12
A/5
A/5
A/5
A/5
Type 13
A/5
A/5
A/5
A/5
A/5
Sect.
Byte
Position
Title/Topic Start
(Diskette file TRI11)
Record type
5.
5.
5.
5.
5.
5.
5.
5.
5.
5.
5.
5.
5
5
5
5
,5
5
.5
5
.5
.5
.5
.5
Report number
On-site landfill: Range
On-site landfill: Release
On-site landfill: Basis
Land treat: Range code
Land treat: Release est.
Land treat: Basis of est
Surf. Imp: Range code
Surf. Imp: Release est.
Surf. Imp: Basis of est.
Other land: Range code
Other land: Release est.
Other land: Basis of est
1
3
8
10
21
23
25
36
38
40
51
53
55
66
End
2
7
9
20
22
24
35
37
39
50
52
54
65
67
Total
Length Type
2
5
2
11
2
2
11
2
2
11
2
2
11
2
Char
Hum
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Format
Enter
Notes
11
Sequential number
Range
Right
Basis
Range
Right
Basis
Range
Right
Basis
Range
Right
Basis
code (A through C)a or NA
justify num. (no decimal places)
code (M, C, E, or 0) or NA
code (A through C)a or NA
justify num. (no decimal places)
code (M, C, E, or 0) or NA
code (A through C)a or NA
justify num. (no decimal places)
code (M, C, E, or 0) or NA
code (A through C)a or NA
justify num. (no decimal places)
code (M, C, E, or 0) or NA
or NA
or NA
or NA
or NA
(Diskette file TRI12)
6.
6.
6
6.
.1
.1
.1
.1
Record type
Report number
POTW Code
POTW Range code
POTW Release estimate
POTW Basis of estimate
1
3
8
9
11
22
2
7
8
10
21
23
2
5
1
2
11
2
Char
Num
Char
Char
Char
Char
Enter
12
Sequential number
Matches Record Type 08, numeric character
Range
Right
Basis
code (A through C)a or NA
justify num. (no decimal places)
code (M, C, E, or O) or NA
or NA
(Diskette file TRJ13)
6
6.
6
6
6.
.2
.2
.2
.2
.2
Record type
Report number
Off site: Code
Off site: Range code
Off site: Release est.
Offsite: Basis of est.
Off site: Treatment type
1
3
8
9
11
22
24
2
7
8
10
21
23
26
2
5
1
2
11
2
3
Char
Num
Char
Char
Char
Char
Char
Enter
13
Sequential number
Matchc
Range
Right
Basis
3s Record Type 09, numeric character
code (A through C)a or NA
justify num. (no decimal places)
code (M, C, E, or O) or NA
or NA
Offsite Treatment code
a "A" should be entered for 0 pounds, "B" for 1-499 pounds, or "C" for 500-999 pounds.
The code entered must match the numeric code used in Record Type 08 for the corresponding POTW or
Record Type 09 for the corresponding off-site transfer point. Record Types 12 and 13 are designed to
contain data on the amounts of toxic chemical transferred to each distinct POTW or off-site location; the
numeric code facilitates cross-referencing with other records containing descriptive information.
-------
-20-
Table 3: DATA RECORD STRUCTURAL SPECIFICATIONS FOR FORM R DATA (Cont'd)
Reference to
Sequence Reporting Form R
Number Page Sect. Title/Topic
Byte
Position
Total
Start End Length Type Format Notes
Record Type 14 (Diskette file TRI14)
1
2
3
4
5
6
7
8
4/5
4/5
4/5
4/5
4/5
4/5
7._a
7._b
7._c
7._d
7._e
7._f
Record type
Report number
WTME: Wastestream
WTME: Treatment
WTME: Influent cone. rng.
WTME: Seq. treatment
WTME: Efficiency est.
WTME: Eased on data
1
3
8
9
12
14
16
21
2
7
8
11
13
15
20
22
2
5
1
3
2
2
5
2
Char
Num
Char
Char
Char
Char
Num
Char
Enter 14
Sequential number
Wastestream code
Treatment code
Range code (A through C)a or NA
Y, N, or NA
Right justify percent (no decimal point) or NA
Y, N, or NA
"A" should be entered for 0 pounds, "B" for 1-499 pounds, or "C" for 500-999 pounds.
Enter percent without a decimal point (e.g., 23.45 percent would be entered as "02345").
-------
-21-
5. LABELING AND PACKAGING REQUIREMENTS
5.1 Labeling Requirements
A label must be attached to each tape reel (not tape band) and diskette
(not jacket) which conforms to the following format:
A. Name of the submitting facility (or for
multiple facility packages the name of
the company which prepared the reports).
B. Date the tape or diskette was created.
C. Floppy diskette format density. Use HD
for high density or DD for double
density. (Applicable only to
diskettes.)
D. Year for which the data are reported.
E. Number of this diskette or tape.
F. Total number of diskettes or tapes in
the package.
G. Name and phone number of a facility
computer contact person.
H. File name or names on the tape or
diskette.
Labels may be typed or legibly handwritten. Any media submitted without a
proper label attached will not be processed and will be returned to the
submitter. Exhibit 7 contains a sample diskette label.
TRIS Report
Date
Report
Contacl
Files
(A)
(B)
Yr. (D)
Density
Num.W
(G)
(C)
Of
-------
-22-
5.2 Packaging and Shipping Requirements
The type of packaging and shipping used for magnetic media are left to the
discretion of the submitting facility. EPA accepts no responsibility for
packages lost or damaged during transit. It is recommended that the package
be marked with the words "Magnetic Media --Do Not X-Ray".
All magnetic media packages must include self-addressed, postage paid
return packaging sufficient to allow EPA to return unreadable media to the
facility.
Send complete magnetic media (properly labeled) along with a cover letter
(containing an original certification.signature from each submitting company)
to:
U.S. Environmental Protection Agency
P.O. Sox 70266
Washington, D.C. 20024-0266
Attn: Toxic Chemical Release Inventory
Magnetic Media Submission
Reports to the appropriate State agency must be made in accordance with
the instructions for completing Form R (see page 1 of this document). A State
contact list is provided in the instructions document. However, a State may
not have the capability to accept magnetic media as specified in this
document. In these cases, you must send copies of Form R to the State.
Alternatively, the State may have established a computer database but have
different specifications for submission of Section 313 data on magnetic media,
in which case you should contact the State representative listed in the
instructions document for details.
US GOVERNMENT PRINTING OFFICE 1989 - 6:7-003 - 1302/84309
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