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TABLE OF CONTENTS
-4
•V
PREFACE 1-1
t
EXECUTIVE SUMMARY ii-1
CHAPTER 1 INTRODUCTION 1-1
1.1 Purpose of the Fatality Identification Data Standard (FIDS) . .. 1-2
1J2 Background of the FIDS 1-3
1.3 Summary of the Standard............—................—.—.—. 1-3
1-4 Applicability of the Standard 1-5
CHAPTER J AGENCY-WIDE FIDS IMPLEMENTATION PLAN 2-1
2.1 Steps and Schedule to Implement the FIDS 2-1
22 OIRM Resources for FIDS Implementation Activities... 2-7
2.3 Waivers from the FIDS , 2-9
CHAPTER 3 RESPONSIBILITIES FOR FIDS IMPLEMENTATION 3-1
3.1 The Facility Identification Advisory Task Force (FIAT) 3-1
3.2 EPA Headquarters Responsibilities under the FIDS 3*2
3.3 Regional Responsibilities under the FIDS 3-11
3.4 Responsibilities of States under the FIDS 3-13
CHAPTER 4 INDIVIDUAL PROGRAM FIDS IMPLEMENTATION PLANS 4-1
4.1 Number and Types of Facilities 4-1
4.2 New Sources in FINDS 4-3
4.3 Status of Key Data Elements 4-3
4.4 Changing Documentation .....4-6
4.5 Synchronized Updates with FINDS... 4-7
4.6 Roles and Responsibilities 4-8
4.7 Implementation Schedule 4-8
4.8 Quality Assurance Processes 4«8
4.9 Resource Availability and Constraints 4-9
APPENDIX A- Facility Identification Data Standard ." A-l
APPENDIX B- Recommendations for Assignment of Facility ID Codes by
Major Environmental Program B-l
APPENDIX C-
APPENDIX D-
EPA Forms Relevant to the FIDS C -1
FINDS Data Element Dictionary -D-l
C\J
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HEADQUARTERS LIBRARY
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LIST OF EXHIBITS
Exhibit 1-1
Exhibit 1-2
Exhibit 2-1
Exhibit M
Exhibit 3-2
Exhibit 3-3
Exhibit 3-4
Exhibit 3-5
Exhibit 4-1
Exhibit 4-2
Exhibit C-l
Exhibit C-2
Facility ID Code Assignment Process Flow
' •*- ^"*
Facility Concept ^
Guidelines ft*EPAFtcBitylD Cod* Assignment '^
Agency-Wide FIDS Implementation Schedule
OAWWmMRespoMJbiliiiesunderlheEPAFacaity ^
Identification Data Standard —.—••—••—•••—• •••••••
of Non-Media Program Offices 3.7
V Identification Data Standard
EPAHeadq^BMetolJ^mOffices ^
EPA Facility Identification Data Standard
Resnonsibilities of EPA Regional Office Staff 3.12
SK?EPA Facility Idemificauon Da« Standard ;-J
Responsibilities of Slates under the EPA Facility 3.u
Identification Data Standard
Individual Program Implementation Plan Summary
Status of Presence of Facility ID Codes in 4.5
EPA Program Systems
Review of the 637 Forms in the EPA Forms Catalog 'C'2
List of Forms by Program that Possibly Need - c.3
to Be Modified for FIDS Compliance
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PREFACE
This January 30,1992, draft Of the F.effitv Identification Data Standard Imptemmnitiftn WMI refects the
comments and suggestions received from internal OIRM review of a prior version. Thanks to all Agency offices for
reviewing and concurring on the Facility Identification Data Standard, which will enable consistent application of
the Facility ID and realize significant benefits.
Support for development of this draft was provided by Booz*AUen & Hamilton Inc. under EPA contract
•68-W9-Q037, Delivery Order *094.
Comments on this draft should be transmitted to OIRM to be considered for inclusion in the next version.
.Any comments or questions on this draft should be directed to:
Jeff Sabol, Program Manager for Data Administration
Information Management Branch (PM-21 ID)
Information Management and Services Division
Office of Information Resources Management
U.S. Environmental Protection Agency
401 M Street. S.W.
Washington, D.C. 20460
Phone:
Fax:
EPA Email.
(202/FTS) 260-8974
(202/FTS) 260-3923
SaboU
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Executive Summary
f
The Facility Identification Data Standard (FIDS) became effective on April 9,1990. after formal Agency-
wide review, when it became EPA Order f 2180.3. The objective of the FIDS is to unify facility data maintained by
different EPA programs. The FIDS institutes the assignment of a unique identifier to facilities regulated under
Federal environmental laws. In addition, this "EPA facility identification code* is to be pan of every data collection.
whether manual or automated, containing information on that facility. The FIDS wffl improve the compatibility of
all Agency facility data by providing a fundamental piece of linkable" information, (he EPA facility ID code, to all
facility-oriented data, allowing integration across systems and data from different sources. Assignment of EPA
facility ID codes will be done using the Facility INDex System (FINDS), an EPA data base containing an inventory
of facilities to which ID codes have been assigned.
This Facility Identification Data Standard Implementation Plan provides guidance for
implementing the FIDS. This plan details the schedule of steps that must be performed across the Agency, roles and
responsibilities of the various participants of the FIDS, and the components of individual program implementation
plans. The FIDS is expected to require five years to implement completely throughout EPA, its regulatory partners,
and the regulated community.
There are six basic steps to Agency-wide FIDS implementation:
• Reconcile Priority I systems
• Establish the Facility Identification Advisory Task Force (FIAT)
• Develop program-specific FIDS implementation plans
• Revise data systems
• Revise data collection and correspondence instruments
• Commence on-going procedures and syrichroniied systems/FDsDS updates.
The First step in implementing the FIDS, initial reconciliation between FINDS and Priority I program
systems, has been completed. Priority 1 data systems include ROWS (OSW). CERCLJS (OSWER). Enforcement
Docket System (OE). TR1S (OTS). AIRS (OAQPS), FFIS (OFA). PCS (OW/OWEP). This step has been
performed 10 ensure thai a facility ID code has been assigned to. and a FINDS record has been created for.all facffiiies
currently in national program systems. In addition, initial reconciliation transfers the necessary data from the
program systems to FINDS through synchronized updates of FINDS with program systems as (hey change.
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The next step will be the establishment of the Facility Identification Advisory Task Force (FIAT) to
monitor all activities related to the FIDS and facilitate changes to the implementation plan as necessary. FIAT
establishment, including detenninatioo of its membership, charier, and procedures should be completed by December
1991.
The third step to implement the FIDS is to develop program-specific implementation plans which identify
those entities of environmental concern within each program that are within the scope of the FIDS, and to map out
the process for synchronizing of program system updates (either manual or automated) with FINDS.
Implementation plans should address the following nine key components: Dumber and type of facilities, new data
aouree identification in FINDS, status of key data elements needed for the FIDS in each program data collection,
changes of programmatic forms (optional) or other data collection/documentation tools, automated updates, roles and
responsibilities, implementation schedule, quality assurance, and resource availability and constraints. The proposed
target date for completion of all program FIDS implementation plans is December 1992.
Data system revision is the next step in Agency-wide FIDS implementation. This will involve modifying
program systems to house the EPA facility identification code and developing a process to ensure correspondence
between facility identification data in program systems and FINDS. Modification of Priority I program systems
should be completed by June 1992. Non-Priority 1 systems should be modified by December 1994. This step also
involves developing lat/long data for facility records in FINDS by June 1992.
Revision of data collection and correspondence instruments (forms, correspondence, and other paper
documentation) used by programs should be conducted simultaneously with the program system redesign. This will
ensure that the facility ID code is a routine pan of all facility related data collection and that there is a process in
place enabling consistency between program paper records, data systems, and FINDS. Any modification of
documents for Priority I program systems should be completed by June 1992. Modification for all other applicable
documents should be completed by December 1994.
Responsibility to implement the FIDS is shared by both media and non-media program staff at a variety of
governmental levels including EPA Headquarters, EPA legions, states, local governments, and the regulated
community. Full implementation of the FIDS wiD be monitored by the FIAT. In particular, the FIAT will develop
approaches to overcoming any impediments, review waiver requests, and present recommendations to the IRM
Steering Committee.
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«M users of FINDS by entering toa and assigning ID codes.
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Chapter 1
INTRODUCTION
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Chapter 1
INTRODUCTION
The U.S. Environmental Protection Agency (EPA) is actively developing and implementing data
standards tnd policies1 to improve Agency-wide data consistency and sharing potential. IPA's actions
clearly underscore its commitment to improve its data sharing capabilities, leverage its investment in data
and enhance the compatibility of environmental data. EPA has established or initialed work on Agency-
wide data standards or policies for.
• The use of Chemical Abstract Service (CAS) numbers to define chemical substances
• The format for electronic transmission of laboratory measurement data
• The minimum set of data elements to be collected when taking ground water samples
• The location of latitude/longitude coordinates associated with every entity of
environmental concern
• The approach for electronic reporting by regulated entities
• The use of a consistent coding scheme identifying all facilities regulated under Federal
environmental laws.
This document refers to die Facility Identification Data Standard (FIDS), presented in its entirety in
Appendix A. The FIDS is a data management standard that will improve the compatibility of all Agency
facility data by providing a fundamental piece of "linkable" information, the EPA facility ID code, for all
facility-oriented data collections.
This document presents the FIDS implementation plan to be followed by EPA and its partners in
environmental protection, as required in Section 7(a)(2) of the Facility Identification Data Standard. The
remainder of this chapter discusses the purpose, background, objectives, and applicability of the FIDS.
within CHRM.
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1.1 PURPOSE OF THE FACILITY
IDENTIFICATION DATA STANDARD
__ 4
The FIDS was developed 10 provide the Agency with a unique identifier thai all programs will
apply to individual facilities. .Hie impetus for development of the FIDS was thai the various media
programs often labelled the same regulated entity differently, with each program using its own coding
acberoe. This situation resulted in nsers of different Agency computer systems having difficulty determining
whether data retrieved from two different systems were actually data about the same facility. This
phenomenon, an inability to link corresponding facility data across programs, impeded EPA from achieving
optimum effectiveness in regulating facilities using all available information resources. With the
implementation of the FIDS, an Agency-wide coding scheme was established that will be the same for
Agency facility data across all programs.
This new coding scheme utilizes the EPA facility Identification code, and is to be used by
all programs for facility identification. The EPA facility identification code (which may be referred to as the
'Facility ID code**) is 10 be assigned to every facility regulated under Federal environmental protection
laws3. In addition, the facility identification code assigned to a facility is to be pan of every data collection,
whether manual or automated, containing information on that facility. Programs may continue to use their
own identification coding schemes internally, but, in addition, they must maintain the EPA facility
identification code.
Full adoption of the FIDS by all EPA programs and their state and industry partners in
environmental protection will enhance current capabilities to identify and share existing facility dam,
improve the quality and consistency of all facility data, and ultimately reduce some of the need to collect
new data. For example, ongoing Agency initiatives that will benefit from the FIDS include enforcement.
pollution prevention initiatives, risk-based decision making/comparative risk analysts, vulnerability
assessments, and "hot-spot" identification. All of these efforts are multi-media in nature and benefit from
improved capabilities to gather together all relevant data about a facility.
2 - This code it no knf e* referred to «ihe *EPA ID code* 10 avoid eonfurion wiih previous coding schemes
3 _ ID *„ eaablisk a data gundordfor mime facility identification codes to he maintained in all EPA data
eoUectwiu containing information anfaciliiiet regulated ty EfA wider authority cf Federal environmental
Initiation;- EPA Order 21103.40/90, See. 1. p. 1
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1.2 BACKGROUND OF THE FIDS
In 1988, a detailed feasibility analysis of adopting a "facility-level data standard" was performed4.
Many different options were considered, including:
• Basing an identification code on the location of a facility (by embedding latitude/longitude
coordinates in the code) which might define where a facility is located
• Basing an identification code on the Standard Industrial Classification (SIC) code which
could define the type of facility
• Appending to the code called "the EPA ID code* another code describing a portion of the
facility
* Basing an identification code on the Dun & Bradstreei (D & B) number to define who
owns the facility.
The options were analyzed to identify which one would be most beneficial to all environmental
programs. None of the options examined thai involved embedding or appending a meaning into the
existing ID code would have been beneficial to all environmental programs. In short, there was no one
tingle type of information thai was used by all the programs or was applicable to all types of facilities, so
a single coding scheme which was somewhat descriptive of each facility could not be applied uniformly
throughout the Agency. Therefore, an identification code that would be unique to each facility, but have no
embedded meaning, was recommended. This conclusion formed the foundation of the FIDS, which was
presented for Agency-wide review in December of 1989. All components of the Agency, including all
regions and all programs concurred with the recommendations. Thus, the Facility Identification Daia
Standard was made final in April 1990."
1.3 SUMMARY OF THE STANDARD
The Facility Identification Data Standard establishes that each facility regulated under Federal
environmental laws will have a unique facility identification code (referred to as the 'EPA facility
identification code" the "facility ID code" or the 'EPA facility ID") which will serve as the primary EPA
facility identifier and thus be the same for that facility across all Agency information collections. The EPA
facility ID code is to be composed of 12 characters. The first two are the FPS alphabetic code for the state
in which the facility is located, and the last 10 are digits that have no embedded meaning beyond serving as
a unique identifier for that facility.
4 -
EPA F«ri«tv Iffl* "•" Sundtrf-- ORMAMSD. 1988
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1.3.1 FINDS
4
Section 6 of the FIDS establishes the process of assigning EPA facility ID codes through
• central facility data base maintained by the Office of Information Resources Management
(OIRM). Exhibit 1-1 illustrates this process. (HUM'S central facility data base is the Facility
JMDcx System (FINDS), which, is a computerized data base containing an inventory of facilities
regulated under Federal environmental laws. Each record in the FINDS data base represents a
unique facility, distinguished bom other unique facilities by its EPA facility ID code. For each
facility record, FINDS contains basic identification information (name, address, etc.) and a reference
10 sources of more detailed program data about that facility. Two documents that detail FINDS
guidelines are available: the FINDS User's Manual and the Procedures for Indiana Sute
Participation. These documents provide guidelines for some frequently encountered problems, such
as resolution of program data discrepancies, usage of naming conventions, and application of
common abbreviations.
1.3.2 EPA FACILITY IDs IN PROGRAM DATA BASES
A crucial factor in achieving EPA's goal of improved data sharing is the presence of a
common denominator, a facility identification code, in every Agency data base containing facility
data. EPA facility identification codes art required for me in every facility-
oriented EPA data collection, both manual and automated. EPA facility IDs do not
preclude any other identification codes used by the programs. Instead, they are fo addition to the
program identification codes (i.e., the program system must maintain both). Thus, there will be
complete correspondence between program facility data and EPA's inventory of facility data sources
maintained in FINDS.
1.4 APPLICABILITY OF THE STANDARD
The FIDS is applicable only to certain entities of environmental concern. These entities are
facilities that are regulated under Federal environmental laws. EPA facility ID codes, however, can be
assigned to non-regulated or exempt facilities u the discretion of the program (such as those regulated under
state, but not Federal, environmental laws)5 to assure historical continuity in data about those facilities
5- "-JAe] principles of the Standard can be extended to cover
Discretion.*
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should they ever become regulated under Federal environmental law. More detailed guidance on the
o^uudon of a "facility" is given in the «ections below. ,
1.4.1 FACILITIES TO WHICH EPA FACILITY ID
CODES MUST BE ASSIGNED
The word 'facility' represents a wide range of entities as defined by each of the
environmental media programs within EPA, Inconsistency in the definition of a "facility* among
the environmental programs poses a challenge in ensuring the uniform assignment of facility
identification codes. It is difficult to have • tingle, all-encompassing facility definition that
satisfies the specifications of all the programs. Therefore, the FIDS defines a facility as '...a
Vocational entity, deliberately established as a the far designated activities, but not primarily for
habitation (even though on-rite habitation may be necessary to (he execution of the primary
activities). Examples include a factory, a military base, a college, a hospital, a national park, en
office building, or a prison." 6 This definition, while seemingly general, allows program managers
(who help determine whether an entity should have an EPA facility ID code) to apply c
"common-sense" approach to uniquely defining a facility. This approach is taken
because, among the various environmental laws, a facility:
• Might be a discrete location (e.g., with well-defined properly boundaries) ai
which there is environmental regulatory activity (e.g.. a permit has been issued
to this location, or monitoring at this location is required)
• Might be separate areas linked by a common environmental concern
(e.g., a spill spanning several properties), and might represent a "site" rather than
a single plant
• Might have several geographically separate portions which are linked by
common ownership (e.g., a Federal facility with non-contiguous sections).
Exhibit 1-2 illustrates these three ways that an entity could be conceptualized as a
'facility.' Program managers, in developing and implementing their FIDS implementation plans
(Chapter 4). will ultimately identify which of their regulated entities are within the scope of the
FIDS. They night apply the following conditions when deciding whether an entity of
environmental concern is a facility*:
• Is the entity the most all-encompassing level, defined by commonality of
ownership or similar environmental circumstances?
* - Appendix A. EPA OtOa 2180J. 49/90. p. S, Section Ks)
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Ediibit 1-2
Facility Concept
ENVIRON-
MENTAL
CONCERN
OWNERSHIP
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• Do activities occur that are regulated tinder Federal environmental law?
• Do or Could those activities came envimnm«ttiuJ concern at thai location?
If an entity meets all of these considerations, whether it is regulated by EPA or a
delegated slate, it is within the scope of the FIDS. One rale is always true: every facility will be
assigned only one EPA facility identification code, although a single facility may be regulated by
many programs and thus have many program IDs.
Exhibit 1-3 summarizes the guidelines for assigning EPA facility identification codes to
entities of environmental concern. Appendix B presents suggestions for what could be considered 2 I
"facility" within each national environmental program. The sections below offer more detailed
guidelines for determining whether an entity of environmental concern is indeed a "facility."
1.4.1.1
REGULATED FACILITIES
The ultimate source identifying which "entities" are considered "facilities" is
found within the statutes of Federal environmental laws. If a facility comes under the
jurisdiction of any Federal environmental law administered by EPA, regardless of whether
that law is actually implemented by EPA. a delegated state, or a local agency, then ii
must be included in FINDS and issued an EPA facility ID code. The responsibility for
implementing the many environmental programs varies, with EPA managing some
programs (Superfund, TSCA'. FIFRA&) and states managing others (RCRA9,
NPDES'O, CAA", SDWA*2). This fact has implications in delegating responsibilities
for assigning EPA facility ID codes. Chapter 3 discusses responsibilities among the
various participants of facility ID code assignment in detail.
1.4.1.2 NON-REGULATED FACILITIES
In certain cutrs it may be appropriate to assign EPA facility ID codes to entities
that are not regulated. Such cases might include:
' - Toxic Substance* Control Act (TSCA)
* - Fed
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• Facilities thai have been exempted from environmental regulation (but
mjghi otherwise be regulated if not for the exemption, for example, if
they wee "grandfathered out* when a law was enaaed13)
• Plenties regulated wider sate environmental laws that are not regulated
by any FederaJ environmental laws
• Facilities that are meted because of possible environmental effects, ton
•re not yet regulated per te.
This last ase Bhows die value of the "common tense approach" to assignment
of facility ID codes. A facility which is currently tracked but not regulated, or which is
regulated under state, but not Federal, law is not required to have an EPA facility ID code
under the FIDS. Tracking information on that facility by assigning an EPA facility ID
code to it before it actually attains "facility status* will ensure continuity in information
tracking about (he facility should its status change. Therefore, alignment of EPA
facility ID cedes to non-regulated facilities tt encouraged (but not
required).
1.4.1.3 COMPLEX FACILITIES
The FIDS requires that the facility ID code be assigned to the most "all-
encompassing" interpretation of a facility'4, meaning that what could be considered
subponions of a facility (such as individual point sources, non-contiguous portions, or
operable units) are not facilities themselves, but are "pans of the whole" which must bs
linked by the same EPA facility ID code. In other words. EPA facility ID codes are to be
assigned to all environmentally-regulated facilities, and all subponions of a facility such
as its outfalls and waste disposal areas are to have the same EPA facility ID code as the
most all-encompassing level of what can be considered the facility15. This is particularly
relevant to:
Facilities regulated under several lavs ~ Many facilities are
regulated under several environmental laws because they have
sabportions that meet the criteria for "regulated entity' under all those
taws, such under both EPCRA1* and NPDES.
most
& — For ample, there hive been "•mnimm of tius rinution in die retuthoriuiion of die Clean Air Aci
14 - "Intome cases, a facility with complex, multiple fnactitna may have several ptanu or establishments
operoiinj within to property boundaries. For these fadliues. ID cotes »iU generally oe asstfied to tkt
comprehensive "level- FIDS. 4000. Sec. Lb, p. 6.
"- Sub-portions have to be linked to the aD-encomparinf facility level in the data bate n that FINDS can
feeofttize Ac facility-level data within the rytifm
1« » Emergency PUnninj md Community Rijhl-io-Kiiow Act (EFCRA)
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• Facilities with non-contiguous portions •• Many facilities are
composed of aevenl portions that ait separated by other things (such as
nads or another property) that are not pan of the facility. Each of the
non-contiguous portions of the facility will carry the same EPA facility
ID code, indicating that • relationship exists between these different
locations.
• Off-titt portions - Occasionally, adverse environmental impacts
not within property boundaries of a facility can be directly attributable
to activities of the facility. Certain of these off-facility sites may have
cleanup activities. Or, a facility might be required to have off-site
monitoring stations. Although these off-site locations may get their
own program-specific ID codes, they all should carry the same EPA
facility ID code as the facility with which they are associated.17. This
is particularly true for RCRA ground water monitoring wells which are
stored individually, not by facility, in STORET.
I/, in a particular case, thert it ambiguity about the level to
which the facility ID codt should bt assigned (i.e., which level is the
"most comprehensive"), the decision should be based upon the
environmental circumstances of the cite.18 For example:
* If all the facilities within an Industrial park are linked by
a common environmental concern, such as one that results in
designating the whole park as a single Superfund site, or there is
common ownership and one Form R submitted under EPCRA (Title
III) is appropriate, then the tile is assigned a tingle EPA
facility ID code
• If the entities are unique and independent from others with
which they happen to be in close proximity (or share a location) anil
have no common linkage other than location, they could be
considered separate facilities and could thus each be
assigned separate EPA facility ID codes.
Facility situations are so unique and varied that it is impossible to cover all
. possible scenarios or to develop a generalized rule satisfactory for all situations. If ir
therefore crucial to have professional staff involved In EPA facility ID
code assignment and a mechanism In place to resolve discrepancies.
Particularly troubling definitional cases should be brought before the Facility
Identification Advisory Task Force (FIAT) for resolution. A brief description of the FIAT
is given in Chapters 2 and 3.
17 - Off-aite portions have to be linked to (he all-encwnjwMini tacfflry level to the dit* base so thtt FINDS ca
recognize the facility-level daia within the lytten.
18 - "fa tome easts, a facility with complex, multiple fimcfums may have several plant* or aaabl'ohmeni*
operating within 'at property boundaries. For these faolitia. ID codes will generally be atsifned to ike most
comprehensive level.' However, a temple* facility with multiple establishments or cperaiont may receive
several IDs ? more than one code it appropriate.- EPA Orfer 21S03,4/9/90, Sec. K*\ P 6
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1.4.2 FACILITIES THAT ALREADY HAVE "EPA ID
CODESMTIOM FINPS
FINDS was already operational at the time that the FIDS was established (April, 1990).
Staff from the hazardous waste programs, both RCRA and Superfund, teljed heavily upon FINDS
ID assign facility identification codes for creating records in their own program data bases and
Hacking other sources of data for their facilities. Therefore, identification codes had already been
assigned through FINDS to many facilities, particularly hazardous waste facilities, by April of
1990. UK FINDS identification codes were 12 digits long and had either a DUNS19 number or a
GSA20 code embedded in them. Some of the programs needing these codes, in particular RCRA
and Office of Federal Activities, used the codes embedded in the FINDS identification codes to son
through and select facility records, or relate those facilities to other data bases (such as Dun &
Biadstreet}.
These FINDS ID codes are "grandfathered" in the FIDS and do not need to be replaced
with the new EPA facility identification codes. Facilities to which "EPA ID cedes" had
beta assigned prior to adoption of the FIDS do act have to have them replaced
with new EPA facility Identification codes (the data element name, however,
should be changed to "EPA Facility Identification Code"). However, the minimum
set of data elements required for FINDS still needs to be provided for synchronized updates in order
to keep FINDS current. The appendix to the FIDS clearly states mat "...These codes do not have
to be replaced, if., new standardaedlD coda for these facilities need not be assigned. ": !
By "grandfathering in" the IDs assigned prior to adoption of the FIDS, as we!) as by
assigning new IDs to new facilities according to the standard, the population of identification codes
assigned by FINDS will eventually become a mixture of old and new codes. Because of this
heterogeneity, program systems will no longer be able to rely upon embedded meaning in these
codes. This may mean developing an independence to any meaning embedded in the ID codes (such
as software that assumes that pan of the ID code is a DUNS number). This aspect should be
considered in the program implementation plans (Chapter 4).
- Don ft Brtdstreei DUNS Univeni] Namberinf System
0- Ccneril Services Adraraimtian (GSA)
> - Appendix IP EPA Older 21103,4/9/90. Sac. 4A. pp. A-4 a> A-3
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-.• I-..}
1.4.3 ENTITIES THAT ARE NOJ FACILITIES
There are many entities of environmental concern that are not 'facilities." These entities
ve not locationally based and/or permanent. Such entities include:
• Placet that CAR be locatlonally Identified by their
latitude/longitude coordinates and about which data art collected.
tuch as ambient monitoring nations, fiver reaches, protected habitats, or
ecoregions, which ait tracked or monitored for their environmental significance
but ve mot (nor tnt vill be) regulated
• Businesses that fte regulated but cannot be Identified by their
"environmental" location becoute they are mobile, such as
transporters of wastes or water haulers
• Temporary entities, auch as highway spills that ve quickly cleaned up. or
portable operators, that operate at a particular location (with a permit) for a shon
period of time and then move to another location to operate (e.g., barges, mobile
air pollution sources)
• Corporate locations thai may be identifiable by their Dun & Bradstreet
numbers, but at which no activity which could cause pollution at
that location occurs, such as corporate headquarters offices or broker
locations (these companies may be permit holders for regulated activities ai other
aiies, and those sites would be "facilities")
Places for which permits to build have been applied, but which have not
yet been constructed.
There are, and will be, entities that do not Hi existing definitions or guidelines. For
example, uncontrolled hazardous waste sites are almost all unique in their spatial, ecological and
corporate circumstances. Therefore, careful control and experienced judgement must be used in
determining whether an entity is a "facility" that requires assignment of an EPA facility ID code.
The FIAT, as introduced in Chapter 2, will act as the oversight organization for FIDS
implementation and will be responsible for determining whether an entity type is within the scope
of the FIDS. Additional responsibilities of the FIAT will be discussed in Chapter 3.
FIDSIP 2/KW2 *"13
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Chapter 2
AGENCY-WIDE FIDS IMPLEMENTATION PLAN
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Chapter 2
AGENCY-WIDE FIDS
IMPLEMENTATION PLAN
Implementation of the FIDS is in Agency-wide undertaking and wffl require careful coordination
among all participants. For implementation to be completed within a suitable time frame, there is a
schedule of steps that must be performed across the Agency. Progress in meeting this exact schedule may
be affected by the timing of events within each individual program, the cooperation of FIDS panicipams,
and resource availability.
There are six basic sups to Agency-wide FIDS implementation:
Initial reconciliation of Priority I systems
Establishment of the Facility Identification Advisory Task Force
Development of program-specific FIDS implementation plans
Revision of data systems
Revision of data collection and correspondence instruments
Revision of on-going procedures and commencement of synchronized updates.
The first section of this chapter details these basic steps. There are other critical components to
the Agency-wide FIDS implementation plan including the identification of resources needed to implement
the FIDS and establishment of a process for waivers. These topics are discussed in the second and third
sections of this chapter.
2.1 STEPS AND SCHEDULE TO IMPLEMENT
THE FIDS
Exhibit 2-1 displays the schedule for each step in implementing the FIDS. Full implementation of
the FIDS is expected to require five yean and will be conducted throughout the Agency, its regulatory
partners, and the regulated community. The steps in the FIDS implementation plan and the dependencies
between them arc discussed m the sections below.
FIDSIP 2/1202
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RDSIP 2/1202
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2.1.1 COMPLETION OF INITIAL RECONCILIATIONS
t
The first step in implementing the FIDS has been to conduct initial data reconciliations
between FINDS and Priority I data systems. Priority I data systems include RCRIS (OSW);
CERCUS (OSWER); Enforcement Docket System (OECM); TR1 (OTS); AIRS (OAQPS); FF1S
(OFA); PCS (OWAOWEP). These reconciliations have been performed to:
• Ensure that there is • FINDS facility record for every facility in the Priority 1
data bases
• Ensure that EPA facility ID codes are assigned to each facility currently in the
program systems
• Transfer the necessary data from the program systems to FINDS to perform
synchronized updates when (he development of synchronized update software is
complete.
Initial reconciliations between FINDS and Priority I program systems
hove been completed** through a combination of automated and manual processes.
Continual synchronized updates with the Priority I systems are ideally targeted to begin in June
1992.
2.1.2 ESTABLISHMENT OF THE FACILITY
IDENTIFICATION ADVISORY TASK FORCE
(FIAT)
The Facility Identification Advisory Task Force (FIAT) will be the organization
overseeing FIDS implementation. It will resolve questions relating to the definition of a
"facility." The FIAT also will monitor all activities related to the FIDS and facilitate changes to
the implementation plan as necessary. There are several steps to establishing the FIAT:
• Appointment of FIAT members
• Development of the FIAT charter
• Establishment of procedures for the FIAT to follow.
The Assistant Administrator for lite Office of 'Administration and
Resources Management (OAKM) will tolielt representatives from non*OARM
organizations, $ueh ts EPA regional offices and nates. The Chair of the 1RM
Steering Committee will appoint the FIAT members from within OIRM. The
22- "Re-updttes* ire being performed periodically until (he tynchroniud npdue pi
FIDSIP 2/12/92 2-3
; it futtliied.
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FIAT will be etairrd by ihe Piogram M.ager for Data Aoministnuion. Alt memben */ rt.
FIAT will be Uentifltd by the end of Jforember iff].
The FIAT
activity.
inisaonindeatL filiation of the FIAT charter is in.ponantforAgency.wide establishment of
its role .nd authority. TkchinerfarlheFUT is tobcmified by Ae middle of December 1991.
Concurrently, die FIAT MB develop procedural guidelines for its activities. These
guidelines will:
JJBXUCIpBXIlS
°f eommuni««i°n
FIAT members and FIDS
clrcumstances
for.each1RAT -tivity (which will include program-
ific FIDS impleroenuiuon plan review, waiver request reviews svstem
FIAT tttobliihmtnt, Including termination »/ i« mtmbership,
thantr end procures, thovld bt complete* by the end of December 1991. At
that point, media program managers will have a forum for submitting their program
implementation plans, the next key step in FIDS implementation,
2.1.3 COMPLETION OF PROGRAM
IMPLEMENTATION PLANS
FIDS
The FIDS requires that FIDS Program Implementation Plans be developed by program
managers^ across the Agency. TJwse plans are lo identify entities of environmental concern
within each program thai «re within the acope of the FIDS (and must be assigned EPA facility ID
wdes). Tbe plans also should -map oof the process for program system synchronization with
FINDS by either manual or automated techniques. Chapter 4 of (his document describes the
essential components of program implementation plans.
B > EPA Order 21*0.3.40/90. S«. 7
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Any one program may have levenl data collections containing facility data. Each FIDS
implementation plan, white being specific to one program, may address several data collections
(manual and automated). Priorities may have to be established to systems within a program for
reasons of practicality or resource constraints.
The larger fate for completion of all program FIDS Implementation
flam is the end of December 1991. This date allows enough time to accommodate the
FIDS in the budget planning process of every program. The exception is FIDS
implementation plant for programs with thote tystems to be synchronized firtt
(Lt.t Priority I tystems) which thouU be completed by April 1992.
States volunteering to participate in the FIDS may be given data entry privileges to
FINDS on a case-by-case basis, in order to have data entry access to FINDS, state procedures
(similar to program implementation plans) should be developed by the states in cooperation with
FINDS management.
2.1.4 REVISION OF INDIVIDUAL DATA SYSTEMS
The next step in Agency-wide implementation of the FIDS is to ensure that all applicable
computerized data systems meet FIDS requirements. Program systems will be modified to house
the EPA facility identification code and a process will be established to ensure correspondence
between the facility data in program systems and the data in FINDS. This step involves
developing a way of distinguishing/aciliries in the data base from other entities outside the scope
of FIDS.
Each of the steps to modify program systems in support of the FIDS must be identified
in the individual program implementation plans (Chapter 4). Completion of Priority I
program systems modifications ere targeted for June 1992. Modification of all
other facility-related tystems addressed In program FIDS implementation plans
that are not Priority I must be completed by December 1994.
Another facet of this system revision step is to make lat/long data available for facilities
in FINDS whenever possible. OUtM is undertaking an address matching Cadd-mat") project which
should produce geographic coordinates O»v1ongs") for all FINDS facilities. This serves to
minimize duplicate tocational data collection efforts for the programs. The anticipated completion
date for this ladd-mat" effort k lone 1992.
F1DSIP 2/12/92
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2.1.5 REVISION OF DATA COLLECTION AND
CORRESPONDENCE INSTRUMENTS
Tie FIDS is applicable to manual information as well as computerized data systems24.
It applies 10 selected forms, correspondence, and other •fcaper" documentation. Revision of these
instruments should be conducted in concert with system redesign. Instrument modification ensures
that uniform facility identification is a routine step in all facility-related data collection, and that
fte process is in place to ensure consistency between program paper records, program data systems.
and FINDS.
Section 4.4 and Appendix C of this document identify forms and other instruments (such
as surveys or contracts) for which modification might be necessary to include the EPA facility ID
code. Modification of data collection instruments and correspondence may involve several steps.
such as notification in the Federal Register, obtaining OMB approval, and pre-printing forms and
surveys that are sent out by EPA. One or more of these activities may be necessary depending on
the program.
Documentation instrument modification may begin upon completion of the program
implementation plans. Changes to data Input forms for Priority I systems should
be completed by June 1992. Modification for ell ether applicable
documentation instruments should be completed by December 1994, coinciding
with completion «/ program system modifications.
2.1.6 ON-GOING PROCEDURES AND COMMENCE-
MENT OF SYNCHRONIZED UPDATING
By the beginning of 1995:
Program implementation plans shall have been completed and will include
procedures to ensure that the information necessary to assign facility ID codes is
available and transmitted to HNDS
ftogram forms, correspondence, and other documentation instruments should be
modiSed to include the EPA facility ID code
24- -_«rt«niied or mntial data «Dectico*_- (EPA Onto WIOJ 4/8/90, Sec. 2, Para. 1),
IEPA faciliiy ID code*] sap j^rf,^ &„»_-
-------
Program lystems for both Piiority-1 and other EPA data bases wBl have teen
Bxxlified to:
House the EPA fccflity ID code
Synchronize iBtomiiically with FINDS
Upon completion of these Heps, the EPA facility ID coding scheme will become an on-
going process to be followed by EPA, its regulated community, state partner*, and agents
(grantees, etc.)- FINDS management wfll maintain its data base, by assigning EPA facility ID
codes and performing automated synchronized updates.
>
2.2 OIRM RESOURCES FOR FIDS
IMPLEMENTATION ACTIVITIES
In order to complete the steps to implement the FIDS, OIRM can provide support in the following
areas:
• Guidance in developing individual program implementation plans (see Chapter 4)
• State encouragement through SEDM grants or other mechanisms
• Development of synchronized update software
Participation in the FIAT
Redesign and maintenance of FINDS, including development of data quality feedback
procedure development and address matching to provide lat/longs to applicable facility
lecords
• Technical consulting.
Each of these resources is described briefly below.
2.2.1 GUIDANCE IN PROGRAM FIDS PLAN
DEVELOPMENT
Chapter 4 of this document presents guidelines for the components of a program FIDS
implementation plan. Further assistance may be available from the FIAT upon request.
FIDSIP 2A2/92 2"7
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2.2.2 STATE EPA DATA MANAGEMENT PROGRAM
GRANTS
<
Although cutes are not required to participate directly in FINDS, they must adhere to the
FIDS for facilities that they regulate under federal environmental laws. FINDS synchronized
qxlates will ensure for noes that their facilities, regulated under federal environmental law and in
national data bases, art assigned EPA facility ID codes. EPA's SEDM Program has a financial
assistance program available for activities that result in improved data sharing between states and
EPA. States can apply these funds towards developing their own FINDS procedural documentation
Since FIDS implementation aligns closely with the goals of the SEDM program. SEDM's
financial assistance program has a yearly competition held at the Regional level. States must
submit a proposal to be considered. SEDM may also provide contractor resources to states for
such activities.
2.2.3 FINDS ENHANCEMENTS
OIRM is currently developing software to perform synchronized updates between FINDS
and major EPA program data bases. Other enhancements (such as the addition of locadonal data
storage capabilities and the creation of lat/Iongs for facilities by address matching) are also being
made to FINDS with the goal of providing a responsive, high-quality, comprehensive agency data
base of facility-related information.
2.2.4 PARTICIPATION IN THE FACILITY
IDENTIFICATION ADVISORY TASK FORCE
(FIAT)
The FIAT will have several dedicated members from OIRM. as mentioned in Section
2.1.1 of this Chapter, minding the EPA Program Manger for Data Administrator, who will serve
as FIAT chair. The chair of the FIAT will communicate its recommendations to the chair of the
IRM Steering Committee on requirements to implement the FIDS more effectively and other
issues for attention.
FIDSIP 2/12/92
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2.2.5 FINDS MAINTENANCE
M*. *» «n «w- - •-":rz±lTZ.ll« A^™^
database. iroinaie
lit control. ORM will wok, through the FIAT, to
component of FINDS maintenance is quality control.
develop data quality feedback procedures for FINDS.
2.3 WAIVERS FROM THE FIDS
Situations nay vise where it is not useful or possible to conform to FIDS requirements. In
anticipation of these situations, the FIDS includes « provision /or waivers25. The waiver
provision in the FIDS serves to:
• Incorporate a measure of reasonableness in FIDS implementation
• Demonstrate sensitivity to the complexities of adhering to FIDS requirements
• Develop an approach ensuring ihe uniform administration of the FIDS
• Ensure that FIDS objectives are given serious consideration by all programs.
The FIAT is responsible for establishing criteria for reviewing waiver requests. Waiver requests
should be initiated by program managers and transmitted through their Senior Information Resources
Management Officer (SIRMO). The HAT will review all waiver requests and prepare recommendations for
the chair of ihe IRM Steering Committee, who will make ihe final decisions. Some general guidelines for
Ihe waiver process are discussed below.
2.3.1 CONDITIONS WHEN WAIVERS MAY BE
APPROPRIATE
There may be situations when adherence to FIDS requirements is difficult, impractical, or
not valuable. Waiver requests inay be apprciwiate for a romberrf
• The EPA facility rocofc assignment itquireinent
Data collections to which the FIDS applies
The schedule for implementation
• The necessary system or instrument modifications.
25 - "-J**r« may etui. turner, eattt « wtirf aaptionf u> (he n^turmaa* oftttit Order art warrant*}. /„
these eases, prof ram offices dull demonstrate reasons for wah«r...Jte Wl>b*t <#** **" ** ""'/>«' in
wrtrtif of At dispotition of Ac water.' EPA Crier 21803. 4/9/90, See. 9. pp. *•?
2/1J02 2"9
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Start*, fa «tkl, mho, M, be vtnfto, ^^ ^
. The likelihood that the data collection wOJ never be needed by or accessible to
secondary data users.
The FIAT wffl clarify the exact conditions and criteria for reviewing waivers. Waiver
applications are not encouraged and wflj not be granted except when At waiver justification can be
demonstrated to be of extreme importance to the operation of the program.
2.3.2 PROCEDURES FOR WAIVER APPLICATIONS
Waivers will be granted based upon written applications prepared by program
managers that are submitted to the FIAT. The applications should include:
• A thorough description of the data collection or group of regulated entities.
including its purpose, intended use, attributable information, and type of data
housed in the collection or available about the regulated entity
• A discussion of FIDS requirements, with a clear explanation of FIDS provisions
that are in conflict with the program mission
• A sufficient demonstration that there is no need for secondary use of this data
collection (in the case of waivers for a particular data collection).
Prior to submission of the waiver application to the FIAT, the program manager
preparing the waiver application must get concurrence from the SIRMO of thai
program. A memo from the SIRMO to the FIAT should be part of the waiver application
identifying the compatibility of the waiver request with the overall program and Agency
objectives, and confirming concurrence with the waiver request
Applicants should submit waiver nguests to the chair of the FIAT. The
FIAT will review the waiver request and prepare a report summarizing its support or disagreement
with it The report wfll be delivered within one month of receipt to the Director of OIRM, who
will make the final determination as to whether a waiver is granted or denied.26 The Director of
OIRM will respond to the applicant, in writing, with approval or denial of the waiver request,
within two weeks of receiving FIAT recommendations.
36 - ".-Tfce process to apply for a water if as foUowt-iubmit application to aw Director of OIRM, who has
iwponiibfliiy for find dupo*iiiai>." EPA Order 210903.40/90. Sec. *c), p. 6
FIDSIP 2/1202
MO
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2.3.3 CRITERIA FOR WAIVER DECISIONS
The HAT wiD establish a uniform process for making recommendations to grant/deny
FIDS waiver requests. Because of great variability in the objectives, processes, and data
collections of the many environmental programs, each waiver request will be considered on its own
•writ The following criteria, however, may be applied by the FIAT when reviewing a waiver
ropiest
Incompatibility of the FIDS with the mission/purpose of the data collection
• Undue burden to me program or regulated community
• Inability to provide the information necessary to assure facility uniqueness and
assign an identificati
Improbability that the data coUecti on will be needed by secondary users
Competing priorities for limited resources which outweigh the FIDS
requirements
Alternative ways of meeting the objectives of the FIDS.
The FIAT will maintain documentation of every waiver decision and its rationale. This
documentation will be useful in applying the same reasoning or criteria to future waiver
applications and can be shared with other program offices considering development of waiver
applications.
FIDS1P 2A2/92
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Chapters
RESPONSIBILITIES FOR FTOS IMPLEMENTATION
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Chapter 3
RESPONSIBILITIES FOR FIDS
IMPLEMENTATION
Section 2 of the FIDS Kates that "The requirements of (his Order apply to ell programs
responsible for data on regulated facilities reported 10 EPA end kept in automated or manual information
collections developed for programmatic, research, or administrative purposes?1* Responsibility is shared
by both media and non-media program staff at a variety of governmental levels, including EPA headquarters
naff, EPA regional participants, nave and local government participants and delegates, as well as the
(egulaied industrial community18. This chapter specifies the responsibilities of the various participants in
implementation of the FIDS.
3.1 THE FACILITY IDENTIFICATION
ADVISORY TASK FORCE (FIAT)
The FIDS is expected to have broad impact on the Agency as a whole. For that reason, a forum
representing all participants has been created to oversee FIDS implementation and to address issues that
•rise. This forum is the Facility Identification Advisory Task Force (the "FIAT). The chair of the IRM
Steering Committee, to whom the FIAT will report, will appoint HAT members from OIRM. Other
members will be invited by the Assistant Administrator for Administration and Resources Management
(OARM) from organizations such as EPA program offices, regional offices, and states. The chair of the
FIAT will be the Program Manager for Data Administration.
The FIAT will monitor the status of FIDS implementation and maintenance, and will present
recommendations to the chair of the IRM Steering Committee. Specifically, the responsibilities of
the FIAT ere to:
* Track the ttatus of FIDS Implementation within each of the major
environmental programs, end develop approaches to overcoming Impediments
to FIDS adoption and implementation within and/or between the programs
27 - EPA Order 21803,4/9/90. p. 1
28 - EPA Order 21803,4/9/90, Sec. 7. pp. 4-5
FEDSIP 2/12/92
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• Develop criteria for processing requests for waivers from the FIDS, and
make recommendations to the Director of OIRM on framing or denying
specific welter requests
• Receive, review, and comment an Individual Program or Slate
Implementation flans
• Recommend operational policies regarding the FIDS end FINDS to the
IRM Steering Committee is tunes vise
* frovldt guidance on the content! of the memoranda of undemanding
that will he developed between program end OIRM, documenting the
linkages between FINDS and their program system(s)
• Make decisions on what constitutes a "facility", expanding on the guidance in
Ibis document
• Develop t process for Identifying new facllity-ortented data oases to bt
automatically reconciled with FINDS and ensure that all such new data
bases/systems adhere to the FIDS
• froride status reports to the participating program, regional and state community
on the Implementation of the FIDS.
The members of the FIAT will act as emissaries, transmitting guidance, operational policy, and
information to the rest of the Agency, states, and regulated community. The responsibilities of these other
organizations under the FIDS are identified below.
3.2 EPA HEADQUARTERS RESPONSIBILITIES
UNDER THE FIDS
EPA headquarters cuff are responsible for the large-scale adoption and implementation of the
FIDS. The responsibilities both for non-media and media program personnel are described in the sections
that follow.
3.2.1
NON-MEDIA HEADQUARTERS PROGRAM
OFFICES
Non-media headquarters programs ait defined, for mis implementation guidance document,
•* those which do not necessarily implement a specific environmental law but serve the EPA
ewimtmitytsawhole. These programs include the Office of Wonnation Resources Management
(OIRM); the Office of Policy Wanning and Evaluation (OPPE); and the Office of Research and
Development (ORD). At ihe teadquarteri kvel. these Jioiips are responrible for ensuring that all
mechanisms are in place and processes are established »that the media programs, regions, states.
FIDSIP 2/12/92
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and regulated community can fulfill their responsibilities. The specific responsibilities of the
various non-media programs under me FIDS are presented below.
3.2.1.1 The Office of Administration and Resources
Management (OARM)
OARM is responsible for a broad array of issues, including human resources,
EPA buildings, financial administrati on, and information resources management Within
OARM. OIRM oversees or participates m all Agency information resources management
activities, including system devebpmeni/enhancement, records management information
dissemination, data management, bardware/sof ware/telecommunications acquisition and
management, administrative records tracking, and other related activities. The FIDS79
states that OIRM is responsible to:
• Develop, implement, and ensure adherence to this data
• Develop 0 management flan (this document) describing steps for
implementation of the standard
• Provide guidance end technical assistance in meeting the
requirements of this standard
• Provide unique facility Identification todes in an efficient and
responsive manner
• Maintain a central facility data base with identification codes
and basic information associated with each facility (FINDS)
• Oversee resolution of conflicts regarding applicability or other
issues relating to the standard.
OARM and OIRM will oversee the initiation of the FIAT. Other FIDS
responsibilities are attributed mainly to two OIRM divisions: the Information
Management and Services Division (1MSD). responsible for Agency-wide data
administration, and die Program Systems Division (PSD), responsible for system
development including FINDS and data integration tools. Exhibit 3*1 summarizes
OARM responsibilities under the FIDS.
29 - EPA Order 21803,4/9/90. Sec. 7«, p. 4
HDSIP 2/12/92 34
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RDSIP 2/12*2
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The .pecifie MpniMB*' */ WSD ***" '*' "DS "' "
Task Force, 10
!ieilttI10n
««« * ^ FIDS Uirough the
Provide guidance for modtfylng f*r«* or changing
frocedure'to addreti FIDS requirement*.
PSD F1NDS
Jt.*. wt wr.« praatol *«»««»u 10 illo. •»
participanon in FINDS
/„„„,«/ f Mir9 ««"'( 3»w lo 8ssure hiEh'
quality data and adherence to this aandard
Have FINDS management representation in the
FIAT
^ -# vmtrsan with each program
Engage tn memoranda tf *^S the scope of the FIDS, to
program systems tnd FINDS .
_ ___ i, grORET aB oth« EPA Mwmd
K-IW.^^^^ZS?**11*'**'*
program lyaant are managed wiUun program efficei.
FIDSP ana/92 *'5
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National Data Fwcessing DM*, (NDPD) in OARM is responsible for
providing hardware, software. and telecommunications to meet the needs of the Agency.
responslbUMtt ,/ tte M>«> M
-------
HDSIP2AW2
S-7
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Ensure that ike EPA facility ID teat is used
appropriately in all facility-related data collecUon or analysis
activities, including laboratory reporting
. Support FIDS requirements tn Data Quality Objtctives
(DQO) development efforts forfacility-rtlated data collection activities.
3.2.1.4 Other Non-Media Organizations
The FIDS identifies responsibilities for several other non-media EPA groups
(also summarized in Exhibit 3-2). These include:
• The Proeuremtitt and Contracts Management Division,
which will be responsible for entitling FIDS requirements ere
adheres to tit contracts issued by EPA
• The Office of Federal Activities which is responsible for
adopting FIDS requirements and coordinating with FINDS in
the maintenance cf its Federal Facilities Information
System (FFIS), and encouraging the use of EPA facility
Identification cedes by other Federal agencies.
The Grants Administration Division in OARM also has a role in the
FIDS. This office will be responsible for ensuring adherence to the FIDS by
grantees through grant stipulations in cases where grant recipients are acting for
EPA under delegated authority.
3.2.2 EPA Headquarters Media Programs
Media programs are defined as those programs in EPA with the authority to implement
Federal environmental laws. They include the Office of Water (dean Water Act and Safe Drinking
Water Act), the Office of Air and Radiation (Clean Air Act), the Office of Solid Waste and
Emergency Response (CERCLA/SARA and the Resource Conservation and Recovery Act), and
the Office of Pesticides and Toxic Substances (Toxic Substances Control Act; Federal Insecticide,
Fungicide and Rodenticide Act and the Emergency Preparedness and Community Right-to-Know
Act of SARA).
Exhibit 3-3 summarizes media program responsibilities for the FIDS. Media program
personnel In EPA Headquarters play a coordination role for the FIDS. As such, they art
responsible to:
HDS1P 2/13/92
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FIDSIP
3-9
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FIDS Program Implementation Flans with guidance and
•usance from OIRM (the contents of which ire described in Chapter 4 of this
document) <
• Engage la memoranda of understanding with OIRM, documenting the
activities and processes for linking their program system(s) to FINDS
Impltmtnt FIDS mud FINDS coordination with their regional and
gtaie counterparts, through cooperative agreements, grant stipulations, and
other tools (which are to be identified in their FIDS implementation plans)
• Revise their information management tools, such as forms and
electronic information reporting equipment to ensure adherence to the
FIDS
Prepare their national data systems to house EPA facility ID
codes and, If appropriate, have synchronized updates with FINDS
• Provide support for FIDS implementation throughout the
program with personnel, agents, grantees, delegates and the regulated
community
• Provide FINDS with the basic identification data necessary to create
facility records and assign facility identification codes (including distinction
between records relating to facilities and corporations)
• Ensure the timeliness and accuracy of the basic descriptive
information In FINDS from their program systems by developing a process
to coordinate with FINDS in data updates and error resolution3 *
Ensure that EPA facility ID codes accompany all their facility
data in manual and automated data collections
• Notify the FIAT when any part of the approved Program
Implementation Plan cannot oe adhered to
• Prepare waiver requests for submission to the Facility Identification
Advisory Task Force when necessary
• Have a representative (through the System Managers group) on the
FIAT.
Many of the responsibilities of EPA Headquarters staff for implementing any media
program are shared with their counterparts in the EPA regional offices. The regional
responsibilities under the FIDS are described in the next section.
- ProjTwn personnel wfll work with (he OIRM (FINDS) tytlem onager m keepini die descriptive informttior.
up-to-date by notifying OIRM through euiomated procedure* when they become iwaie of * change in this
mformauon." Appendix to EPA (Ma 2180J. 4/9/90. Sec. S.I. p. A-S
HDSIP 2/12/92
1.10
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3.3 REGIONAL RESPONSIBILITIES UNDER
THE FIDS
i
Regional participants include information management, media-, and non-media program personnel
(summarized in Exhibit 3-4). Tbe role of regional program staff is to ensure that assignment and use of
EPA fatality ID codes in all facfliry-felaied activities (e.g., permitting, inspections, etc.) is completed, that
the necessary information is available and correct, and that discrepancies arc resolved. The specific
responsibilities of regional media program tuff art le:
• Entire the commitment of both program end tale administration ttaff to
participate in EPA facility identification code assignment and FINDS upkeep
• Ensure that all processes ere In place for assignment end use of EPA
facility ID codes among state and regional program participants (including inspectors.
laboratory staff, contractors, etc.) through use of reporting forms, standard procedures, etc.
• Encourage ttote counterparts to adopt the FIDS (largely through the Regional
SEDM liaison) and coordinate with state counterparts who are actually using FINDS to
resolve data discrepancies
• Coordinate with regional IKM and program ttaff 10 obtain EPA facility
Identification codes, resolve discrepancies in basic facility Identification
data, and update the FINDS source reference file by providing regional daia
base administrators with all the necessary information to assign a facility ID code and
update FINDS facility records in a timely manner for those facilities not covered by
synchronized updates
• Review $ynchronized update transaction reports (if asked) to ensure that
. FINDS data are comet and complete
• Verify that every facility ID tode assigned through FINDS is placed in
motional program data systems, on hardcopy records, and is used in documentation
such as correspondence, records, reports, etc.
Non-media regional FIDS participants include IRM and technical personnel. The
responsibilities of the regional information management ttaff are to:
• Work with regional media program personnel to maintain FINDS and obtain
EPA facility ID codes
Communicate the importance of ttate adoption of the FIDS, provide
FINDS information to states, and provide guidance or assistance in developing state
FINDS procedures through the SEDM liaisons employing mechanisms such as grants,
cooperative agreements, and contracts.
Hie other regional participants, such as Environmental Services Division (ESD) staff, are equally
responsible for ensuring that aD facility-related activities such as sampling, inspections, etc. adhere to FIDS
requirements, particularly when documentation of data related to a facility is involved.
FTOSIP 2/12/92
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PIDSIP 2/12/92
S-12
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3.4 RESPONSIBILITIES OF STATES UNDER
THE FIDS
Sine participants wOl play in increasingly crucial role in implementing the FIDS. This is due to
die expanding capabilities states have 10 collect and manage their own information and die trend towards
distributing the responsibility of administering environmental programs to regional, state, and local
agencies. There is also a growing need to share data that had been difficult to access by anyone outside the
immediate organization. Data sundardixation, which will result from full-scale FIDS adoption, will
improve states* abilities to share data with EPA and other states.
States BJLV uphold the requirements of the FIDS for facilities regulated under
Federal environmental laws whether or not those facilities are also regulated under state taws (or by
the state as a delegate of EPA). States must use EPA facility identification codes in all data from activities
conducted because of Federal environmental laws (e.g., inspection reporting, system maintenance).
However, flares do mot necessarily have to become vn-Iint vsers of FINDS. States may
use FINDS in one of several ways:
• As indirect usen, through the EPA regional office program and FINDS staff
As primary users (i.e., direct participants) of FINDS, entering data and assigning ID
codes to faciuties under Federal and (if elected) state environmental laws.
EPA regional personnel, including SEDM liaisons, will share the responsibilities of adopting the
FIDS with the states in their region whether or not a state directly enters data into FINDS. The
responsibilities of states under the FIDS, boih indirectly and/or primarily are summarized in Exhibit 3-5 and
3.4.1 STATES INDIRECTLY USING FINDS
.«„.—.-—rrjrrrrrr:
r:rr-:i™- -—r=rs:
=.=trriiitsr™-.
=^=r=rrr=rr=r=
FIDSIP 2/12/92
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RDSIP2A202
3-14
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stadirecilywing to FINDS:
—«.i. *.. .,turine a process for
ve i
EfA
SEDM M
342
STATES DIRECTLY USING FINDS
•«« to FINDS wUI pn*»Wy have iwo types of
ics ^ ^
«
St.« ^e^dec^ wve
that «e involved: IRM who are •*•* ^
**"*
Dtu Mmtjement (SEDM) Uiisen i
FIDSIP 2/12/92 '*•»*
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resources, and program personnel who execute ihe day-unlay activities of iheir programs. Tine role
of state IKM penoaneP* so using FINDS is to serve is the central coordinator within the
state for adoption of the FIDS. Similar to EPA regional 1RM suff. they art responsible to:
• Develop itate-tpecific procedures for •cent to FINDS, working
with FINDS management and state and regional program and DIM personnel, as
well as local government participants if necessary
Monitor tkt state-wide assignment of EFA facility ID codes to
Utilities under Federal few and. if elected, also those under state environmental
law
• Coordinate with EFA for Ihe assignment of EPA facility ID codes
performed by EPA (such as for CERCLJS or for programs not delegated to the
state), ensuring that EPA has current, correct facility identification information,
and (hat facility IDs assigned at the regional level are transmitted back to their
state program staff
• Coordinate with EPA to oversee and facilitate the resolution of
data discrepancies between program data and other collections (other siate
systems, national program systems) or FINDS on the basic facility identification
data so that all facility identification data are in concert
• Notffy other state and regional participants of changes to basic
facility identification data and/or FINDS facility records of which
they should be aware
* Perform periodic quality assurance reviews for data consistency,
accuracy, etc.
• Servt as the heat group for FiNDS information.
State program personnel for states with direct access to FINDS will have an active
role, ensuring the proper and complete assignment of facility ID codes. These participants have
ihe best understanding of what a unique facility is, and are in the best position to assign IDs to
them, identify mistakes, and participate in error resolution. Their responsibilities are to:
• Ensure Ihe commitment of both program and data entry staff to
participate in facility identification code assignment and FINDS upkeep
• Ensure that ell processes are in place for assignment and use of
EPA facility ID totes among field staff, local government staff, inspectors.
laboratory staff, contractors, etc.. through use of reporting forms, standard
procedures, etc.
• Ensure creation of mow facility records In FINDS and keep
existing records current and accurate for those facilities not already
contained in FINDS but which are regulated under Federal environmental law
(Whether Or not Mthnritv far the faw »»« fc*-» «i-«-~«•« — -•-
FIDSIP 2/12/92
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to*
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Chapter 4
INDIVIDUAL PROGRAM IMPLEMENTATION PLANS
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Chapter 4
INDIVIDUAL PROGRAM FIDS
IMPLEMENTATION PLANS
Media program managers are responsible for developing individual program implementation plans
for the FIDS. Assistance in developing these plans is provided in me guidance given below and through the
FIAT (discussed in Chapter 3). Tbe PUT will review the plans and provide feedback on their adequacy as
well as how those plans are to be coordinated with those of other programs and the Agency overall. The
FIAT can be used as a resource for programs to resolve problems during development of their plans.
This chapter describes the components to be included in individual program FIDS implementation
plans. Program FIDS implementation plans should have the following nine key components:
Number and types of facilities
New sources in FINDS
Status of key data elements in each national program data collection
Changes to programmatic forms or other data collection/documentation tools
Automated updates
Rotes and responsibilities
Implementation schedule
Quality assurance, and
Resource availability and constraints.
Exhibit 4-1 summarizes the components of program FIDS implementation plans. Detailed
explanations of these components are given below.
4.1 NUMBER AND TYPES OF FACILITIES
Each program plan thotild fddntt the types •/ program tntitiei thai art within
the scope of the FIDS in accordance with the guidance given in Chapter 1 of this document.
Specifically, the plan should detail:
• The regulatory definition of each type of facility
How many of each type of facility are in the program universe
• How to distinguish entities within the scope of the FIDS from non-facility entities to
which EPA facility ID codes should not be assigned (and which must be segregated from
facility records during synchronized updates with FINDS)
* The number of facilities thai already have been assigned EPA facility ID codes and the
number ID which ID codes have ye* to be assigned
FIDS1P 2/12/92
4.1
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HDSIP 2/12/92
4.2
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The number of facilities for which baric identification data in the program data base are
adequate for FINDS to create facility records (see following section) and the number
expected not to have adequate information
<
The distinction of Federal fatalities and facilities on Indian lands from other facilities.
Appendix B of this
by media program.
presents • listing of possible facilities within the scope of the FIDS
4.2 NEW SOURCES IN FINDS
Tht program Implementation plan should identify ell program systems (or
other significant data collectiont) that might ft appropriate at data sources referenced
fa FINDS. The more source references in FINDS, the more valuable FINDS becomes as the 'pointer
system" for facilities regulated under Federal environmental law. For sources not currently referenced in
FINDS, die plan should address the following information about the system:
The system name and acronym (if available)
Mission that the system supports
Impetus for developing the system (e.g.,regulatory, enforcement, etc.)
General type of information housed in the system
Source of system information
Software and hardware
Physical location
Frequency of update
Uses/analyses performed with this system.
This information will aid FINDS management in their decision to add the system to FINDS as a
source reference.
4.3 STATUS OF KEY DATA ELEMENTS
Implementation of the FIDS hinges on two types of key data: the EPA facility ID code and data
used to uniquely identify a facility. Toe following subsections discuss each of these data types.
4.3.1 EPA FACILITY ID CODE DATA ELEMENT
The FIDS requires EPA programs to incorporate the EPA facility ID code into data
collections that contain facility data. This action may require a system modification effort.
Program FIDS Implementation flans should dttcrlbe any modification tffon
FIDSIP 2/12/92
4-3
-------
**ctttary to incorporate EPA /ocUlt* in
*
tmtt> <*ifli"*
HNDS
HMDS.
4.3.2 DATA REQUIRED FOR ASSIGNING FACILITY
ID CODES
Program plans must address kow basic Identification data will be
acquired and transferred for facility ID code assignment, including:
• Specific program data elements thai will serve as basic facility identification
information (i.e., a cross-reference of the data elements within the program
system and the data elements needed for FINDS)
Sources and availability of these data
Any additional data needed for updates and/or ID code assignment (i.e.. needed
FINDS but not currently in the program system).
of data
b>
Facility name
Address
City
code
€od€ fottal
code
Federal facility Indicator
land Indicator
**"*** <*•€., eodt for national tystem or
w (Utntyicatlon «rfr for facility n£d"a
may benquried in the future.
FIDSIP 2/12/92
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FIDSIP 2A2/92
4-5
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Media prog™ manager, .re required to submit this ^^ m « ^ dements for ID code
•signment and record nuinteunce. Appendix D presents «he FINDS data dement dictionary.
including format and definition, for the dam elements identified above. Ii is not necessary for
programs to have the exact data element structure in their own data bases « in the FINDS data
clement dicto-iy. Neither EPA ftcffity m code assfenmem ^ npdMe$ „* R^ ^ te
perfc^ed without tbe«ce*»yd«i from progrmj. In some cases, if a facility addressisnot
mU*. . FINDS facHity neon) «»y «fl, ^ «.« ^ ^.^^ ^^ ^^^
An e»mple of this type may be wells and faculties
I«cess for assignin* EPA facility IDs ^ creating FINDS records for those facilities without
Recife addresses.
4.4 CHANGING DOCUMENTATION
The FIDS requires programs to include EPA facility ID codes not only in their data bases, but also
in all facility-related documentation. Therefore, programs must tfteffy in their plans the forms
and other tools used for fata collection or documentation that will include the EPA
facility ID code. Programs should add a new place for EPA facility ID code on selected documentation
or rename the existing label to "EPA facility ID code." Submission of the EPA facility ID code to EPA by
the regulated community is encouraged but not required on correspondence and report submissions.
Documentation on which a facility ID code is to be shown should indicate thai if a responder does not know
the EPA facility ID for a facility, EPA personnel will supply it for them on the documentation after
submission. Inquires should not be directed to FINDS managemennt for this information. Program
implementation plans should identify where changes might be appropriate to the following documentation:
• Reporting forms*4 • Documents distributed by EPA to collect information, such as
the Hazardous Waste Notification Form (EPA Form 8700-12), Notification fot
Underground Storage Tanks (EPA Form 7530), and the Toxic Chemical Release
Inventory Reporting Form "R" (EPA Form 9350-1)
Manifests - Documents recording the transfer of hazardous wastes from one party to
another, such as toe Uniform Hatardout Waste Manifest (EPA Form 8700-22)
* Jtrp0m»Studies or other documents produced during an infmmation-gaihering exercise
performed by EPA, such as Super/and Remedial ActionlFeosibiUty Studies (RJ/FS)
Grants cud agreements - Documents i
«KdenI funds by the regulated or T '
SUUfillUIWt f*nnmmii I* A
- J to confirm an understanding of the use
I community, such as grants for POTWs or
FJDSIP 2/1202
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• Existing automated flits • Data bases such is CERCL1S
• Correspondence • Typical EPA documentation between parties such as a letter from a
regulatory program to a facility owner
• Questionnalreslsurveys » Periodic infonnttion gathering tools used by EPA whr.ii
members of the regulated community are contacted to update ot correct existing
information, such as RCRA biennial reviews
• Notification documents • Documents through which members of the regulated
community (or potentially regulated community) contact EPA informing them of their
existence, location, type of business, etc., in anticipation of further regulatory action,
such as applications for waste water discharge permits (EPA Application Forms 1 and 2C
«EPAFortr,3510-2C)
» Permits »Documents that legally define allowable activities under regulation, such as
NPDES permits, air permits, and RCRA permits.
Appendix C suggests program forms that may need to be modified for the FIDS. Program FIDS
implementation plans should specify exactly which forms will conform to FIDS information requirements.
4.5 SYNCHRONIZED UPDATES WITH FINDS
Each program implementation plan should include the detailed mechanism to be
•serf for performing synchronized updates of pertinent systems and FINDS, OIRM will
work with program system managers to develop these mechanisms. Topics to be addressed in the FIDS
plan include:
* How to distinguish between records within the system that are facility-
related and thus should be added to FINDS (e.g.. records that are under the scope of the
FIDS that should be included in automated updaus) from those that are not
• Dora elements In the program data base to be used In the automated
FINDS updates (e.g,. facility name, actual street address, city, state, county, ZIP Code
and program system ID code)
How program systems will be modified to store the EPA facility ID code and
required name and address information
V How to Identify program tystem records that represent tub-portions of
the tamt facility and thus should have the same EPA facility ID as other sub-
portions of that facility (t£., several NPDES permits issued to a single facility)
Frequency of tystem updates to facility Identification data elements
The synchronized update process complements but does not preclude the need for manual data entry
to FINDS. Manual data entry (and, consequently, assignment of facility ID codes) may be necessary for
FIDSIP 3/12/92
4-7
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new facilities not included in national program systems, state-regulated facilities, or facilities only in
sources not synchronized wiA FINDS.
4.6 ROLES AND RESPONSIBILITIES
The implementation of (he FIDS will involve the coordination of many participants. Each plan
should address the Mitt mud responsibilities af different program personnel in
Implementation. Roles and responsibilities abould be defined for die following positions:
Assistant Administrators, Associate Administrators, Regional Administrators
laboratory Directors and the Genera) Counsel
Senior Information Resources Management Officials (SIRMOs)
Program Managers
Data Base Managers
Permit Writers
Site Managers
Field Investigators
Compliance Monitors.
Roles and responsibilities, as described in the program FIDS implementation plan, should address
FIAT participation, data discrepancy resolution roles, channels of communication, authorized decision -
makers, and other activities necessary to fully implement the FIDS. Clear articulation of the roles and
responsibilities of program participants under the FIDS will clarify the process for communication and
issue resolution.
4.7 IMPLEMENTATION SCHEDULE
Each plan should address the schedule for til Internal program activities
necessary to comply with the FIDS, Including priorities for Initiation and completion
of activities. Activities include all those mentioned in this chapter (e.g., form redesign, data base
changes and updates, personnel responsibility designation, etc.). In addition, dependencies of the various
activities should be identified in anticipation of critical junctures and/or decision points.
4.8 QUALITY ASSURANCE PROCESSES
Because the FIDS may require changes in some program operating procedures, each plan
thould address how quality assurance ("QA") will he tarried ant In the FIDS
FIDSIP 2/12/92
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tap/cmcntafioR frocett. Tne plan should describe a QA process that specifically assures the
following:
• Program definition and use of the term 'facility* corresponds to specifications in the
FIDS
• EPA facility ID codes ait used as identifiers in all data systems and in all appropriate
farms and correspondence
• Program data bases are linked to FINDS by a process that avoids duplicate assignment of
an EPA facility ID code to multiple facilities and that avoids multiple codes being
assigned to a single facility
• Program data bases link sub-portions of a facility in such a way that they are assigned the
tame EPA facility ID code
• Automated updates will occur smoothly with little introduction of error
• Mechanisms are in place to resolve facility data discrepancies with FINDS
• Programs have changed their data collection devices and the new processes are running
smoothly
* Responsibilities are suitably assigned
• Implementation schedules are flexible enough so as to allow systematic changes according
to varying priorities and constraints.
Sound quality assurance plans for the FIDS will ensure that synchronized updates run smoothly
and that manual corrections on the pan of program staff or FINDS analysts are kept to a minimum.
4.9 RESOURCE AVAILABILITY AND
CONSTRAINTS
Program managers may be confronted with obstacles during the implementation of the FIDS.
Program FIDS Implementation flans should Utnllfy retouret ant ether eenstraints,
such as timing or dependence on other parties or events, that could affect the specific activities necessary to
comply with the FIDS. If possible, the plan should identify options for addressing each constraint.
FIDSIP 2/12/92
4.9
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Appendix A
FACILITY IDENTIFIC ATION DATA
STANDARD
-------
-------
Me.
pprovsl OlM:
2180;3
April 9. 1990
FACILITY IDENTIFICATION DATA STANDARD
1. PURPOSE. This Transmittal issues a new EPA Order
"Facility Identification Data standard".
2. EXPLANATION. This Order establishes a data standard :
unique facility identification codes to be maintained in a:: l
data collections containing information on facilities reculat
by EPA.
3. FILING INSTRUCTIONS. rile the attached in a tr.re*-:•:•
binder established for the Directives System.
Robert A. English, Chief.
Agency Management Analysis Branch
i*w*in« eu
t3ti.U(i-Mi
Information Resources Management
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-------
EPA
IcMtenNo.: 2180.3
Ml Data: 4/9/90
FACILITY IDEKTIFICATION DATA STANDARD
PURPOSE. This Order establishes a data standard for unique
facility identification codes to be maintained in all EPA
data collections containing information on facilities
regulated by EPA under authority of Federal environmental
legislation. Standardization of the format and content of
facility identification codes will enhance data integration
capabilities and increase the utility of all EPA data on
facilities.
SCOPE AND APPLICABILITY. The requirements of this Order
apply to all programs responsible for data on regulated
facilities reported to EPA and kept in automated or manual
information collections developed for programmatic,
research, or administrative purposes. The Order applies to
programs operating both existing or future Agency systems in
support of Federal environmental regulations.
The principles of the standard can be extended to cover
nonregulated facilities at program office discretion.
Excluded from the standard are data monitoring or
observation points, unless they are associated with a
facility. In that case, the information collection must
allow association of such data with the relevant facility.
.
REFERENCE. Chapter 5 of the EPA IRM Policy Manual sets
forth the general principles on data standards within the
Agency. This Order defines one of several data standards
for use by EPA in .implementing the policy.
BACKGROUND.
a.
Adoption of a consistent, Agency-wide coding scheme for
facility identification will enhance the utility of EPA
data by increasing access to and integration of
facility information.
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EPA ORDER
2180.3
4/9/90
r
b. Since the early 1980s, EPA has striven to create a
standard ID coding scheme for facilities that can be
used not only in individual programs, but across the
Agency as a whole.
c. There now exists an urgent need for improved data
integration capabilities. These capabilities provide
the underpinnings for the comprehensive analyses of
environmental conditions that increasingly guide EPA's
initiatives in protecting and improving the environment.
Examples of such analyses include risk assessment,
compliance behavior determination, vulnerability
assessments, "hot-spot" identification, research and
modeling, and special inter-program studies.
d. Environmental legislation and regulation often define
specifically the meaning of the term "facility11 for EPA
programs. The resulting differences in use of facility
identifiers make it difficult to compare and integrate
information on the same facility in different data
bases.
e. A variety of descriptors, such as SIC (Standard
Industrial Classification) codes and DUNS (Data
Universal Numbering System) numbers, are available to
programs for describing the corporate characteristics
of a site. A new data standard is needed to establish
that, for EPA information management purposes, the
uniqueness of a facility is based upon its location
rather than corporate characteristics.
f. EPA has implemented other data standards, as well as
standards for hardware and software. Adoption of a
standardized facility identification code will help the
Agency realize the potential benefits of these
standards for information integration and analysis.
5. AUTHORITIES. -.
a. 15 CFR Subtitle A, Part 6, Standardization of Data
Elements anrf
b. OMB Circular A-130, Management of Federal Information
Resources.
A-2
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EPA ORDER 2180.3
4/9/90
6. POLICY. This Order establishes an EPA standard that each
facility regulated by EPA will have a unique facility ID
code, which will be the same for that facility across all
EPA collections of information. Therefore:
.a.
Any collection of infomation assembled by or for EPA
with data that describe a facility regulated by EPA
under authority of Federal environmental statutes,
including facilities regulated by state programs with
delegated authority from EPA, shall contain in each
record on or related to a single facility the facility
identification code described in this Order and its
appendix. The identification code for any one facility
will be the same in all EPA collections of information.
At the discretion of program offices, nonregulated
facilities nay also receive EPA IDs.
The facility identification code shall be comprised of
a unique 12-character identification code controlled
and issued through the EPA central facility data base.
The central facility data base will be operated by the
Office of Information Resources Management. The
objectives in maintaining this central data base are:
(1) To provide a concise, comprehensive inventory of
facilities regulated by EPA
(2) To provide users with a simple method for
determining a facility's ID code and ascertaining
which program systems keep information on each
facility.
The data element field used to store the identification
code in program systems should be readily accessible to
system users. The data element need not be a required
field f01*-initial data entry, but should always
eventually-be filled.
Program personnel may continue to use any
program-specific identifiers (including DUNS numbers)
needed to support the program mission, provided that
such identifiers are kept in addition to the facility
identification code established in this Order.
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EPA ORDER
2180.3
4/9/90
In the interest of maintaining the confidentiality of
Confidential Business Information (CBI) daS Jeptby
the Agency, information collections with CBI data will
be considered as special cases.
.* COBP1?te inpleaentation of this
standard by 1995, in recognition of the extensive time
by pro*""s and OIRM
h.
becoines *«ective, adherence to the
eC°?f \£ey Step in the Development of
5:ollections- Existing information
™ K , ** ,"ade consistent with the standard
through phased implementation. This phasing will take
into account system capabilities and needs.
7.
a.
The Office of Information Resources Management (OIRK)
shall:
(1)
(2)
(3)
(5)
(6)
b.
Develop, implement, and ensure adherence to this
data standard.
Develop a management plan describing steps for
implementation of the standard.
Provide guidance and technical assistance in
meeting the requirements of this standard.
Provide unique facility identification codes in an
efficient and responsive manner.
Maintain a central facility data base with
identification codes and basic information
associated with each facility.
Oversee resolution of conflicts regarding
applicability or other issues relating to the
standard.
Assistant/Administrators, Associate Administrators,
Regional Administrators, Laboratory Directors, the
General Counsel, and Heads of Headquarters Staff
Offices shall establish procedures within their
respective organizations to ensure compliance with the
requirements of this data standard. Such procedures
shall include the following:
(1) Oversee development of individual program
implementation plans.
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EPA ORDER 2180.3
4/9/90
(2) Ensure that program representatives supply the
central facility data base with program-specific
IDs and with the key information necessary to
assign the EPA ID code (e.g.. name, address,
etc.).
(3) Ensure that each system containing facility
information maintains a data element field for the
standardized facility identification code.
(4) Ensure that each facility record — both new and
existing — carries the standardized facility
identification code from the central facility data
base.
(5) Inform facility representatives of their ID codes,
as appropriate, and incorporate the codes into
reporting forms.
(6) Notify OIRM of any difficulty in meeting the
requirements of the data standard within the time
frame specified in the program implementation
plan.
The Procurement and Contracts Management Division shall
work with EPA Program and Regional Offices and
Laboratories to ensure that, where appropriate, the
requirements of this standard are incorporated into EPA
<~<~-t*.*.»s*+e -
contracts.
d.
COIVUCOWko .
The Grants Administration Division shall work with EPA
grants management offices to require a special
condition in future award documents mandating
assistance recipients to use facility ID codes for any
facility-related information collected under the
assistance agreement, in cases where recipients are
acting for EPA under delegated authority.
8. DEFINITIONS. "\
V
a. A "FACILITY" is a locational entity, deliberately
established as a site for designated activities, but
not primarily for habitation (even though on-site
habitation »ay be necessary to the execution of the
primary activities). Examples include a factory, a
military base, a college, hospital, national park,
office building, or prison. (Adapted from FIPS Pub.
55.)
A-5
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EPA ORDER
2180.3
4/9/90
In some cases, a facility with complex, multiple
functions nay have several plants or establishments
operating within its property boundaries. For these
facilities, 10 codes will generally be assigned to the
•ost comprehensive "level." However, a complex
facility with multiple establishments or operations may
receive several IDs, if nore than one code is
appropriate.
A facility nay include wells or pipes located off the
facility property. Although these "sub-units" will not
ordinarily receive separate facility ID codes, program
systems should be able to associate data on the
sub-units with the record for the facility itself.
b. "FACILITY IDENTIFICATION CODE" is a 12-character code
that uniquely identifies a facility. The appendix to
this Order describes the format of the code in detail.
c. A "FACILITY IDENTIFICATION DATA STANDARD" is the
requirement, in terns of format and content, that every
record of information referring to a particular facility
contain a data element field with a unique facility
identification code. This code is to be used
consistently across all collections of information
containing information on the same facility.
PROVISION FOR WAIVER, in general, OIRM will attempt to work
with program offices to develop a feasible implementation
schedule for the standard. There nay exist, however, cases
in which exceptions to the requirements of this Order are
warranted. Zn these cases, program offices shall
demonstrate reasons for waiver. The process to apply for a
waiver is as follows:
a. Draft an application for waiver to OIRM outlining the
reasons why the facility identification data standard
should no.t be implemented in the information
collection.
» •
b. Obtain approval by the decision official in the
requesting office and the respective Senior Information
Resources Management Official (SIRMO).
c. Submit application to the Director of OIRM, who has
responsibility for .final disposition.
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EPA ORDER
2180.3
4/9/90
The applying office will be notified in writing of the
disposition of the waiver.
10. PROCEDURES. The appendix to this Order contains preliminary
information relevant to implementation of the standard.
OIRM vill also issue a management plan, which will describe
the general steps and overall schedule for implementation of
the standard over the next five years. In addition to the
Agency management plan, programs will develop individual
implementation plans together with OIRM. These plans vill
consider program-specific capabilities and needs.
Charles L. Gr>rtzle
Assistant Administrator for
Administration and
Resources Management
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EPA ORDER
2180.3
4/9/90
APPENDIX TO THE FACILTTY
TDENTIFICATIOK DATA STANDARD
1.0 INTRODUCTION
1»1 Purpose of Appendix
The purpose of this appendix is to provide further
detail on the facility identification data standard
announced in the preceding Order. While the Order
introduces the data standard, it does not contain the full
level of detail necessary for programs to form a working
understanding of the standard.
In addition to this appendix, an Agency-vide
implementation plan vill be issued through the Office of
Information Resources Management (OIRM). This
implementation plan vill cover in detail such issues as
overall schedule for implementation, instructions for
applying for vaivers, procedures adopted by OIRM to ensure
adherence to this standard, and the role of the central
facility index system (FINDS).
1.2 Background of the Facility Identification Data
Standard
The Agency has long striven to create a standard
coding scheme for facility ID codes that could be used not
only in individual programs, but across the Agency as a
whole. Such a scheme vould help EPA more readily generate
facility-specific responses to public inquiries and
determine patterns of compliance behavior across programs.
These reasons, however, are only part of the
justification* for adopting this new standard. EPA is
experiencing*"^ vigorous trend towards cross-media analyses
such as site characterizations, risk assessments and other
environmental analyses that require the integration of data
on individual facilities from diverse sources. The net
result is an even greater need for data integration and ,
sharing across different environmental media and programs.
This trend is often acknowledged by staff in single-media
programs, vho now face increasing demands for data sharing
and integration.
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EPA ORDER 2180.3
4/9/90
OIRM, in order to support the Agency's needs for data
• sharing and integration, has established an information
management policy on Data Standards. Substantial
implementation costs night be expected to be associated
with promulgation of numerous retroactive data standards,
and in the start-up phase many programs responsible for
implementing these standards vould derive few immediate
benefits. For this reason, OIRM is taking a very measured
approach and has identified only two standards as being of
paramount importance.
The facility ID data standard is one. The other is
embodied in the locational data policy, which establishes
latitude and longitude, in an internationally-compatible
format, as the Agency*6 preferred locational coordinate
system. Both are undergoing concurrent green border review
and will be complementary when implemented. Adoption of
these selected standards at this time is absolutely
essential if the Agency is to respond effectively to the
anticipated data integration needs of the future.
As discussed above, OIRM will issue a management plan
for the facility ID data standard, which will describe the
general steps and overall schedule for implementation of
the standard over the next five years. In addition to the
Agency plan, programs will develop individual
implementation plans together with OIRM. These plans will
consider program capabilities and needs with respect to
implementation.
OIRM has attempted to furnish program personnel with
ample opportunity to provide input on the development of
the facility identification data standard. To this end,
program and system managers from EPA Headquarters, Regions,
and states have been asked to contribute both to the
development of the standard and to the formulation of this
Order. Only with full program support and participation
can OIRM establish a data standards program that will meet
EPA's needsifepth now and in the future.
2.0 STRUCTURE OF TfiE FACILITY TDEKTIFTCATION CODE -
The facility identification code is the key feature of this
facility identification data standard. This code will consist
of a 12-character standardized identification (ID) code. The
first two characters will be the Federal Information Processing
Standard (FIPS) two-letter abbreviation for the state or
territory in which the facility is located. Abbreviations will.
also be used for facilities located outside of the U.S., for
example in Canada or Mexico.
A-9
-------
EPA ORDER
2180.3
4/9/90
The remaining ten characters of the code will include a
check digit, will have no inherent meaning, and will not attempt
to describe, categorize or classify the facility in any way.
This applies only to new facility ID codes issued after the
effective date of implementation. Identification codes issued
previously under OXRM's Facility Index Data System (FINDS) nay
be retained.
3.0 SOURCE OF TffE STANDARDIZED FACILITY ID CODE
OIRM will maintain a central facility data base with basic
information on each facility such as name, address, etc. This
data base vill serve as an inventory of facilities of interest
to EPA. It vill also be the Beans through which the unique,
standardized facility ID codes will be assigned. OIRM, in
cooperation with program offices, will develop methods and
procedures for assigning unique ID codes efficiently. • These
procedures will be defined in the program-specific
implementation plans, and will be automated as fully as possible
To create or identify a pre-existing ID code, key information
on the facility, including particularly the facility name and
address or other location information, must be made available to
the central facility index system via these procedures. OIRK
will develop effective and efficient procedures for ID
assignments.
4.0 S£OPp OF THE FACILITY IDENTIFICATION DATA STANDARD
Section 2 of the Order, Scope and Applicability, presents
the official scope of the facility identification data standard.
This section augments that discussion in an attempt to
anticipate questions that program managers may have regarding
applicability of the standard.
4.1 Definition of a Facility
Successful implementation of a facility identification
data standard hinges on a consistent understanding of what
"facility" means. A common understanding is necessary for
determining to which facilities the standard applies. An
Agency-wide definition of "facility" is difficult to
establish, however, because of differences in Federal
legislation, which prescribe the program definitions of
"facility." As a result, perceptions of facilities differ
from program to program.
A-10
-------
EPA ORDER 2180.3
4/9/90
Differences notwithstanding, most program managers
have developed a common-sense definition of a facility. In
this approach, a facility is a single contiguous
property—either an entire property or the portion thereof
that is of regulatory concern. Variability in definitions
of facilities usually occurs because different portions of
facilities are regulated, not because of differences in
facilities per se.
OIRM intends to establish a Facility Advisory
Committee composed of Agency program office representatives
to assist in implementing the data standard. Should
further clarification of a standard facility definition be
required, the committee nay be called to. resolve the issue.
4.2 Inclusion of Non-EPA-recrulated Facilities
If desired, a facility ID code may be assigned to a
facility not regulated by EPA. Such a scenario might
arise, for example, if program personnel need ID codes for
facilities of interest to EPA, but located outside of the
United States. Additionally, ID codes can be assigned to
state-regulated facilities, if appropriate.
4.3 Use of Concurrent Program identifiers
Many program-specific codes are now used to identify
facilities (e.g., permit numbers or site IDs). Program
personnel may continue to use these identifiers in their
own data collections under this standard, provided that the
program information system accommodates both the
standardized ID code and the program-specific identifiers.
If an information collection stores other
identification codes in addition to the standardized ID
code, these codes should be provided to the central data
base under the procedures outlined in each program
implementation plan. The central data base can then store
listings ofjboth facility and program-specific ID codes,
which will further facilitate data integration and sharing.
»* **
4.4 Use of Previously Assigned EPJ\ IP Codes
Facilities regulated by some programs have already
been assigned EPA ID codes through FINDS under the current,
DUNS-based numbering scheme. (DUNS is the Dun & Bradstreet
JBata Universal Cumbering System for corporations.) These
codes do not have to be replaced, i.e., new standardized ID
A-ll
-------
EPA ORDER
2180.3
4/9/90
codes for these facilities need not be *««*„„ ,» „
if an EPA ID number was assigned iStSnlni^E * However<
staff but was not entered into T1VDS Siiy.£uf??ra"
notified of this number and the faciiit^-S b
r.cmti.. and their
5.0 RELATIONSHIP OF THE FACILITY IDENTIFICATION DATA STANDARD
TO FINDS
Assignment of EPA ID codes already occurs through a central
data base—FINDS—for several EPA programs. This data base
will continue to operate under the new data standard. Some
features of the current FINDS operation will remain the
sane, while others will be modified to make the system more
responsive to program needs under the new standard.
5.1 Similarities Between Old and New Operations
Similarities between the old and the new FINDS are as
follows:
Program data managers will obtain facility ID
codes through the central data base.
The central data base will continue to house
basic descriptive information on each facility.
The central data base will have the Dun and
Bradstreet (DAB) file available to obtain
descriptive information on facilities.
Information supplied by the program offices will
be used in conjunction with D&B data to ensure
the accuracy of facility information in the
central data base.
V.
Program personnel will work with the OIRK system
manager in Keeping the descriptive information
up-to-date by notifying OIRM through automated
procedures when they become aware of a change in
this information. OIRM will vork with program
offices to accomplish regular and responsive
updating.„
A-12
-------
EPA ORDER
2180.3
4/9/90
5.2 pifferences Between the Old and the New FINDS
Differences between the current and the new FINDS are
as follows:
The new identification code will no longer be
based on the 9-digit DUNS identification code.
EPA will actively encourage states to use FINDS
and to supply information to it on facilities
regulated by state law.
To the extent possible, the system will store
information on all regulated facilities reported
to EPA, and will not exclude facilities based on
size or type of operations.
5.3 Use and Availability of DDKS Numbers
OIRM has based the decision to use a unique,
nondescriptive ID rather than a DUNS-based ID on a
determination that, due to facility definition problems,
the DUNS number does not fully meet EPA's needs for a
unique ID code. For example, when an establishment moves,
the DUNS number moves with it, and many EPA programs in
this case would require new permit numbers to be assigned.
The fact that the facility ID code will no longer be
based on the DUNS number does not diminish the importance
of these numbers. OIRM continues to encourage programs to
collect and maintain DUNS numbers in their information
systems, if these numbers are needed for the program
mission. So that program personnel can obtain these
numbers more easily, EPA will continue to purchase on-line
access to the Dun and Bradstreet file of facilities.
5.4 Relationship of Facility Identification Data Standard
to Locational Data Policy
OIRM has"/previously issued two data standards, one for
use of Chemical. Abstract Service numbers and the other for
electronic transmission of laboratory data (EPA Orders No.
2180.1 and No. 2180.2). OIRM is also planning to issue a
locational data policy, currently in green border review.
This policy establishes the principles for collecting and
A-13
-------
EPA ORDER
2180.3
4/9/90
documenting latitude/longitude coordinates for facilities,
sites and monitoring and observation points regulated or
tracked under federal environmental programs within EPA's
jurisdiction.
All of these efforts are related in that they increase
the potential for data sharing and integration. The
locational data policy, however, is directly related to the
facility identification data standard. These two efforts
complement each other by providing primary identification
and locational information on entities of interest to EPA.
An important difference in scope is that the facility ID
data standard applies primarily to regulated facilities,
vhereas the locational data policy covers both facilities
and other locations, such as monitoring stations, where
environmental data are collected. FINDS will continue to
allow entry of locational information for facilities.
*-° IMPLEMENTATION OF THE FACILITY IDENTIFICATION DATA STANDARD
;
OIRM intends to establish an advisory committee composed of
Agency program office representatives to assist in the
implementation of the data standard.
€.1 Schedulefor Implementation of thisStandard
In the forthcoming Agency implementation plan, OIRM
will publish the general schedule for implementation of the
standard over the next five years. This plan will be
followed by development of individual program
implementation plans, which programs will formulate
together with OIRM. For the individual program plans, OIRK
will work on a one-to-one basis with program staff to
develop a realistic implementation schedule that takes into
account such factors as mission priorities, system
capabilities; and the size of the information collection.
OIRM recognizes that implementation of the standard is a
large-scale undertaking, and it has already considered that
for some program offices, implementation should be phased
over several years.
A-14
-------
2180.3
IP* ORDER
-------
-------
Appendix B
OF FACILITY
-------
-------
FIDSIP2/12/92
B-l
-------
HD5IP2/12/92
B-2
-------
HDSIP2/1202
-------
-------
HDSIF2/1202
B5
-------
(if i.N
FIDS172/12/92
-------
Appendix C
EPA FORMS RELEVANT TO THE FIDS
-------
-------
Appendix C
EPA Forms Relevant to the FIDS
To tatilitate development of Program Implementation Plans. OIRM briefly studied the forms listed
fa Ihe EPA April 1989 Forms dialog to determine whether forms required update to ensure compliance
with die FIDS. The methodology of the study was as follows:
• Identifying from the tides of the 637 EPA Forms found in the EPA Forms Catalog those
that might be relevant to the Facility Identification Data Standard
» Examining each of these forms to determine which ones contained any relevant location*!
information, such as facility name, address, tat/long, etc.
• Reviewing whether a place for EPA ID code appeared on me form
Exhibit C-l shows the outcome of this study. Of the 637 forms listed in the EPA Forms
Catalog. 59% were eliminated from review based on their tides, the remaining 262 forms were examined
to determine if they contain relevant facility information; 57 of the 262 forms were found to relate to
facilities. These forms were then examined to determine the extent to which they already have complied
with the FIDS. The list of these relevant forms is presented by program in Exhibit C-2. The
Implementation plans of each program must include an approach to ensuring that EPA facility ID code is
added to relevant forms.
FIDSIP2/1W2
-------
a
1
RDSIP2A2/92
-------
2070-11
9510-1
3320-1
3510-1
3510-2B
a/si)
Eiblblt C-2
List of Forms by Program that Possibly Need to Be
Modified for FIDS Compliance
Superfund Program
porr? Title
Potential Hazardous Waste Site-Site Inspection Report (Site
Identification)
Potential Hazardous Waste Site Preliminary Assessment
Potential Hazardous Waste Site-Site Inspection Report
Potential Hazardous Waste Site-Current Disposition
Technical Enforcement Support at Hazardous Waste Sites
Organic Traffic Report (for CLP use only)
Toxic Chemical Release Inventory Reporting Form (Form
R)
Substantiation to Accompany Claims of Trade Secrecy:
Emergency Planning/Community Right-to Know Act
Water Program
Pate
(ND)
(8/90)
(6/80)
2070-12
2070-13
2070-14
9100-1
9110-2
9350-1
a/8D
a/si)
a-8D
(2/88)
(8/88)
(1/90)
a/88)
3510-2C (6/80)
3510-2D (9/86)
3510-2E
3560-3
356M
7500-52
7500-53
a/86)
(3/85)
(2/80)
(6/80)
(9/80)
|*yp" » '"*-
NPDES Discharge Monitoring Report
Application Form 1-General Information-Consolidated
Permits Program
Application for Permit to Discharge Information-
Consolidated Permits Program (Form 2B)
Application Form 2C-Wastewater Discharge Mormauon-
Consolidated Permits Program
Application Form 2D-New Sources and Dischargers:
Application for Penmtio Discharge Process Wastewater
Facilities WhichDo Not Process Wastewater
NPDES Compliance Inspection Report
Deficiency Notice-NPDES
SPCC Inspection Summary Sheet
SPCC Inspection Held Sheet
HDSIP2A2/92
C-3
-------
Form*
7500-60
7520-6
7520-7
7520-8
7520-9
7520-10
7520-11
7520-12
7520-14
7530-1
7550-6
7550-22
7550-23
Form #
7710-3C
7740-5
7710-35
7710-52
7710-53
7740-21
PJ&
(3/87)
(10/85)
(9/90)
(9/90)
(2/84)
(9/90)
(9/90)
(9/90)
(9/90)
(9/88)
(1/73)
(7/73)
(7/73)
Dale
(9/90)
(3/83)
(5/82)
(ND)
(12/89)
(3/90)
Exhibit C-2 (contlDotd)
Water Program (tont)
Form Tide
Ovfl Litigation Re view
UIC Permit Application
Application to Transfer Permit
Injection Well Monitoring Report
Completion Form for Injection Wells
Completion Report for Brine Disposal, Hydrocarbon
Storage or Enhanced Recovery Well
Annual Disposalflnjection Well Monitoring Report
Well Rework Record
Plugging and Abandonment Plan
Notification for USTs
NPDES Application for Permit to Discharge-Short Form A
NPDES Application for Permit to Discharge-Standard Form
A-Municipal
NPDES Application for Permit to Discharge Wastewater-
Standard Form C
Toxics Program
Form Title
Chemical Substance Inventory Report
TSCA Investigation Summary
Manufacturer's Report Preliminary Assessment Information
Comprehensive Assessment Information Rule-Reporting
Form
Notification of PCS Activity
Mercury Reporting
HDSIP 2/12/92
C-4
-------
Exhibit C-2 (continued)
3510-3A
pate
(5/80)
3510-3B (5/80)
8700-12 (6/85)
8700-12B (2/80)
8700-13A (5/80)
8700-22 (9/88)
8700-22A (9/88)
Form*
3520-2
3520-3
3520-7
pate
(5/85)
(5/76)
(9/87)
3540-2
3540-5
3540-8
3540-8A
3540-16
3540-20
3540-22
pate
(3/77)
(5/76)
(11/88)
(11/88)
(10/81)
(4/75)
(4/75)
Solid Waste Program
pormTifle
Acknowledgement of Application for a Hazardous Waste
Pencil
Acknowledgement of Application for a Hazardous Waste
Permit (Verification)
Notification of Hazardous Waste Activity
Acknowledgement of Notification of Hazardous Waste
Activity
Generator's Annual Report
Uniform Hazardous Waste Manifest
Uniform Hazardous Waste Manifest (Continuation Sheet)
Air Program
fonryTitle
Lead Additive Report for Refinery
Lead Additive Report for Manufacturing Facility or Site
Notice of Violation of Section 211 of the dean Air Act
Pesticides Program
form Title
Notice of Inspection
Report of Analysis
Application for Registration of Pesticide Producing
Establishments
Application for Registration of Pesticide Producing
Establishments
Pesticides Report for Registration of Pesticide Producing
Establishments
Use Investigation Report
Corrective Action Report
FIDSIP 2/12/92
C-5
-------
3540-25
3540-26
8500-1
8580-7
Form#
3500-5
(3/77)
(3/77)
(6/83)
(3/83)
Daie
(5/90)
Exhibit C-2 (continued)
Ptsticides Program
Notice of Pfesticide Use/Misuse Inspection
Receipt for Pesticide Use/Misuse Samples
TSCA, HFRA, SARA Tide ffl Investigation Report
FD=RA Investigation Summary
Enforcement Program
Form Tiflf
Fuels FieW Inspection
HDSP a/12/92
C-6
-------
Appendix D
FINDS DATA ELEMENT DICTIONARY
-------
-------
App.ndt* D
FINDS DATA ELEMENT DICTIONARY
DATA NAME:
DATA TYPE:
LOGICAL RECORD:
PHYSICAL RECORD:
EXTERNAL FORMAT:
EXTERNAL LENGTH:
DESCRIPTION:
VALUES/MEANINGS
DEPENDENCIES:
REPEATING GROUP:
INTERNAL FORMAT:
REMARKS:
CURRENT DATA NAME:
CURRENT DATA FILE:
ADDRESS
GROUP
N/A
FINDS-FAC-ADA
FJNDS-ACT-ADA
FACTS2-DNB-ADA
N/A
N/A
Use to indicate address as defined by the
Post Office
N/A
N/A
No
STANDARD COMPRESSION
The address group consists of the following
elementary fields:
STREET-NBR
PRE-DIRECTIONAL-IND
STREET-NAME
STREET-NAME-SUFFIX
POST-DIRECTIONAL-IND
SECONDARY ADDRESS
N/A
N/A
RDSIP 2/12/92
D-1
-------
DATA NAME:
DATA TYPE:
LOGICAL RECORD:
PHYSICAL RECORD:
EXTERNAL FORMAT:
EXTERNAL LENGTH:
DESCRIPTION:
VALUES/MEANINGS
DEPENDENCIES:
REPEATING GROUP:
INTERNAL FORMAT:
REMARKS:
CURRENT DATA NAME:
CURRENT DATA FILE:
QTY
ELEMENTARY
FACILITY
D&B COMPANY
FINDS2-FAC-ADA
FINDS2-ACT-ADA
FACTS2-DNB-ADA
ALPHANUMERIC
30
The city name. For Program Office
Transactions it may be the physical location
or a mailing location.
N/A
Required for a Facility Index File Record
No
NULL SUPPRESSED
The length is standardized at 30 bytes. The
FACTS D&B filed length as of February
28,1991 was 13 bytes; however, the DM1
input tape field length at that time was 20.
CITY-NAME, CITY
FACTS-DNB, FINDS -FACILITY
FIDS? 2/12/92
D-2
-------
DATA NAME:
DATA TYPE:
LOGICAL RECORD:
PHYSICAL RECORD:
EXTERNAL FORMAT:
EXTERNAL LENGTH:
DESCRIPTION:
VALUES/MEANINGS
DEPENDENCIES:
REPEATING GROUP:
INTERNAL FORMAT:
REMARKS:
CURRENT DATA NAME:
CURRENT DATA FILE:
COUNTY-CODE
ELEMENTARY
D&B COMPANY
FINDS-FAC-ADA
FINDS-ACT-ADA
FACTS2-DNB-ADA
ALPHANUMERIC
3
A numeric code which puts counties in
alphabetical sequence within a state.
N/A
N/A
No
N/A
Examine merging D&B County-Codes with
ZIP - where County is in a table file
implementation.
COUNTY-CODE
FACTS-DNB
FIDSIP 2/12/92
D-3
-------
DATA NAME:
DATA TYPE:
LOGICAL RECORD:
PHYSICAL RECORD:
EXTERNAL FORMAT:
EXTERNAL LENGTH:
DESCRIPTION:
VALUES/MEANINGS
DEPENDENCIES:
REPEATING GROUP:
INTERNAL FORMAT:
REMARKS:
CURRENT DATA NAME:
CURRENT DATA FILE:
FACILITY-NAME
Program Office Transaction
Program Office Lai/Long Coordinate
Program Office/Facility Match Candidate
Facility
Facility/D&B Match Candidate
FINDS2-FAC-ADA
FINDS2-ACT-ADA
FACTS2-DNB-ADA
ALPHANUMERIC
50
The name by which a facility or D&8
business entity is known.
N/A
Required for all Facility Index File Records
No
NULL SUPPRESSED
N/A
FACQ.rry.NAME
FINDS-FACILITY
HDSIP2/1Z/92
-------
DATA NAME:
DATA TYPE:
LOGICAL RECORD:
PHYSICAL RECORD:
EXTERNAL FORMAT:
EXTERNAL LENGTH:
DESCRIPTION:
VALUES/MEANINGS
DEPENDENCIES:
REPEATING GROUP:
INTERNAL FORMAT:
REMARKS:
CURRENT DATA NAME:
CURRENT DATA FILE:
FEDERAL-FACILITY-IND
ELEMENTARY
Facility
HNDS2-FAC-ADA
FWDS2-ACT-ADA
ALPHANUMERIC
1
Indicates whether or not die facility is a
federal facility.
Y= Federal Facility
N* NOT a Federal Facility
Required in Facility Index File Records; the
field will default to"N".
No
NULL SUPPRESSED
N/A
FEDERAL-FACnJTY-lND
FINDS-FACILITY
HDSIP 2/12/92
D-5
-------
DATA NAME:
DATA TYPE:
LOGICAL RECORD:
PHYSICAL RECORD:
EXTERNAL FORMAT:
EXTERNAL LENGTH:
DESCRIPTION:
VALUES/MEANINGS
DEPENDENCIES:
REPEATING GROUP:
INTERNAL FORMAT:
REMARKS:
CURRENT DATA NAME:
CURRENT DATA FILE:
INDIAN-LAND-IND
Facility
HNDS2-FAC-ADA
FINDS2-ACT-ADA
ALPHANUMERIC
i
Indicates whether or not a facility is located
on Indian Land.
Blank = No (default)
N/A
No
NULL SUPPRESSED
N/A
INDIAN-LAND
FINDS-FACILITY
HDSTP 2/12/92
-------
DATA NAME:
DATATYPE:
LOGICAL RECORD:
PHYSICAL RECORD:
EXTERNAL FORMAT:
EXTERNAL LENGTH:
DESCRIPTION:
VALUES/MEANINGS
DEPENDENCIES:
REPEATING GROUP:
INTERNAL FORMAT:
REMARKS:
pOST-DlRECnONAL-lND
ELEMENTARY
Program Office Transaction Facility
D&B Company
HNDS2-FAC-ADA
FJNDS2-ACT-ADA
FACTS2-DNB-ADA
ALPHANUMERIC
2
A geographic direction which follows the
street name.
EXAMPLE:
: Northwest
s Southwest
i Northeast
= Southeast
= Nonh
B South
NW
SW
NE
SE
N
S
E
W
N/A
No
NULL SUPPRESSED
N/A
F1DSIP 2A2/92
D-7
-------
DATA NAME:
DATA TYPE:
LOGICAL RECORD:
PHYSICAL RECORD:
EXTERNAL FORMAT:
EXTERNAL LENGTH:
DESCRIPTION:
VALUES/MEANINGS
DEPENDENCIES:
REPEATING GROUP:
INTERNAL FORMAT:
REMARKS:
PRE-DlRECnONAL-lND
ELEMENTARY
ftogram Office Transaction
Facility
D&B Company
FJNDS2-FAC-ADA
FINDS2-ACT-ADA
FACTS2-DNB-ADA
ALPHANUMERIC
2
A geographic direction which precedes the
street name.
EXAMPLE:
NW m Northwest
* Southwest
«= Northeast
= Southeast
• North
= South
eEast
*West
SW
NE
SE
N
S
E
W
N/A
No
NULL SUPPRESSED
N/A
FTOSIP 2/12/92
-------
DATA NAME:
DATA TYPE:
LOGICAL RECORD:
EXTERNAL FORMAT:
EXTERNAL LENGTH:
DESCRIPTION:
VALUES/MEANINGS
DEPENDENCIES:
REPEATING GROUP:
INTERNAL FORMAT:
REMARKS:
CURRENT DATA NAME:
CURRENT DATA FILE:
SECONDARY-ADDRESS
ELEMENTARY
Program Office Transaction Facility
D&B Company
ALPHANUMERIC
20
Contains additional identifier information to
locate a facility within a building (Suite A,
Apartment 3B, ecu).
N/A
N/A
No
NULL SUPPRESSED
N/A
STREET-ADDRESS l, STREET-ADDRESSZ,
STREET-ADDRESS
FINDS-FACILrrYJFINDS-FACILlTY,
FACTS-DNB
HDSff WV92
D-9
-------
DATA NAME:
DATA TYPE:
LOGICAL RECORD:
PHYSICAL RECORD:
EXTERNAL FORMAT:
EXTERNAL LENGTH:
DESCRIPTION:
VALUES/MEANINGS
DEPENDENCIES:
REPEATING GROUP:
INTERNAL FORMAT:
REMARKS:
CURRENT DATA NAME:
CURRENT DATA FILE:
SOURCE-DESCRIPTION
N/A
HNDS2-TBL-ADA
ALPHANUMERIC
20
Identifies the record type related to each
source value.
N/A
N/A
No
NULL SUPPRESSED
N/A
N/A
N/A
FTOSIP 2/12/92
D-10
-------
DATA NAME:
DATA TYPE:
LOGICAL RECORD:
PHYSICAL RECORD:
EXTERNAL FORMAT:
EXTERNAL LENGTH:
DESCRIPTION:
VALUES/MEANINGS
DEPENDENCIES:
REPEATING GROUP:
INTERNAL FORMAT:
REMARKS:
CURRENT DATA NAME:
CURRENT DATA FILE:
SOURCE-ID
ELEMENTARY
SOURCE-INFORMATION
FINDS2-FAC-ADA
FINDS2.ACT-ADA
ALPHANUMERIC
30
The unique identifier of the facility,
monitoring point, or permit as earned by a
Program Office database on D&B
N/A
N/A
No
NULL SUPPRESSED
N/A
SOURCE-ID
FINDS-FACILITY
FIDSIP 2/1W2
D-ll
-------
DATA NAME:
DATA TYPE:
LOGICAL RECORD:
PHYSICAL RECORD:
EXTERNAL FORMAT:
EXTERNAL LENGTH:
DESCRIPTION:
VALUES/MEANINGS
DEPENDENCIES:
REPEATING GROUP:
INTERNAL FORMAT:
REMARKS:
CURRENT DATA NAME:
CURRENT DATA FILE:
STATE
ELEMB
Ptogram Office Transaction
Facility
State-FIPS/State
FINDS2-FAC-ADA
FINDS2-ACT-ADA
HNDS2-DNB-ADA
ALPHANUMERIC
2
A state postal abbreviation. It may be the
physical location or a mailing location.
Valid U.S. postal abbreviations and
meaning.
Required for a Facility Index File Record
where it must equal the first two characters
of FINDS-ID. It roust be present in the
Table-File.
No
NULL SUPPRESSED
N/A
STATE, STATE-ABBR
FINDS-FACILITY, FACTS-DNB
HDSIP 2/1M2
D-12
-------
DATA NAME:
DATA TYPE:
LOGICAL RECORD:
PHYSICAL RECORD:
EXTERNAL FORMAT:
EXTERNAL LENGTH:
DESCRIPTION:
VALUES/MEANINGS
DEPENDENCIES:
REPEATING GROUP:
INTERNAL FORMAT:
REMARKS:
CURRENT DATA NAME:
CURRENT DATA FILE:
STREET-NAME
Program Office Transaction
Facility
D&B Company
HNDS2-FAC-ADA
FINDS2.ACT-ADA
FINDS2-DNB-ADA
ALPHANUMERIC
45
The name of the street as given in a mailing
address. May contain the entire street
address if the address cannot be broken
down into its component pans.
N/A
N/A
No
NULL SUPPRESSED
N/A
STREET-ADDRESS 1, STREET- ADDRESS2,
STREET-ADDRESS
FINDS-FACILn^JINDS-FACIUTY,
FACTS-DNB
HDSIP 2/1202
D-13
-------
DATA NAME:
DATA TYPE:
LOGICAL RECORD:
PHYSICAL RECORD:
EXTERNAL FORMAT:
EXTERNAL LENGTH:
DESCRIPTION:
VALUES/MEANINGS
DEPENDENCIES:
REPEATING GROUP:
INTERNAL FORMAT:
REMARKS:
CURRENT DATA NAME:
CURRENT DATA FILE:
STOEET-NAME-SUFHX
ELEMENTARY
ftogram Office Transaction
Facility
D&B Company
FJNDS2-FAC-ADA
FJNDS2-ACT-ADA
FINDS2-DNB-ADA
ALPHANUMERIC
4
The trailing designator in the street address
(Avenue, Road, Drive, Etc.)
N/A
N/A
No
NULL SUPPRESSED
N/A
STREET-ADDRESS 1, STREET-ADDRESS:,
STREET-ADDRESS
FINDS-FACILITy^INDS-FACILIT'i',
FACTS-DNB
FIDSIP 2/12/92
D44
-------
DATA NAME:
DATA TYPE:
LOGICAL RECORD:
PHYSICAL RECORD:
EXTERNAL FORMAT:
EXTERNAL LENGTH:
DESCRIPTION:
VALUES/MEANINGS
DEPENDENCIES:
REPEATING GROUP:
INTERNAL FORMAT:
REMARKS:
CURRENT DATA NAME:
CURRENT DATA FILE:
STREET-NBR
ELEMENTARY
Program Office Transaction
Facility
D&B Company
FINDS2-FAC-ADA
FINDS2-ACT-ADA
HNDS2-DNB-ADA
ALPHANUMERIC
10
The numeric or alphanumeric component of
the street address which proceeds the street
name.
N/A
N/A
No
NULL SUPPRESSED
N/A
STREET-ADDRESS 1, STREET-ADDRESS!,
STREET-ADDRESS
FINDS-FACILITYJTNDS-FACILrrY,
FACTS-DNB
HDSIP2A2/92
D-15
-------
DATA NAME:
DATA TYPE:
LOGICAL RECORD:
PHYSICAL RECORD:
EXTERNAL FORMAT:
EXTERNAL LENGTH:
DESCRIPTION:
VALUES/MEANINGS
DEPENDENCIES:
REPEATING GROUP:
INTERNAL FORMAT:
REMARKS:
CURRENT DATA NAME:
CURRENT DATA FILE:
ZIP-CODE
Program Office Transaction
Facility
D&B Company
HNDS2-FAC-ADA
FINDS2-ACT-ADA
HNDS2-DNB-ADA
ALPHANUMERIC
.9
A U.S. Postal Zone Improvement Plan
(ZIP) Code. It may be the physical
location, a mailing location, or the nearest
zip code location.
N/A
Required for al! Facility Index File
Records.
No
NULL SUPPRESSED
In the FRDS-D data, this filed may be the
nearest zip code location
ZIP-CODE
FINDS-FACILITY, FACTS-DNB
FIDSIP 2/12/92
D-16
-------
-------
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