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-------
_2-
Clearinghouses generally share several characteristics
that set them apart from other information mechanisms:
cp 11 ects e x i s t i ng i nf o rma t ion. It does
not generate original research reports or technology
assessments. While data may be repackaged or summarized
to facilitate distribution, a clearinghouse primarily
relies on information produced for other purposes.
A__clejjnL_nghc>use is not a review and evaluation system.
It is passive in the sense that, beyond some measure of
quality control, it does not judge the validity of its
technical information or the appropriateness of a
particular technology or decision with -EPA standards.
A clearinghouse enables its users to share real world
experience with common problems. It is more than a
database of test results or a catalogue of research
reports. While it may include such information, a
clearinghouse often focuses on disseminating information
about activities such as State permit actions or experience
with new technologies. In many cases, the clearinghouse
emphasizes information-sharing; the organizations that
use its information supply it as well.
What Clearinghouses Does EPA Operjrte?,
Five information systems currently in operation at EPA
met the definition of a clearinghouse, as did two in the
early planning stages. Three clearinghouses are operated
by the Office of Air Quality Planning and Standards:
o BACT/LAER Clearinghouse
o VOC RACT Clearinghouse
o Air Toxics Clearinghouse
••Two are run by the Office of Water Programs Operations
to provide technical information on waste water treatment for
small communities. OWPO may combine these two operations in
the future:
o National Small Flows Clearinghouse
o Innovative/Alternative Clearinghouse
The two proposed clearinghouses are little more than
thoughts at this point. They include:
o Asbestos in Schools in the Office of Toxic Substances
o RCRA Permits in the Office of Solid Waste
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-••3 —
The clearinghouses, while similar in purpose and style,
differ considerably in scope and in methods for collecting
and distributing information. Three of the clearinghouses
currently in operation are described below in detail. These
three use quite different approaches and amply demonstrate
the range and variation in designing and operating a clearinghouse,
BACT/LAER Clearinghouse
The BACT/LAER (Best Available Control Technology/Lowest
Achievable Emission Rate) Clearinghouse was the first clearing-
house established in OAQPS. It was initially started in
1979, with mixed results, then redesigned and computerized a
few years later. BACT/LAER was established to assist States
and Regions comply with the 1977 Clean Air Act Amendments,
which required case-by-case decisions on new source emissions
for the PSD program and non-attainment areas. BACT/LAER
was intended to enable the States and Regions to share data
and decisions in setting emission limits for different industry
sources.
The clearinghouse is a joint project between EPA and
STAPPA/ALAPCO. STAPPA/ALAPCO helped design the clearinghouse,
encourages State participation, and serves as a middleman to
collect and distribute information. BACT/LAER is run by EPA
(one person, full-time), with $40,000 in contractor support
for printing and data management.
BACT/LAER contains limited and carefully selected data,
stored on computer at RTF. It relies^on information provided
voluntarily by the States (the program is now almost completely
delegated) on a one page form developed by a workgroup of.
EPA and State representatives. The data base primarily
contains the type of source, emissions limits, type of control
equipment, a contact person and phone number, and space for
comment on unusual features of the permit.
The limited information available in the clearinghouse
strikes a balance between information that is necessary and
desirable, and the effort required to supply and manage it.
It primarily serves to identify a contact with experience in
a particular source or industry. While the data itself is a
reference point for the range of emissions limits set for
source categories, it is not intended to stand alone. The
BACT/LAER manager said that a responsible State agency will
always contact the other agency to discuss the basis for its
decision and other details; no amount of data, no matter
how extensive, could answer all questions.
Once a year, OAQPS prints a hardcopy of all data in
the system, which is distributed to all State and local
agencies and available through NTIS. While users rely most
often on this report for information, OAQPS responds to
individual request for more up-to-date data as well. The
-------
Office would like States to have direct access to the EPA's
computer database, since new data is relatively inaccessible
until the annual report is printed. However, this effort
has been stymied by problems in obtaining account numbers
for the States, a difficulty faced by other clearinghouses
as well.
By all accounts, BACT/LAER is a successful and much-used
system. A high proportion of the States participate actively
(last year, 23 States, 15 local agencies, and 1 Region submitted
162 new determinations). Only three States and three territories
have never provided data. Since most users obtain information
from the annual report, it is impossible to determine how
often clearinghouse data is used, but feedback from State
and local agencies is very positive. To ensure it continues
to be responsive to the needs of its users, OAQPS meets
annually with State representatives and STAPPA/ALAPCO to
evaluate the BACT/LAER Clearinghouse and make adjustments.
VOC RACT CLEARINGHOUSE
The VOC RACT (Volatile Organic Compounds/Reasonably
Achievable Control Technology) Clearinghouse became fully
operational in February, 1984. It was established, at States1
urging, to facilitate the exchange of technical information
on developing and implementing emission standards for VOCs.
It focuses primarily on source categories not covered by
EPA's Control Technology Guidelines (CTG), although it covers
some developments in CTG sources as well.
The VOC Clearinghouse follows the approach developed in
BACT/LAER in that it was developed and is run jointly with
STAPPA/ALAPCO, and relies on information provided voluntarily
by the States. However, it differs significantly in the
types of information it collects and the products it produces.
The clearinghouse gathers a variety of information,
including new research on control technologies and regulatory
activities at the State and Federal level, and produces several
products. First, it publishes a newsletter on a quarterly
basis, which includes articles written by State and local
agencies on regulation development, as well reports on EPA
activities. The clearinghouse also publishes a directory of
State and local agency VOC contacts, a bibliography of technical
reports (primarily from EPA at this point), and an up-to-date
summary of regulatory developments reported by State and
local agencies. It mails its newsletters and updated lists
directly to all State and local agencies and has provided a
notebook for easy filing and reference. The clearinghouse
is not now and is not likely to be computerized.
Like BACT/LAER, the VOC Clearinghouse is run by OAQPS
(one person, less than full time, plus an editorial board for
the newsletter), with $27,000 in contractor support for
-------
-5-
printing, distribution, and updating the bibliography of
technical reports. STAPPA/ALAPCO provide invaluable help in
publicizing the clearinghouse and recruiting State participation.
While it is too soon to assess the clearinghouse's success,
OAQPS reports that States are enthusiastic and supportive
and have provided positive feedback on the first two newsletters.
NATIONAL SMALL FLOWS CLEARINGHOUSE
The National Small Flows Clearinghouse is intended to
provide information on wastewater treatment technologies for
small communities. It was established in 1979 in response to
the 1977 Clean Water Act Amendments, which required EPA to
set up a clearinghouse for small flows technology information
transfer.
The Small Flows Clearinghouse is operated by contractor
at the University of West Virginia, with an annual budget of
$112,000. It contains several listings: State contacts;
small flow products manufacturers; State codes, regulations,
and manuals affecting small flows projects; and Innovative/
Alternative systems in operation. It also contains a bibliography
of technical reports related to small flows technologies that
the contractor keeps current through literature searches.
Unlike the OAQPS clearinghouses, which relies on information
supplied voluntarily, the contractor develops and maintains
the Small Flows database. While it serves as a central
point for technical assistance, it is not a mechanism for
information sharing. The clearinghouse primarily distributes
information through an 800 number, responding to individual
requests for advice and data. The contractor also runs
training workshops in state-of-the-art design of alternative
treatment technologies.
The Office of Water Program Operations, which funds the
clearinghouse, recently completed an evaluation of its use
and effectiveness. It found that the clearinghouse was
primarily used by consulting engineers, four States, and two
Regions. While users surveyed in the evaluation, were generally
satisfied with the services provided, OWPO concluded that
there was not widespread awareness and use of the clearinghouse.
However, the evaluators felt that greater publicity could
generate more requests than the clearinghouse could handle
effectively, given present staffing and funding levels.
The Small Flows Clearinghouse has suffered from breaks
in EPA and contractor management and from reduced funding
(it has operated at half the original budget for three years).
The OWPO report recommends that funding should be increased
to $300,000 to 5400,000 per year to "accomplish a minimum
satisfactory operation."
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—5—
What Makesa QlearingjiouseWork?
Several offices in EPA are planning ot establish clearing-
houses to provide technical guidance to agencies and others
affected by EPA's regulatory programs. Offices with experience
in operating clearinghouses can offer valuable insights to
help ensure the success of these fledgling projects. In our
interviews, clearinghouse managers identified several principles
in designing and running a clearinghouse that, if followed,
can greatly improve its effectiveness and value to its users.
Work Closely With theIntended Users; Most managers stressed
that a clearinghouse must be designed and operated in cooperation
with the users it is intended to serve. It must contain the
information they need and want, in a form that can be easily
collected and distributed. Users' participation in the
clearinghouse ensures that it is responsive to their needs
and, consequently, that it will be used.
The BACT/LAER Clearinghouse learned this lesson the hard
way. When first established in 1979, OAQPS designed the
clearinghouse and information forms without assistance from
the States. The effort was not successful; it did not collect
the information States really needed and requested more data
than States were willing to provide. A few years later,
OAQPS redesigned the clearinghouse, this time in conjunction
with a workgroup of STAPPA/ALAPCO and State representatives.
The workgroup redirected and simplified the data forms; the
system was computerized to improve data management and distribution,
The end result is a highly visible and much-used system.
Other clearinghouses in OAQPS have followed this successful
approach. They are all run jointly with STAPPA/ALAPCO and
were developed with the States.
Keep It Simple; A clearinghouse cannot contain all the data
and detail a user might want. It is most useful as a first step
in the information search, identifying what is available and
where it can be found. Simplicity is particularly important
when a clearinghouse relies on voluntary submissions of
information. The data collected must be a compromise between
what--a user needs to know and what he is willing to provide.
Provide Sufficient Resources; This is especially important
when a new clearinghouse is established. It needs to have
room to experiment with different ways to collect and distribute
information. An early investment and commitment can result
in greater savings in the long run.
There is quite a range in the resources required to
operate different clearinghouses. This is a function of the
scope and amount of data collected, the mechanism used, to
operate the system, and the extent of work performed by
contractor. It is suprising how few resources some of the
-------
-7-
more productive clearinghouses require. This suggests a
clearinghouse can accomplish a lot with a little if it is
well-designed, contains the minimum amount of information
needed to serve its defined purpose," and limits its reliance
on contractor support.
Participan ts Need_ C ons t a n t_ E_ncourageme nt; Clearinghouses,
particularly those that rely on" information supplied voluntarily,
require constant publicity and encouragement. STAPPA/ALAPCO
are valuable partners in that they "talk up11 the clearinghouses
and encourage their members to provide information.
The clearinghouses use a variety of techniques to make
their systems responsive. VOC Clearinghouse provides a
binder for States to store publications and updates. BACT/LAER
sends a form letter to each State acknowledging receipt of a
new entry, which assures the supplier that his submission
was received and used. The Innovative/Alternative Technologies
Clearinghouse recently repackaged its annual report and made
it generally available (previously, the Regions and States
received xeroxed copies) and discovered a large demand for
the data; the report is in its second printing of 8000 copies.
The National Small Flows Clearinghouse provides easy access
through an 800 number; it found requests for information
virtually stopped when this service was eliminated temporarily.
While these tactics help, the primary incentive for
continued use and participation is the usefulness of the
information the clearinghouse contains. State agencies will
be willing to transmit information on their activities only
if they are able to obtain useful data from the clearinghouse
in return. In order to ensure its system contains that infor-
mation, EPA must work closely with the groups it intends to
serve and seek their early and continued involvement.
-------
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SUMMARY OF EPA'S CLEARINGHOUSES AND OTHER INFORMATION SYSTEMS
OPERATING CLEARINGHOUSES
BACT/LAER Clearinghouse (Best Available Control Technology/
Lowest Achievable Emission Rate)
Contact: Gary Rust
OAQPS
The BACT/LAER Clearinghouse was established to enable
State and local agencies exchange information on setting
standards for new source emissions. The clearinghouse collects
limited data, including type of source, emission standard,
control technology, and contact, which is supplied voluntarily
by the States. It serves primarily to identify a contact
person with experience in permitting a certain source.
Users obtain information through a hardcopy print-out of the
database, published annually. The OAQPS manager, who works
full-time on the clearinghouse, also responds to individual
requests.
The BACT/LAER apparently provides a valuable and much-used
resource. OAQPS attributes its success to the involvement
and support provided by STAPPA/ALAPCO and State representativesr
who encourage State submissions and participated in its design.
Air Toxics Clearinghouse Contact: Bob Schell
OAQPS
The Air Toxics Clearinghouse is a new effort that should
be fully operational in the spring of 1985. Initiated at
States' urging, the clearinghouse is intended to assist
States in developing air toxics programs and setting emission
levels. It will cover a wide range of information, from
permit decisions provided by the States to bibliographies of
toxic effects research. The clearinghouse will rely in part
on data submitted by States and Regions, but will also conduct
literature searches and cover the activities of other Federal
agencies to keep its bibliography current. It plans to
disseminate information through various publications, and by
request that will be channeled through the Regions. The
system will eventually be computerized, which will allow
States with compatible systems to have direct access to the
database.
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Like BACT/LAER, the clearinghouse is a joint project
with STAPPA/ALAPCO, and is being developed in cooperation
with the States {the manager of BACT/LAER is also on the
workgroup). Because of high demand for toxics information,
the clearinghouse has published three newsletters and other
interim products, which OAQPS reports have been well received.
VOC RACT Clearinghouse (Volatile Organic Compounds/Reasonably
Achievable Control Technology)
Contact: Bill Polglase
OAQPS
The VOC Clearinghouse is intended to assist regulatory
activity to control VOC emissions by facilitating the exchange
of technical data and experience between State and local
agencies. It maintains lists of State and Federal agency
contacts. State and local regulation development activities,
and pertinent technical reports, which it updates periodically
and provides to the States. It also distributes information
by newsletter, published quarterly, that contains articles
submitted by the States or prepared in EPA.
OAQPS has received positive feedback on its newsletter,
first published in February, 1984, and on its other publications.
STAPPA/ALAPCO are sponsoring the effort and are helping publicize
and recruit State submissions.
Nationa1Small Flows Clear inghouse
Contact: Marie Perez
OWPO
The Small Flows Clearinghouse provides information on
wastewater treatment technolgies for small communities. The
clearinghouse, started in 1979, is mandated by the CWA
Amendments of 1977. It maintains lists of State laws and
regulations affecting small flows projects, small flows
products manufacturers, and innovative/alternative projects
in operation, as well as a bibliography of technical reports,
kept current by literature searches. The clearinghouse
operates an 800 number and provides information and advice
upon request. It is operated by contract at the University
of West Virginia.
A recent OWPO evaluation found that knowledge and use of
the clearinghouse is not widespread; only a few States and
Regions, as well as consulting engineers, used it extensively,
It concluded, however, that better publicity could overwhelm
the clearinghouse with requests at current staffing and
funding levels.
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Innovatlve/Alternative Projects Clearinghouse
Contact: Dick Thomas
OWPO
The I/A Clearinghouse has been in operation since 1981.
Mandated by statute, it provides a database of innovative and
alternative projects to enable communities and grant applicants
to identify and contact others with experience in certain techno-
logies. The clearinghouse contains limited data, provided by
the States: the type of technology, location of the project,
and construction firm. It also maintains a list of State
and Regional I/A contacts. OWPO is considering combining
the National Small Flows and I/A Clearinghouses, since they
contain similar information.
States have direct computer access to the datafile and
will soon be able to put data directly into the computer.
OWPO also publishes its data annually. It recently repackaged
its report and made it publically available, and discovered
considerable interest in the private sector: its first
printing of 1800 copies rapidly disappeared, and it has
printed an additional 8000 copies.
PROPOSED CLEARINGHOUSES
RCRA Permits Contact: Art Glazer
OSW
OSW is considering establishing a clearinghouse to help
Regions and States learn what others are doing in permitting
hazardous waste facilities. OSW currently plans to obtain
"good permits" from the Regions, as well as model Notices of
Deficiencies and draft permits, and distribute them to other
Regions. It might also include status reports on guidance
documents, and provide a more systematic means to distribute
policy memos. The project is not a high priority in OSW at
the present time.
Asbestos Clearinghouse Contact: Dave Schanamann
OTS
An asbestos clearinghouse is part of a larger effort to
provide technical assistance for the asbestos in school
program, and is in the very early planning stages. OTS
expects to serve a wide audience, from parents to school
boards to contractors responsible for removing asbestos.
The clearinghouse will contain training materials, and infor-
mational films and booklets prepared by agencies like NIOSH
and OSHA, as well as EPA. It may also collect technical
reports identified by contractor and information submitted
from technical experts in the asbestos field. It may operate
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and 800 number and referral service. The entire technical
assistance effort is budgeted for $75,000 initially, growing
to $250,000, and is scheduled to go into operation in April
1985.
OTHER INFORMATION SYSTEMS
Mode1ing Clearinghouse Contact: Joe Tikhart
OAQPS
The Modeling Clearinghouse was established a few years
ago, at the Regions' request, to review and evaluate models
used by the States in SlPs. Focusing on "exceptions" to EPA
guidance, its primary purpose is to ensure the Regions act
consistently in interpreting EPA guidance and judging the
appropriateness of a particular model.
The clearinghouse is very limited in scope. It reviews
models in only three industries, and access is limited to
the Regions. The Regions and States have asked that it be
expanded to cover all industries and made accessible to
States. OAQPS has requested additional resources to expand
the project.
National Pesticides Informat ion Retrieval System
Contact: Jim Skaptason
OPP
NPIRS, in operation since 1983, is a database that pro-
vides ready public access to up-to-date information on the
45,000 pesticides products registered by EPA. The system is
run and funded by USDA extension service, although EPA expects
to provide some funds in the future. The database contains
the name of the product and registration number, company
name, active ingredients, and approved uses (pests, crops,
and sites). Approximately 20 States have also provided
State registration data.
NPIRS data is used extensively by States, many of whom
register products based on EPA's evaluation, and private
industry and users seeking alternative pesticides. It currently
serves OPP's data management needs as well. OPP would like
to put other types of data, such 'as chemical-specific infor-
mation and experimental permits, into NPIRS, and use NPIRS
rather than EPA computers for all its data management needs.
It believes NPIRS has several advantages over managing data
on EPA computers: greater accessibility to audiences outside
EPA, more capacity, and less cost (users pay for time on the
computer, which covers a portion of the costs). Negotiations
within EPA on this proposal are currently underway.
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Small Business Ombudsman Contact: Marc Jones
OA
The Small Business Ombudsman provides a variety of ser-
vices' to help small businesses understand and comply with
EPA regulations. The Ombudsman is more than an information
service; it also serves as an advocate for small business
interests in the regulatory development process and helps
resolve individual problems. It also sponsors seminars and
projects designed to help small businesses meet EPA require-
ments.
The Small Business Office runs a hotline with contractor
assistance, which receives 200 to 300 calls per month. About
half of these involve requests assistance with specific
problems, rather than information, and require follow-up
with Regional liasons or program offices.
Center for Environmental Research Information
Contact: Cal Lawrence
ORD-Cincinnati
ORD has centralized most of its information distribution
and technology transfer activities in CERI, which has been
in operation since 1980. CERI performs a number of technical
assistance activities: it conducts seminars and training
sessions and prepares technical reports or evaluations at
the request of the programs.
It also serves as a central point for distribution of
ORD research results and project reports from ORD Headquarters
and laboratories. CERI prepares a variety of indexes and
abstracts that keep users informed of what reports are avail-
able, either directly from CERI or from NTIS, and has a
mailing list of 17,000 names. About 25% of its publications
are requested by State agencies, EPA programs and Regions;
the remainder go to university or industry customers.
ORD/NGA Prpject Contact: Mike Mastracci
ORD
ORD has recently inititated a cooperative venture with
the National Governors Association that is intended to identify
and respond to States' needs for technical assistance. The
project provides a contact person in NGA and a middleman in
ORD Headquarters who identify an ORD lab or expert who can
help resolve its problem. In the early stages of the project,
ORD intends to follow up to ensure the State receives the
assistance it needs; ORD is currently working on about six
technical problems for the States.
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