•)
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, DC 20460
MAR j 2 1987
MEMORANDUM
3C.
SUBJECT: Transmittal ofjpSWER Directives System Database
FROM: Thad Juszczak
-•. '••
TO: Regional Direct/ves/tdbrdinators
The purpose of this is to provide you with two disks which contain
the OSWER Directives System Database and a program to allow you to do
Keyword searches. Also included is a draft users manual.
Those of you who are familiar with the use of dBase III will probably
not find a need for the manual. However/ we would appreciate your comments,
so that we can make the system more accessable to users with little PC
experience.
Instructions are included in the draft manual for loadir^g the system
onto the hard drive of an IBM AT. We recommend that you contact the
person i»st familiar with the setup of the computer you will be using, to
ensure that there is adequate space on the hard drive and that Regional
protocols are being followed.
we will be contacting you in late March to get your comments on the
ranual and the system. If you have any questions atout the database, .
please contact Sherry Fielding on PTS 382-4483.
cc: Jack MoGraw
Tom Dtvine
Sherry Fielding
-------
JSAf
_•_:<•. in.- . j . . 5 - 4
-e OSWER Directives system .i«s oeer automates us:.-.= ^5*39 ::
ataoase '"anaoement svstem . see.-. recors . -it.i t.i» •xc«otion of tn« summary of tn* document, ail of
tr.e fie.cs are aa.« to s« searcnea. ane information ana reports
•ser.e-rate-3. sssea :n ir.siv:aua. t:.es. for »xama-«. it is possibi<
ts -srcua tcaet.^.er a., tr.e directives siarec in *!arcr. 1386, or ai.
--* ^irectiv^a wit- 'r»"-v«.' ;r t.-.e tit.*. A cescri aticm cf t.*.e
3tr.ct.ure cf t.-.e ^atsrase. arc a srief sesrriotion of tr.e fie.ss
•.•as r^«r. 3rcvi-»c ir .'master -.
~.-. is -anus, is irter.cet to orovia* « aerers- cv*rv.ew cr w-.st
:atar«sa -3, outline co.irv anr. :roc*cures for tne "ainter.anre
t: tr* Tatssas*. ar.2 to provice enouan information ;or . ir*cti
r^rrs mat rrs to oeain to uti.ize t.-.e caaaoL.ities of t-.e avate-^.
"-. is tar.ua. «:.- not e.iminate t^.e r**c :rr a ^sa.r --rtw.ecre .-.
w-.,r.-. siou.t ce ootainec t.rrou-sn ct.-.*r -anus.s rr courses.
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-•- - D»R • 301 2 . 15 -H
CHAPTER 1
«&'§£ if 1 Qi&i&iifl?
A database/ is an organized collection of information. For our
purpose*, the information will be comprised of numbers or words.
For purposes of explanation, a database is comprised of a set of
records which contain specific information. Pernape one of the
most common examples used to describe databases is the telephone
DOO*. The phone boo* for each city could be considered a fil«,
and each file contains records. A record would be all the
information on one phone number.
The specific information it contains are the files. The last
name, the phone numoer, and the addreee are ell fields. These can
be oroxan into smaller units depending on the needs of the
pro:ect.
flues
CUUV6*. LONA •
CULV6R. SARAH M
JIM
VXMIMIA
•UK MOOli SAILCOOC
__ ____ -— . EI* >v wrr-5«7
382-4 t9« WSM MLfilOO «<-JOI
3*3-4794 v$M SI263 «
SB 200 W
«SM 512*3 MH-913
Cne of the> advantages to a computerized database is that the
information is stored neatly in one place, but perhaps an evsn
greater advantage is that the database can be used to organize
the information in many different ways, depending on needs. If
the EPA phone directory is put into an automated database, one
could easily get a list of all staff with the mail code UK 34?,
or could create individual directories for each building, or
could identify who with the first name Betty works in a certain
building. It also would allow us to find out who a phone number
belongs to. Exactly what information is available depends on how
and what information is put into the database.
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CHAPTIR 2
Draft
§m*e
GSwER Dir 9O:j.:5-
-------
3IR.
The Directives System was developed in response to « need for a
standardized method for distributing 03WER policy to the Regions;
Offic«». The Directives System «n«ur«a that ••eh Region j,«
receiving th« •••• documents, and also clearly identifies wn«t
level of san«g«ment clearance these documents have received.
With the) Directives System, each region has • copy of «v«ry
policy and ^uid«nc« docua«nt.
7h« automated database sav«s th« us«r fro* flipping through pages
to ••• what documents are in the syst«n. It can t«ll you. in a
relatively short tine, what documents were written by Jane Smith.
what documents were issued out of the Superfund office during
June* 1946 or whet documents have been issued which deal with
State Enforcement for RCRA programs.
The OSWER Directives System database, like any other database.
can only give out the information which has b««n put in. Th.^
next section will describe what information (field*) comprises the
database.
The OSWBR Directives System has between 600 - 100O record*. This
number change* with the addition and deletion of documents.
There are 19 fields in each record. Following is • list of the
fields and a description of each one. The number in parenthesis
wnich follows the name of the field indicates the length of the
fie^d. Author or person responsible for the writing of
the document.
C3GCFFICE <10> Office of the originetor at the time the document
• waa written cOWPE,03W.OIRR,OU3T,or 03UER-AA for •
OSWER, AIR, WATER, etc for other offices).
SRANCK (12) Branch of the originator at the time the directive
was written (see list appendix „„.).
PHCNENO <•> Phone number of the originator at the time the
directive was written.
APPROVBY (19) M«me of the highest level person to review the
directive. (Where signsture is delegated, use name
of delegstor.)
ATITLE <20) Title of person named in APPPOVBY at the time the
directive is issued.
APPROVOATE (d) Date the directive is approved.
STAT-'S (1) Indicates what level review a draft document has
received.
-------
03A--
SUHHAJY (1000) Providee a description «
directive. "CPlptl«n or a summary of
SUPER <1> Anawsrs the question. "Does this directive supersede
another document?"
SUPESNUn <40> Indicate* which directiveceJ has been superseded by
current directive.
SUP U> Answers the question. "Does this directive supplement
other directives?"
S-JPHUH f40) Indicates which directive(e) has been supplemented by
current directive.
»
ENTESOATE Date the directive has been registered m the
OSWER automated system
EFFDATe (9) Date the directive should be followed as official
C3WER policy..
KEY (130) List of keywords which are assigned according to the
list in appendix ...
CHANGE (1) Used for administrative purposes to flag items for
reports.
With tite exception of the summary field, all the fields are fully
searchable, and the database can be organized. based on the
information contained in any of the fields.
The summary field is an exception to this rule, because it cen
maintain more information per record then the other fields. It
does not. however, have the searchsbility of the other fields.
This field is called s "memo" field, end it is used specifically
to store lerge blocks of text. Although it is included in the
list of fields, it is stored seperstely. and the entire file has
its own nsme.
w»9$ 2* fefdfld S2 Qfitmt tst
To maintain the Oswer Directives System, an IBM PC. AT. XT, or an
I3H-comp«tlble microcomputer is needed, nost fPA computers
wii; already have dBASE III installed on the system.
Additionally, Crosstalk, a communications software package, a
modem, end a telephone line are necessary. All instructions which
are provided in this manual assume that these requirements are
met.
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CHAPTER III
RESERVED
-------
CSWE3 D:S 9013.IS-.*
are instructions for accessing t.ie -SwES jir«ct:y
fvste^ Dataoase. The instructions on rne re:e syst««. -•> :3
cnapter sss'--»«s tnat t.iat tn* *t«o» «xpiain«c in cnaotar ^ navm
2*«n foi*ow*«, ana tne aataaas* is a«ing maintained or. -.-:• nar-
ci3K ow to g«t information out of tft« system.
:. GENSSAL JVH
.- .urn or. c?r»out«r
2- Choose ootion for clBASE t sjair. tvre:
. USE.OSWERDIR
You nave now accesses f.e c-a-
o ioox at a recor-.
e»cjip«t
. EDIT.'ret-rn:
rt -nintent : rr.a. . v c.^ansir.e
•s- :r. if you /
-------
.3-4
II. TO GET SPECIFIC INFO&XATION ON A DIRECTIVE
In thia ••etion. we w i . . discuss .istina se.ectec information
eased oft criteria. indexing to aid i.-i « searcn, ana or in ting
• report.
~n« »etnod for r«qu«ating information daoercs origan. v on wnat
information is availao.e, and what it is tnat is neeeea , 7j»e
exanoles tnat fo.iow are on.y a few of trie wavs to searc.-s tn«
aataoas*.
A. TY?£5 C" SEARCHES
".ere are two ways of instructing tne eomouter to search for
nformation. "he first is a straight searcn where tne information
nic.i you are .00*1.10 for must aooear exact./ a* it is typea ana it
jst se at t.ie aeainnino of tne field.
his is tne formula for a straiant searc.i:
f ielaname» ' xxxx'
~-ie seeonc type is s strir.a searcr. , w.iere tne information listed can
aooear anvwnere wit.iin tr.e field.
~ne fcrr^u.a fcr t.ie stnno searcn i*;
'xxxxxx'»fielcna«e
strir.a searrn ;s =*rsera..v .more tnorour-.. anc is preferrea
rrr. :.-.3 t.". r ? •.: = •. .?rc<">r fie.^s. "or searr.-. ir.a for a eaecific
.Tj.fser or cate. t.te atraicnt searcr. is aeecuate.
3. _:i~ :^-rA\
Tne .ist -rommar.c is u»eo witn one or more fie.s na^es o.us
c-rrtents. *:?en a., relevant recorcs nav« reer. retri»v«c. tne art
ui.i aooeer oe.ow t.ie iast recora .
"3 stop tne retrieval nrccess te-rcran 1 v . s? tnat vou can
an itee, preee end nol': tne '*v .aoe.eo ::-r... -?rs -..-.» .eft of
tr.e key&oerd. then press "S". *nen vou ar- reacv to restart
-.-i« search, prese any
-------
cswes i:s 9o.3..5.4
r'or«u.«
co«put.r
• .,*•-,..
I 1 3r"*"i0n
. for
. or
"
exa.ro;. on.v cir.c-.iv., or
.. ar for
0±'
If vou t.vo«a tn« fo.iow:p.a c
"r«turn.;
•• io.iow«
ill IBB.l-41 «0.!CT
4PMOWV
«T WLjaf-OM I1TO
u* «a.«i aaiCT si car-MMiK » maun •BHU « «aaar^Mi tarn
OAO/4I
ta «ao.;-4> «:vc« IF to «acwr COP-MV n «OM. UMM crmria nr
10
OtsU/U
cisr <=• . fec^icr. t'5-jr of vi* CS
v:-;a3 « . 13-ir.s -f -.-.• rr.;-T*ri
vo -•TCTTS -tr* *_„ r^.-atiri-s to
ae* a 3ri«r :»»cr.p'ion of ^.*s«
.lanua.
If vou
«*. .-01 >«cr:9H C-CJJ wet)* !0»
:"»>3.;c.ra«M'i « wt tui ^ «MUi 3' WIT
n. MHH*. »«rw X,
US
«ti«r« M MAUClrMW U
B0.1-U
Of «MI It, !«, lilXV I
tf« fiMia| tf r^m
• rmmiti tmtf m
M(M *IDMM
SSO.J-01
.>i.
-------
f you *now tnac aom-aona ramae C.ausaan wrota • Goc-manr. out t.
aat tm« you ««w it, it .-.ac not ?*«n iina.iraa. you rap. rt-c-r
na atatua of th« docuuwnt aa wa.. as aajt in* TT^-S". irn W.IIT.-. w;.
et you contact tha originator of t.-.a ;ecur»ant. "-3 ODt*;r. t-.Ia
nformation. typa:
•LIST.TITLE.STATUS.EFFDATE.PHOMEWO.FOR.'CLAUSSEN'IORIGINATOR
:re-jrn:
You ancu.c a«« '."MS acraar.:
ttl1
*
PWW * 'IDUM *
9
9
•irj
wn/a
*:''•
HMt« «u»
".-, a status w.i. ^
if :t is now fina
was - ;r.A . izao .
vou wnat .ava. of araft in a aocuwant la, or
.-.a fia.a. 'SrTDATS' will iidicata whan it
way ~ 3 3«%i-r-. is to . CCK for
~.i« oo-jc« oic/c.a -ic'-t
. LIST^NUHIER . TITLE. FOR. ' PICKLE. LIQUOR' «TITLE . OR . ' PICKLE.
LlflUOR'iKEY ^.^a-turr.:
r. 13 wi
-«T=»r ana tna tit. a of v.*
ss -«.- as
. as fc-.T
w-.ar. vou ^
cet jcii
na racore nu.T»3*r, you can
information.
t.'.a £«• 1
-------
oswE? :>:? ?u: ?. .5-
3. IMDCXZNG
is used to reorganize tne aateaase c-r a suoset cs -.-.
-atarase
.e "5W53 -iatasase
o« i.-.sexec =v
iirective r-j-?*r. sine* tnis :s :ne easiest ar.a *?»t .o*;7a.
to orcaniz*
ere .->av oe instance*, nowever. «nere it WT-^.S
u»e:u
to
an a.pnaoet i
ie
.*« -;:
t.-.e cirectives. or a c.-.rsnolooinai iistina of t.ie s«t*» t
were
or «er« tirsa. ireo
e cat«oa*e .-.as t-
casaoi.itv to sort recorc* a 4s.naoet ica.iv , nuwencfl, .v, or
ro ir.3 on tne contents of t.i« fie.
se.«c-:«s
for sortir.c
.e*s tr.-ar .
Since incexina car. oniv be done usino fieias of
."» cr.aracters. tne -"ost aporopriate tieics to irsaex in
--.e Directives S/stem are number, originator . spprovby. and cne
ate fields
tne oatasase is trar.smi ttea
a.reaay oe arrsngea
so tnat tne directives numoers are in ascendina order
3*ri?Ci-r 'joca-e» are t
ei . tne system
need to oe
reirtcexee
he fornu.a :or incexina is
J.N
.ame:
to
:nai«e» of incex fiieJ
IMDEX.ON.MUHBSF.TO.IMUKIER 'returr
ia '.&a saved t.-.* irrex to a file ca-.ea
use t
cataoase witn tne inaex
USE.OSWfRDIR_IMOEX.ON.rwUǤM .return
sav* 3««'
catasase anc wcu.c .ixe to use an
w.ii;.T
u creates at some otner time, to reactivate t.-.at
. SST.IMDIX.TO.IMUHBEP :r«turr
2 see) tn« result* of tne ir.cex. tvs«:
. LIST HtXT 9 NUMBER, TITLE.
You should ••* this:
-------
CHAPTIK 4
Stunt; Iftt
BC99Efe
DRAFT
To fa*4Jit«ta) ata/f «nd aanagora who havo littlo or no oxporianca
in u*iaf dloao III. • aonu-drivon program haa boon dovalopod
which will allow tho u*or to gonorato a ehoico of four pro-
do«iojn«4 roport« b«ood on koyword*. Thi« progran i« vory
li«itod» and is intondod only to allow tho non-u*or liaitod
•ec««* to tho Diroetivoo Syoto*. An «dv«nt«fo to this program n
that it i« virtually iapoaaiblo for a uaor to da»ago or altar tho
data in tho ayataa.
STEP 1
Turn on tho eoaputor. .
STEP 2
You ahould aoo a acroon that looka lika> thia:
04-02-19M
M
'J L.G
-J
r*
•' J5I» £»:-
« >»CKu»/»e3Ton«
;7 -vT3»:,t,
F« »*sic
rl.fj
no ars* o»tj»(»T:.;c
ir
-------
9013.15-4
STEP 3
Cho«a> option
runction
..ft of
S7S? -i
Aft.r a ,aua,. you .noula 3.. * 8cr..n th€t look. .^ ^^^
it :Hi» »eft««r« «no ;
•
43
u. n «u>B«r?. AM«a«-~«t« «r«nt» van »
3«r«en«i . ic»n«« «• u«« tn« »«i»ri«l« only on • •ififl* or •u*«««u«nt (out n«i
•d«ititfn«i' «o»out»r t«r»»n«l for fifty r««r* fr«« %n« ei>« tn« •*•!•« «t*M
i«« a««n 9p«n««. row r«««iv« t«« ri«nt to UM cn« N«««ri«ii. But x«w *• «•»
a*eo*« c.i« «*n«r of CUM. r«u •«» na« «it«r. d««a«fil«. or r«v«r*«-««««a»i« i
•ef.v«r». *na vou HAT MOT COPY tn« W€t«rt«i«. TN« N«t«rt«i« «r* pr««««tM •?
coo»ri«nt, :rta« *«crBt«. «n« tr«a*«*rit Lav. tn« » af
of
or««« cn« return ••* <— i.
»« F: »•» for
•»9« • $«•••«• *or A33I3Ti
STEP 5
Hit t.H.« CapsLocK /<«y one* (on an IBM AT t.*>.« indicator light will
b« on)
At t.t* dot prompt, t/p«:
:; .U.E-:.? CRETURNI
You should ••• a »cr««n that looka lik« thia:
* - »«»ort»
K * LI«
IX
r«ennie*l J*«
ta 3OS
•> 3«i««« option or
«nt«rinf l«tt»r ea««* ->
-------
DRAFT
OIR. 9013.13-4
To print or view report*, type R and hit CRETURHJ
You ahould *ee • ecreen that look* like thi*:
•Wn MM m flMM HflVCTtinV fTVTV
• I
ft
*»r*m*
A. OSWER Directivea Report *1
Thia report contain* the 03WKR Directive Nuaber, the title of th«
docu»«nt, tn« date on which th« document i«/w«« «ff«etiv«, and
tha lavai of draft if th« document la not final.
B. OSWBR Diractiva Raport *2
Thia report containa tha information liatad abov* in Raport *1,
plua a briaf au»»ary of tha doeunant. To print or to diaplay
trua raport. you naad to ba in compraaaad print.
C. OSWER Oiractiv** Report «3
Thia raport indicatea tha record nunbar* tha OSWER Directive*
number, and the aummary. Conpraaaed print la not neceaaary for
thia report.
D. OSWER Directive* Report *4
Thia report hae not been completed ao that each Region haa the
option of deeigninf the report to «eet their individual need*.
Choae the report which provide* the information deeired, and hit
tRETURNJ
You eheula)
• *cr*en that looka like thia:
--3 §i :*ctuo«o :
3 If -.n» »otn en* feliovin* ••••«ra« «r« -«
-------
IR. 9013.13--*
Follow ths instruction* which are on ths acrssn for entering
keywords. Asssndix A provide a cosplets list of keyword. «• of
this writinf.
After chosing the keywords, you should see the following screen,
and have the option of printing the r«port or simply vi«wtng th«
report on th« co»put«r monitor,
If you do not h€v« « printer. ^3 32S choo«« th« option to print,
II. Li«t Keyword*
This choic* «llow» th« u««r to vi«w or print • li»t of «11 th«
keyword* which «r« in th« «y»t«». Appendix A provides « listing
of th« k»yword» a* of th« printing of this ««nu«l.
:::. Li»t Abbreviation*
This allow, the us.r to gst a printout or to ••«• o thj •«•;"• «
listing of ths definitions for ths various "•**£•*££"
dstabss*. and ths various abbrsvistions ussd for ths office
abbreviations.
:v. For Teehnicsl Uss
This is ths .schsnis. to updst. the ksyword list. It is quit.
ti.e consioiinfl, and doss not g.n.rally MSJ.^J* don* unlM*
•dvissd ts ds so by ths OSWW Dirsctivss Officsr.
-------
In ord*r to v«rify t.iac vo^ riave a.. 31 tnea* fi.«a or, v- -
:J
2- *ncoa« option i
13
Vcu a.iou.d a«« t.lia:
J : >
3- "urn on -Jaoa i-sc* av cesrasaina tn« caos .ae^ <«v i tn« araar
-ia.nt in »n« »ao«r non^ .ianc corn«r of t.la x«yooarc will 9«t or,
4- ?.ac« Dia^ -
co^3u-«r (tri« too
anc type:
; : >DIR_A:/P :r«tum:
~iia aaxa -n« co*ou^«r 10 aiv« tn« DIR«c-.ory ot" a:. th« fii
-n cr-.v«. A, anc _o P«us« wn«n tn« *cr««n i« full.
5- :o«3ar« r.i« .13- WT. ic?. vou a«* on -.i« acr»«n *o t.n«
I ia* - on •:?.• s r s e= «•=!.-.•= cacr«.
for
-^» c;s^: s'rsm i.*i* Ci«< ar:v«.
e r ; s.< J :r. M -rive anc r«r«at a^«T3 •* anc 5. coiparir.
i fcr Jiax 2.
Jffirer at.
'-.r rcr.tac*
r or-»r ^a maintain •*.« «niir« 1 : r«c-. : vMKDIR\OBASE\OSWER .'re
Tnia t*..a t.-s* cc"^?-t«r to HaK« a auaDIR»c
airec-CTv -a*«c DBASE tnat. is nam«e OSWER.
New -o tyo«:
c: > CD \DBASE\OSWER: r«t um:
~ni» i» ••Llina tn« computer to Chanoai Dir«ctor$.«s to
DBASEN OSWER
Tn* n*w prompt snould ioox iika> tn:a:
C: DBASE \OSW£R>
-------
You mhould ••* « «cr««n whicfi looxa l
Til
Mum.
of t.i
c a
, a in Cri«pt«r i. ?«?• 3.
c: t.
.i**«-= or.
as a fui.
acr*«r.
v 2
. LIST.MEXT.l .SUMMARY Ir«ijrr.:
3-.cu.c s«« •..i* following acr««n :
CV/COB4
'w« itn «:
c?i«« «t «r «•*»
WMftitf t«t I MM
manv
in -.n* aya-.«n
. COUMT Cr«turn:
r.umo*r -w.-.icrk i* a.iown inaic*t«« --•".* numo«r o
~hia snould
. *
vou wxtn
Of
-------
0 r a f t
-:r 90. j. .3-*
At thi« point, a piace to out vie fi.es .iaa seer
you will copy vie f;.ea fro* t.ie f.osav aia*a to
er. The f.aspy ciana can vren re aaf<
t - * .-. a r i ; i 4-•
c-j«r = ec ss
L is -ot at:., i r. t.*i« A -=r;v».
into vie aussireetorv.
;:D9A5i\ ; f *E 9 >COPY_A: •.•_<:: :r«turn.
.-.i3 t*_.a trt« co.Ttsutar to COPY a.- (».•> tn» :*!.•• _n t.-.* A
rive ta ^.-.« C criva.
*eit for t.ie rec -i-snt to go out on t.ie cowouter, and look at t.*i
screen to see t.iat 2«i file* .iave oeer copiee.
tie ciax. anc reoeat t.ie orocecure wtt^ Oiax 1, being
certain t.iat - fi.ea ~.ave oeer copiee.
ycu .-.av« r.ow coRo.etec in'ata_.ino t.ie syatem or. vcur lard ei»X.
"nis orocecure wi.'. rot neec to oe fo..ow«c aaain unle»* tnere iJ
3.51"* orco.e'n wit.i vo-_r .1 ar~3 sriva. ~i* floppy nsxa anoulc oe
safecuar-ec.
,ote: If vc- .-.ave in X" ratner tr.an an A
:.-. * -e so ru-ar ter •* ..rectiv&a -fficer to n
oiesse contact
t a
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