D
ocumen.
M
T'H r"\
id.
Syste
m
&EPA
United States
Environmental Protectioi
Agency
User Manual
Region 3
U.S. Environmental Protection Agency
May 2001
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TABLE OF CONTENTS
CHAPTERS
1. Introduction: WhySDMS? 2
2. Starting SDMS 3
3. Changing Your Password 4
4. Searching for Documents 6
5. Managing Images 16
6. Printing Documents and Collections 19
Printing a Single Image/Document 19
Printing a Collection of Documents 20
7 Annotations 21
Creating an Annotation 21
Viewing and Editing an Annotation 22
Moving an Annotation Icon 23
Deleting an Annotation 23
8. Redaction 24
9. Collections 25
Administrative Record Collections 25
Special Collections .....27
FOIA Collections 32
10. Optical Character Recognition 37
APPENDIXES
Appendix A SDMS Retrieval Guidelines
Appendix B Changing Screen Settings
Appendix C Mouse Alternatives
Appendix D CERCLA Records Center File Circulation Sheet
Appendix E SDMS Fact Sheets
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1. INTRODUCTION: WHYSDMS?
The Superfund Document Management System (SDMS) is a powerful tool for
information management and access. SDMS facilitates tracking, storing,
compiling, and accessing Superfund site-specific information. One attractive
feature SDMS offers is the ability for users to access site information from
individual workstations. Instead of making a trip to the records center and
looking through folders of documents, users can see the images of the documents
on their computers; eliminating the trip and the paper!
Another helpful SDMS function is the collection feature. By using the collection
feature, users can group a series of related documents together and name the
group of documents for ease of future retrieval.
Another enhancement involves exporting images from SDMS and placing them
on compact disc read only memory (CD-ROM). The CD-ROM format is
especially helpful in distributing Administrative Records (ARs) and responding
to FOIA requests. CDs are easier for libraries/repositories to store than the
volume of paper that currently comprises an AR. Distributing information on
CDs is helpful in answering requests under the Freedom of Information Act
(FOIA) and aids in complying with the most recent Electronic FOIA regulations.
The future for SDMS also is bright. In addition to the benefits SDMS provides
now, EPA continues to plan enhancements to the system. Optical character
recognition (OCR) is one feature that will be available to Region III users in the
near future. OCR allows the user to search on words within the text of a
document, in addition to the information in the index.
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2. STARTING SDMS
The SDMS application can be launched by double-clicking on the SDMS User
Icon located within the Applications Toolbar on your desktop.
The following window will appear prompting you for your user log-in name and
password.
HiqhVIEW/SQL for Windows User Logon
User Name:
Password:
Cancel
Your user log-in and
password must be entered
in ALL CAPS. To move
from the user name field to
the password field, use
either the TAB key or the
mouse; hitting the ENTER
key will enter your user
name without a password,
and the system will indicate
that your password is
invalid.
3
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3. CHANGING YOUR PASSWORD
When installing the SDMS application on your workstation, the System
Administrator will set up a generic password for you.
It is a good idea for you to change this password to
something that only you know and that is easy for
you to remember.
To change your password, access the main SDMS Menu (see Chapter One).
From the main SDMS pull-down menu, select Change Password.
;- A/range Icons
inimize All
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The following screen will appear.
PASSWORD MAINTENANCE
Y *****
Cancel, t>*
±L
Enter your new password. Then enter it again for confirmation. Please
remember that in order to move from one field to another, you must use the Tab
key or the mouse.
You must know your old password in order to change it. If
you have forgotten your password, please contact the CERCLA
Records Center or the SDMS Administrator.
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4. SEARCHING FOR DOCUMENTS
SDMS is a user-friendly system that operates in a Windows environment. The
SDMS Retrieve Form provides you with various fields in which to enter data.
Clicking on Search after filling in these fields will provide you with a "hitlist" of
documents that meet the criteria you entered in the form. The more fields you
fill in, the more refined your hitlist will be, listing only the most relevant
documents. The key to searching in SDMS is to enter enough information in the
Retrieve Form to weed out extraneous documents while leaving your search
general enough so that other documents in which you have interest also appear
on your hitlist.
The "lookup" feature is another helpful searching tool. If a particular field has
the lookup feature available, the lettering in the Lookup button will be black.
The lookup feature is not an option if the letters appear gray.
Explanations for each of the searching buttons follow.
Search
Search After you enter all the desired search criteria, click on the Search key to
initiate the search. The results of the search will be presented in a hitlist from
which you may select the document you wish to view. Double click on the
document of your choice and it will appear in the Image Services Window.
The first step of the search involves a validation of all search
criteria entered in the form. If a search criterion is not valid, an
error message will appear asking you to use the Lookup key to
select valid search criteria.
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Lookup - When performing a search, SDMS requires that you enter valid search
criteria. If the Lookup key is enabled (you'll know if the lookup function is
available if the letters in the Lookup button are black), you may use it to validate
your entry. Simply type in the first few letters of the desired criteria and click on
the Lookup key. The system will produce a hitlist of valid entries for that
particular field. Double click on the entry of your choice, and the system will
automatically fill in the blank on the retrieve form.
The Lookup key is not enabled when it is "grayed out;" if this is the case, there
are no validation requirements for the field. Please note that you are able to
narrow down your lookup by entering the first few letters of your search criteria.
Clear - Clears all fields of search criteria, making the retrieve form ready for a
new search.
:Exit
Exit - Closes the Retrieve Form
Region III does not utilize all of the searching fields included in the SDMS Search
Form. For a list of the fields used in Region III and a brief explanation of the
fields' function, please refer to the annotated Search Form on the following page.
More detailed explanations of the search fields follow.
7
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System Generated ID
Number
Indicates to which
Operable Unit a
Document Pertains
Indicates the
Name of a Site
Indicates the Dumpj
Site Number of a
Site
Author of a
Document
To Whom a
Document is
Addressed
Title or Subject
of a Document
Indicates the Section'and Subsection
Where a Document Would be Filed in the
Records Center's Hard Copy File
Type of Document (e.g.
Report, Letter, etc)
Indicates the Beginning Date of a
Document Search (Press TAB
for the Ending Date)
Indicates Confidentiality
Status of a Document
Indicates to which
Phase/Activity of the
Superfund Process a
Document Pertains
Used to specify a type of
reference; e.g., PRP name
Types of
Collections
Initiates the Search for Your
Document
Validates the Data
that You Enter in a
Field
Tracking Numbers Under
a Specific Contract
Number (Primarily for
Cost Recovery Purposes)
System Generated
Collection ID Number
Allows You to Choose a
Specific Collection
Closes the
Retrieve Form
Clears all of
the Fields
Within the
Search Form
Doc ID #
The system-generated number produced when an index for a document is
created. The Doc ID # is written in the top right hand corner of each document.
This number is used primarily by records center staff for tracking the location of
the hard copy.
Doc Type
Indicates the type of document for which you are searching (e.g., report, letter,
map, etc.). Click on the Lookup key for a listing of Doc Types.
Beg Date
Indicates the date of the document for which you are searching. You may search
on a range of dates by entering the beginning date, pressing Tab, and then
entering the ending date. If you wish to search on a particular date, rather than a
range of dates, enter the beginning date only.
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Status
Field not used in Region III.
Rel Type
Field not used in Region III.
Roll/Frame
Used for microfilm. This field is not yet in use in Region III.
Access Code
Indicates confidentiality status of a document (e.g., No Restrictions, PFE, CBI,
etc.). Click on the Lookup key for a listing of Access Codes; double click on the
code of your choice. Access to documents is determined by one's User ID. Not
all users will have access to all documents. Please note: EPA attorneys are
responsible for determining each document's access code.
Operable Units
Indicates to which operable unit a document pertains. After entering the site
name, click on the Lookup key for a listing of operable units for that site and
double click on the operable unit of your choice.
Phase/Activity
Indicates to which phase/activity of the Superfund process the document
pertains. Click on the Lookup key for a listing of phases/activities and double
click on the phase/activity of your choice.
Site
Indicates the name of a site. Enter the first few letters of the site name, and click
on the Lookup key, which will produce a list of those sites beginning with the
letters that you entered. Double click on the site of your choice. *Note: If you
use the Lookup function and do not enter the first few letters of a site name,
all of the sites that have been entered into the system will be pulled from the
database.
Case #
Field not used in Region III.
Doc Location
Field not used in Region III.
Text
Used to conduct full-text searches. This field will be available in Region III in the
near future.
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Reference Type
Used to specify a type of reference. For example, click on the Lookup key and
select PRP if you are searching for documents pertaining to a particular PRP.
Alt Media
Field not used in Region III.
SSID
Indicates the Dump Site Number of a site. Enter the Dump Site Number for the
site of your choice. Click on the Lookup key to validate your entry.
Reference
Used to reference documents pertaining to a particular organization. For
example, if you are searching for documents pertaining to a PRP, first select PRP
from Reference Type. Next, enter the first few characters of the PRP name in the
Reference field, click on the Lookup key and select a PRP name from the
generated list.
Contract ID
Indicates the contract under which the document was produced. Click on the
Lookup key for a listing of contracts.
Track Type
Indicates an alternative tracking system. For example, SDMS tracks Work
Assignments under a specific contract under the WAD tracking type.
Track #
Indicates the more specific tracking numbers under a particular Tracking Type.
WADO#
Field not used in Region III.
Track # Desc
Field not used in Region III.
10
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Author
Indicates the author of a document. Enter the first few letters of the author's last
name and click on the Lookup key for a listing of individuals.
If you do not know the specific name of an author, but
you know the organization to which the individual
belongs, you may enter the organization without the
individual's name to narrow your search.
Addressee
Indicates to whom a document is addressed. Enter the first few letters of the
addressee's last name and select the Lookup key for a listing of individuals.
If you do not know the specific name of an addressee,
but you know the organization to which the individual
belongs, you may enter the organization without the
individual's name to narrow your search.
Title/Subject
Indicates the title or subject of a document.
Comments
Indicates the section and subsection where a document would be filed in the
record center's hard copy file. Please refer to the CERCLA File Circulation Sheet
found in Appendix D. The lookup feature is not an option for the comments
field.
Special Collection Feature
Indicates the type of collection to which your document belongs. You may enter
the number of the collection if you know it or click on the Collection key to
generate a list of all of the collections of that type. Scroll through the collections
and highlight the collection of your choice. Then click on the Selec^Exit key.
The system automatically will enter your Special Collection selection in the
retrieve form.
11
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SAMPLE SEARCH
To get an idea of what a search entails, follow this series of screen captures and
explanations.
After logging into SDMS, select Retrieve from the pull-down menu.
After selecting Retrieve, the following Retrieve Form will appear.
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*Ifa site is in the Site Field when SDMS is opened click on the Clear button to
start a new search.
Enter your search criteria. Keep in mind that while you want to narrow your
search, you should avoid being too specific. Being too specific will prevent you
from viewing other documents which could be related.
Use the Lookup key when entering your search criteria, to ensure that your entry
is valid. The Lookup feature is available for a particular field if when you click in
the field, the button is written in black letters; if the letters are "grayed out," the
feature cannot be used. The Site field is an example of when the Lookup
function should be utilized. To use the Lookup feature in this instance, enter in
the first few letters of the site name, and click on Lookup.
If there is more than one match to your criteria, a screen similar to the following
will appear:
NDDQQ-a07729t
ND0935366t31
NDD9S5366632
CECIL CITV LflNOFILL
CELfiNESE FI9ERS CO 6CELLE PLflNT
CELI6 LUST
CEMETflHY LONE
NDD04195J803 CENTRAL CHENICrtL COMPftNV
NDD033051 WT CENTRflL CHENICfiL-Hfl&ERSTOWN
CENTRE COUNTY KEPONE
PflDG86733540 CERRO NETflL PRODUCTS
NDD300221275 CERTflIN TEED NETflLS
CERTIFIED CONCRETE
Double click on the site in which you are interested. The system will
automatically return to the retrieve form and fill in the site field with the site you
selected.
If there is only one match to your entry, the system will return automatically to
the retrieve form, and the site field will be filled in with the appropriate site
name. If you find that the site name the system has filled in does not match the
site to which your document pertains, please contact the CERCLA Records
Center.
13
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Bag Date
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1777
1 781
1 7*13
1782
17SQ
1783
1T9G
1783
1732
1845
1731
1785
11-03-1993
12-15-1994-
12-21-1994
12-22-1994
12-22-1994
12-27-1994
1 2-Z7-1994
OJ- 24- 1335
03-27-1995
03-29-1995
04-03-1995
04-07-1995
D5-2&-1995
15
2
1
2
7
1
8
1
3
3
1
3
1
V
N
N
V
M
M
M
N
N
N
N
N
N
LETTER OF INTRODUCTION FROM CflL 1
PRELININfiRV COMMENTS ON DRflFT ROD
PRELININftRY ISSUE CENTRE COUNTY ROD
CONCERNS IN RELOTIOH TO THE FORTHCOMING ROD
COMMENTS ON DRftFT ROD
EXTENSION OF OUfiRTER FOR ROD COMPLETION)
COMMENTS ON CEWTRE COUHTV KEPONE ROD
REIJIEU OF DrWf ROD
LEGflL ISSUES OF CONCERN REGflRDING DRflFT ROD
COMMENTS ON DRflFT ROD
DRflFT RESPONSIVENESS SUMMflRY SUPPLEMENT FOR CENTRE COUNTY KEPONE S
COMMENTS ON DRflFT ROD
COMMENTS ON FIWflL ROD
The hitlist includes the Doc ID #, date, the number of pages in the document, "Y"
or "N" depending on whether the document is public, and the title/subject of the
document. Double click on the document in which you are interested. The
image of this document will appear in the Image Services Window.
14
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* C$8 B*l Doaid Public Subject
03-27-1995
03-29-1335
-03-1935
8^-07-1995
05-26-1995
In this instance, we have searched on "ROD" in the
title/subject field. To ensure all relevant documents are
retrieved, it is recommended that you search on "Record of
Decision" as well.
15
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5. MANAGING IMAGES
After you select a document from the hitlist, the image will appear in the Image
Services Window. SDMS has several features that allow you to manage the
image to meet your needs. Using these features, you will be able to scroll
through the images, rotate them, and enlarge or shrink the images to allow for
easy reading. The following descriptions explain each of these helpful features
in greater detail.
Buttons Along the Top of the Image Services Window:
Printer - Print one.
Currently, selecting this key WILL NOT print the document. This will be
available for printing in the future.
Stack of Papers - Copy.
This feature is not available for use in Region III.
Large Mountain - Zoom In.
Click on this icon to zoom in on the upper left-hand portion of the image. Once
you have zoomed in on the upper left-hand corner, use the scroll functions to
move around within the document. You may click on this icon more than once,
depending on how closely you would like to zoom in.
Small Mountain - Zoom Out.
Click on this icon to zoom out, in order to get a broader view of the image. You
may click on this icon more than once, depending on how far away you want the
image to appear.
16
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Clockwise Arrow - Rotate.
Click on this icon to rotate the image clockwise.
Counterclockwise Arrow - Rotate.
Click on this icon to rotate the image counterclockwise.
Double Arrow - Invert.
Click on this icon to invert the image.
f
Single Arrow - Restore.
Click on this icon to Return the image to the orientation in which it was
originally scanned.
Scanner - Set up Scanner.
Click on this icon to allow you to set options for scanning. Users other than
records center staff are not able to utilize this feature.
Post-It Annotate.
Click on this icon to add comments to a document for other SDMS users to view,
without altering the original image.
Person Redact.
Click on this icon to redact portions of text that are unreleasable to the public.
17
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Buttons Along the Bottom of the Image Services Window
Prev - Previous document.
Click on this button to view the previous document on the hitlist.
Next - Next document.
Click on this button to view the next document on the hitlist.
Scroll Bar
Click on the arrows or slide the box from left to right to scroll backward and
forward among the pages of a document.
Indicates that you are on page 1 of a 2-page document.
1-Pg
Click on this button to view only one page of a document at a time.
2-Pg
Click on this button to view two pages of a document at a time. In order to
manage an image that is in a two-page display mode, first click on the image to
select it. The title bar of the "active" image will be highlighted.
s| smi-i> ,•
ffipfl*
4-Pg
Click on this button to view four pages of a document at a time. In order to
manage an image that is in a four-page display mode, first click on the image to
select it. The title bar of the "active" image will be highlighted.
18
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6. PRINTING DOCUMENTS AND COLLECTIONS
Please remember that one of the objectives of
SDMS is to reduce the use of paper.
Therefore, printing documents unless
absolutely necessary is discouraged.
There are two ways to print documents from SDMS. You can print a single
image and/or document, or you can print out a collection of documents that you
have grouped using the Build Collections Feature. Any documents you wish to
print will be sent to your regular printer.
Printing a Single Image/Document
1. Under the File Menu, select Output or Output
One. Output will print all of the pages in the
document. Output One will print only the
image that is currently displayed in the Image
Services Window.
2. Select Local. A dialogue box will appear,
allowing you to adjust the print options. Click
on OK to save your options.
3. Click on OK to send the print job to the print
server.
4. Retrieve your document at your selected
printer.
QUICK REFERENCE GUIDE
To print a single image/document:
> Pull down File Menu
> Select Output or Output One
> Select Local
> Make appropriate changes
> Click on OK
> Click on OK
19
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Printing a Collection of Documents
1. Once you create a document collection (see
Chapter 9), you can print all of the
documents within the collection from the
Retrieve Form.
2. Select the type of collection you wish to
view by clicking one of the radio buttons at
the bottom of the Retrieve Form. Then
click on Collection.
3. A new window will appear listing all of
the collections of the type you specified.
Double click on the collection of your
choice and then click on Print.
4. Another window will appear, listing the
available printers. Select the printer that
corresponds with the printer listed on your
SDMS icon in Program Manager.
5. After selecting your printer, click on Print.
6. A dialog box confirming your print job
will appear. If the information in the box
is correct, click on OK.
7. Retrieve your document at your selected printer.
QUICK REFERENCE GUIDE
To print a collection of documents:
> Open Retrieve Screen
> Click on radio button specifying
collection type
> Click on Collection.
> Double click on collection
of your choice
> Select appropriate printer
> Click on Print
> Click on OK or Options
> Adjust options as needed
> Click on OK
20
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7. ANNOTATIONS
The annotation feature allows the user to associate a message or comment with
an image of a document eliminating the need to write on the hard copy, or
attach post-it notes which often become removed or lost.
In SDMS, an annotation icon will appear as an "overlay" on top of the
document. The icon does not alter the original image in any way. When you
double click on the icon, a window will appear revealing the annotation
message.
There is no way to restrict access to viewing annotations that are
placed on documents releasable to the public. Use the
annotation feature with care.
Creating an Annotation
To create an annotation, first click on the Annotation button. You can
find this button at the top of the Image Services Window.
When the cursor changes into a cross, click on the image exactly where
you would like your annotation to appear. The Create Annotation window then
will appear.
Create Annotatioirlmaqe ID 31187!-
Caption:
Save
Cancel
21
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You then may select which type of icon you
would like to use by double clicking on one
of the icons on the left-hand side of the
window. You may choose from a picture of
a document, post-it note, question mark and
arrows, as seen on page 24. Next, enter a
caption which will appear below the icon on
top of the image. Then, enter the detailed
text of your annotation in the scroll box, and
select the Save key.
QUICK REFERENCE GUIDE
To Create an Annotation:
> Click on Annotation icon
> Click where you would like the
annotation to appear
> Select icon of your choice
> Enter caption
> Enter text
> Click on Save
Viewing and Editing Annotations
After you create and save an annotation, any
user can double click on the icon to view it.
Other users with annotating privileges can
also edit the annotation from this point by
deleting and/or making changes to the
existing text.
QUICK REFERENCE GUIDE
To View & Edit an Annotation:
> Double click on icon found on
the document
> Make changes as needed
> Click on Save
22
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Moving an Annotation Icon
Any user with annotation privileges is free to
move the annotation icon temporarily or
permanently anywhere within the image.
To move the icon, click on the icon and drag it to
the desired location. When you release the mouse
button, the system will ask you if you would like
to save the new annotation position. If you click
on the Yes button, the new location will be saved,
and everyone who views the annotation in the
future will view it in its new location. If you click
on the No button, the icon will be moved only
temporarily; the next time a user accesses the
document, the icon will appear in its original
location.
QUICK REFERENCE GUIDE
To Move an Annotation:
> Click on icon found on the
document and drag to desired
location
> To save new position
permanently, click on Yes
> To move icon only temporarily,
dick on No
Deleting an Annotation
To delete an annotation, click on it once to
highlight the icon. Next, under the Edit Menu
choose the Delete Annotation command.
QUICK REFERENCE GUIDE
To Delete an Annotation:
> Click on icon to highlight
> Pull down Edit menu
> Choose Delete Annotation
WARNING: The system does not prompt you
to confirm the deletion. Be Careful!!
You cannot delete an annotation by simply removing the text
from the scroll box. The icon will still appear as an overlay
unless you follow the deletion procedures outlined in this
manual.
23
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8. REDACTION
Another feature SDMS offers is the ability to redact information that may be
deemed "privileged." With hard copy documents, redactions must be
performed by hand. The document must be photocopied, the privileged
information must be blacked out, and the document must be photocopied again
to ensure that the information cannot be read. In addition to these tedious steps,
the process may need to be repeated if a similar request is received.
By using SDMS's redaction feature, users with appropriate priveleges
can redact documents without photocopying, and the process never has
to be repeated. SDMS redacts electronically so that some users will be
able to view the redacted information and some will not. Access to
redacted information is determined by one's user id. To redact information, click
on the Redaction Icon . The cursor will change from an arrow to a cross. With
the cross, draw a box around the information you would like to redact. Once
you release the mouse, a window will appear prompting you to select the
Redaction Type. Click on the arrow for a list of Redaction Types and double
click on the type of your choice. Finally, click on OK.
If you are authorized to view privileged information, the information will
continue to be visible to you, and a box will outline the redacted material.
However, if you need to show the document to someone who is not authorized,
you can use the Show Labels feature, which will present the document in its
redacted form. To view the redacted version, click on the Redaction menu
located at the top of the Image Services Window, and select Show Labels. To
make the information visible again, pull down the Redaction menu and select
Show Labels again.
To delete a redaction entirely, highlight the redaction box by clicking on it. Click
on the Redaction menu and select Delete.
24
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9. COLLECTIONS
Sometimes it is useful to search for a group of related documents rather than
individual documents. SDMS allows you to group a series of documents under a
separate title. This feature is called the Collection Feature. There are several
different types of collection categories, they are: FOIA, Discovery,
Administrative Record, Cost Recovery, Special Collection and Federal Records
Center. To better understand SDMS's collection feature, follow the series of
screens below, illustrating retrieval of an AR Collection and building of a Special
Collection and a FOIA collection.
Administrative Record Collections (AR)
Many site file documents also are included in the AR File. The AR Collection
Feature allows records center staff to create an index for the specific document
and then later include that document as a part of the AR Collection.
Searching for an AR Collection
To search for an AR Collection, begin with the regular Retrieve Form.
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25
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You will notice several "Radio Buttons" at the bottom of the form. Click on the
button labeled AR. Then, click on the Collection key located all the way to the
right of the screen. The following screen will appear:
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SO 0»-1S-19»6 EASTERN DIVERSIFIED KDIEHnirS £
SI 0»-lS-199f EASTEEH DIVERSIFIED
j^ -4 -c, ^rslgMM M^ttBitri^^ir^^ftm^^iaif^r n-^m^jia'HaKf^a ^ IHJ rt "PUj t*. *p«jtps
Scroll through the list of available AR Collections, and double click on the
collection of your choice. The information describing the selected AR Collection
will appear in the boxes at the top of the Administrative Records Window. Click
on the Seleci/Exit key found at the bottom right of the form. This action will take
you back to the retrieve form and the system will enter the number of the
selected AR Collection in the Admin. Record # Field.
If you are looking for a particular document within an AR and do not wish to
view the entire collection, you now narrow your search by entering other criteria.
Otherwise, click on the Search key, which will produce a hitlist listing all
documents in the Administrative Record.
A helpful document within the AR Collection is the Administrative Record Index
(AR Index). The AR Index, included in the collection, is an updated version of
the original. Locate the index by selecting an AR Collection and choosing AR
Index from the Doc Type Lookup List; then click on Search.
26
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Special Collections (SC)
You can use a Special Collection for a more general grouping of documents. This
feature is especially helpful to users who wish to establish collections of
documents that are frequently referenced as a group. For example, you might
group a draft RI/FS report for the Drake Chemical Site and all of the comments
on this RI/FS report and title it "Drake RI/FS Working File." To build a special
collection like this, follow the instructions below.
Building a Special Collection
To build a special collection, exit to the Superfund Document Management
Window and select Build Collections from the pull-down menu.
The following screen will appear.
27
-------
First, create a title for your collection. Click on the SC radio button and the
Collection key, then the Special Collections window will appear.
£5 01-30-LJ!! £XJ3reL'
-------
Click on New. The system will generate a collection number for you and date
the collection. In the Description field, enter the title of your collection. Next,
click in the Site field, enter the first few letters of the desired site name, and click
on Lookup. The system either will fill in the field automatically, or provide you
with a hitlist from which you may choose a site by double clicking. Next, click
on Save. The collection is now ready to be filled with documents. Find the
collection you just created in the window by using the scroll bar; once you find
the desired collection, double click on it. Click on Seled/Exit.
To select the documents that will be a part of your collection, use the Build
Special Collection Form as a Retrieve Form.
As with document retrieval, enter the search criteria to search for your
documents. The Build Special Collections Form differs from the Retrieve Form
in that it allows you to select a Doc ID range, giving you space to enter the
beginning and ending dates of the documents in a desired date range.
29
-------
After clicking the Search key, a hitlist will appear in the upper box.
Public Title/Subject
ISIS
1690
1771
16.3*
1028
DL-n1-0001 1
01-01-0001 10
01-01-0881 37
01-01-0001 85
05-02-1*77 1
08-1S-1J77 2
&3-LS-137S 7
PKDHRS CatUnUTS 6W 3VS
OCMKEHTS OS UNEDENTIPISBIB
HDT31TED KESJCUSE 1U CCOJMBNT^ OK DEMT
IVK BPJS-S ccuajBirn; oir THE rnaii KET
COKHEKTS 9M CL£iU)-UE FlWf FRSFPSED BY MEASE
CDOOfOITi OM NEXSE FRDFOSM TO TEEXT UHPEHOI
NBB3E UOUICAL UDMPRSY DBR CQtXIdirS COJ SCJ
DoelD Doc Dflte * FOB xsl Dacid Eoblic Title/Si>bi*ct
Highlight the documents you wish to include in the collection.
To highlight more than one document at a timefihold
down the Control key while clicking the mouse.
After highlighting the documents to be included in the collection, click on the
Save to Collection kev.
30
-------
The highlighted documents now will move to the lower box, indicating that they
now are part of the Special Collection.
HH Siuirch Rnjiulls fiirirt
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^iwtDi w, ^r^^^dt n^^tto^r w,i^ *^ *^ ^ , N^
DotID Doc Eita 41 pga KflL BftCLd Public Tltla/SutJact jj|-'<,j% r
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1S30 D 1-0 1-0001 10 a CCMUEOIS Oil UMnHBTEIB'iaBIB DOCUIEHF , 1 "
1771 01-01-0001 37 » UDTSLTED EESJOKSE TO COmBHTfc OH BEHT PEAS II *"$-
1028 05-02-1*77 1 IT CCMHEOTS OM CTiEIUI-yE PlSIf PEWPOEED BY MEMZJ" ,
1019 0« -15 -1*77 2 IT CtnOffiMTS OM MEASE PROBOKM TO TREAT UOTEHJl'"* ^ ^
'1003 03-15-1*78 7 IT HBSSC CSOUKaL OOQBBHY DBR CPtUEWTS OH SCI b f "
200£ 01-05-1*82 2 nr CCMHEHTS OK lUEIiEC HDTZCE ; ^..
571 01-0.5-1481 ± u ooi cctncurs en THE PUEIIC HDTiii PEKUET nm _•" :': ;
^ ^. fr "^~ fa&*S •*Ca ** rT ^i -r 'Ha ^1 ^ ""^jT^a f- ^V~ ^ ^ i, ^^jj^^ [ u| ^a^l ( l'™'
'^-^^TI"' X~ s'j^J r 'jj} *"!:
SpsolDlOsilsirtton* |no ""* f"
".^wl^iawJwfi-J "*" vSw^t^i^' r^riteeMJI^J te,JU
Oollaotlon List ~ ^"11 Co||*cl|on Qfl 2 l"*^ -^"J,
DocID Doc Date * FOB Kel Docid Public Title/Sub: *ct ' ' '
142S 01-01-0001 1 r PDDERS CCUJEBTE; ow SVE EDEUHCS sLk '
IS^S D 1-0 1-0001 SS Y SUPPORT P6R ESA'S COHMBHTKi OH THE FOUL KEPOR'H * *
1 'i ''
\
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f Sow 1 >ttr&hite& • | , tat 1
Retrieving a Special Collection
To retrieve a Special Collection, follow the same process for retrieving an AR
Collection. Click on the Special Collection Radio Button at the bottom of the
Retrieve Form and click on Collection. Select the Special Collection in which
you are interested from the list provided by double clicking. After the Special
Collection Information is complete in the boxes at the top of the Special
Collections window, click on Select/Exit. The number of your Special Collection
will now be visible in the SC Collection # field in the lower right-hand corner of
the Retrieve Form. You now may either click on Search or enter additional
search criteria to further narrow your search.
31
-------
Foia Collections (FOIA)
FOIA Collections allow users to group documents to answer a FOIA request.
This feature allows the user to group documents which answer a request for
information from the public. For example, if XYZ Corp is requesting the RI/FS,
the ROD and correspondence implicating XYZ Corp as a Potentially Responsible
Party from the Leaching Liquid Landfill site file, these documents can be
grouped together in a FOIA collection. This collection allows the public to view
the information they requested easily in SDMS and allows EPA to legally
respond to the request. To build a FOIA collection, follow the instructions
below.
Building a FOIA Collection
To build a FOIA collection, exit to the Superfund Document Management
Window, click on forms in the pull-down menu and select Build Collections.
The following screen will appear:
32
-------
First, create a title for the FOIA collection by clicking on the FOIA radio button
and the Collection key.
Click on the New key on the right-hand side of the FOIA window. The system
will generate a collection number for you and date the collection. In the RIN#
field, enter the RIN corresponding to the FOIA request. In the Description field,
enter the title of your collection. Next, click in the Site field, enter the first few
letters of the desired site name, and click on Lookup. The system will either fill
in the field automatically, or provide you with a hitlist from which you may
choose a site by double clicking. Then click on Save. Now, the collection is
ready to be filled with documents. Find the collection you just created by using
the scroll bar. Once you find the desired collection, double click on it so it
appears in the bottom window. Click on Selecl/Exit.
To select the documents that will be a part of your collection, use the Build
Special Collection Form as a Retrieve Form.
33
-------
; Build Special CoSecltoirc
pfJywM
^-^-^r i- liunu t. [ :-^:- S^^JS^F^-'-^^^^F--^^^^^^
As with document retrieval, enter the criteria to search for your documents. For
example, if you -wanted to respond to the previously mentioned request for XYZ
Corp, you would need to perform multiple searches to find the RI/FS, the ROD
and all XYZ Corp-related correspondence for the Leaching Liquid Landfill site.
After entering your search criteria in the Build Special Collections window, click
on the Search key. A hitlist will appear in the upper box. This list includes all
documents that fit your selected search criteria. The bottom box displays
documents you have already saved to your collection.
Highlight the documents you wish to include in the collection.
After highlighting the documents to be included in the collection, click on the
Save to Collection key.
34
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•V.5
Public Title/Sublet
5081
3080
3-03-1986 2
CONFIRMATION OF MEETING TO DISCUSS CLEAN-UP
AGREEMENTS WITH PRIVATE PARTIES TO PERFORM SITE|
REQUEST FOR ADDITIONAL INFORMATION NECESSARY ttt
TELEPHONE CONVERSATION RECORD
TELEPHONE CONVERSATION RECORD
TELEPHONE CONVERSATION RECORD
EITE HISTORY
3209
3371
6049
6064
6066
-
-
-
0
0
0
0
0
CHEMCLENE CORP MONITORING WELL RESULT! jl
iCHEDULE FOR IMPLEMENTATION RFI WORKPLAH CHEMCIJI
NEWSPAPER ARTICLE - THEIR PART OF THE VALLEY ISfj
PHOTOS OF BARRELS
MALVERN TCE SITE STATUS *~
HAP OP VHITELAND TOWNSHIP Hji
To highlight more than one document at a time, hold
down the Control key while clicking the mouse.
The highlighted documents will now move to the lower box, indicating that they
are part of the FOIA Collection. You can exit this window to the Build Special
Collections window to perform multiple searches to find the various documents
to add to your collection.
35
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Retrieving a FOIA Collection
To retrieve a FOIA Collection, follow the same process for retrieving an AR
Collection. Click on the FOIA Collection Radio Button at the bottom of the
Retrieve Form and click on Collection. Select the FOIA Collection in which you
are interested from the list provided by double clicking. After the FOIA
Collection Information is complete in the boxes at the top of the FOIA
Collections window, click on Selecl/Exit. The number of your FOIA Collection
will now be visible in the FOIA Collection # field in the lower right-hand corner
of the Retrieve Form. You now may either click on Search or enter additional
search criteria to further narrow your search within the group of documents for
the collection.
36
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10. OPTICAL CHARACTER RECOGNITION
Optical Character Recognition (OCR) is another valuable feature of SDMS. OCR
provides you with the ability to search for documents by using key words from
within the text of the document, rather than being limited to the information
entered into the index. This type of searching conducted on actual words from
within the document text is called "full-text searching."
Currently, Region III has the equipment needed to OCR the scanned images.
Region III conducted a pilot test with Kofax Ascent Capture to provide OCR
capabilities on SDMS images. The software did not interface with the current
SDMS system; Therefore, OCR is still unavailable. Full-text searching is being
evaluated for future versions of SDMS.
Please feel free to contact the CERCLA Records Center if you have any questions
regarding OCR or full-text searching.
37
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APPENDIX A: RETRIEVAL GUIDELINES
The following guidelines will facilitate your document searches.
Date field:
If you cannot find the desired document within the date range you indicated,
check to see if the document is undated. All undated documents are indexed
with the date format 01/01/0001 and can be retrieved accordingly.
Similarly, if only the month and year appear on the document, it is indexed as
the first day of the month, (e.g., July 1997 is indexed as 07/01/1997), and can be
retrieved accordingly.
Author and Addressee fields:
Occasionally the same organization appears on several different documents
written in several different formats. In order to facilitate your document
searches, the records center developed specific standards by which organization
names are indexed. This enables you to do one, rather than several, searches by
author and/or addressee.
When retrieving documents by author or addressee, follow these guidelines:
• Use no punctuation (e.g., BOOZ ALLEN & HAMILTON, rather than
BOOZ-ALLEN & HAMILTON, and MORGAN LEWIS & BOCKIUS, rather
than MORGAN, LEWIS & BOCKIUS).
• Use "&" in place of "and" (e.g., BOOZ ALLEN & HAMILTON, rather than
BOOZ ALLEN AND HAMILTON).
• Insert spaces between the letters of an abbreviation (e.g., AT&T, rather than
AT&T, except for US, EPA, and PADER/PADEP, which are entered without
spaces).
• Abbreviate state names when they are used in the names of state agencies
(e.g., DE DEPT OF NATURAL RESOURCES & ENVIRONMENTAL
CONTROL, rather than DELAWARE DEPT OF NATURAL RESOURCES &
ENVIRONMENTAL CONTROL).
• Use the following abbreviations (and these abbreviations only):
CO for company
CORP for corporation
INC for incorporated
DEPT for department.
38
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Reference field:
When searching for PRP-related documents, follow guidelines above under
Author and Addressee fields. For example, if you are looking for documents
related to A T & T as a PRP first, select PRP as your Reference Type. Next, enter
A T & T in the Reference Field and click on Lookup.
Title/Subject field:
The records center staff also developed standard guidelines by which to index
certain documents that are common to many sites. Entering the exact
title/subjects listed below in the retrieve form will facilitate your searches for
these documents.
104(E) LETTER
104(E) RESPONSE
FOLLOW-UP 104(E) LETTER
104(E) REQUEST FOR ADDITIONAL INFORMATION
SUPPLEMENT TO 104(E) RESPONSE
REQUEST FOR EXTENSION OF 104(E) RESPONSE DATE
CONFIRMATION OF EXTENSION OF 104(E) RESPONSE DATE
GENERAL NOTICE LETTER
SPECIAL NOTICE LETTER
RESPONSE TO ... NOTICE LETTER
COMMENTS ON...
REPORT OF TELEPHONE CONVERSATION. . .
NEWSPAPER ARTICLE: . . .
FOIA REQUEST
RESPONSE TO FOIA REQUEST
RECORD OF DECISION
You can find a report by searching on its title as it appears on the title page. All
documents can be located by searching on key words in the title/subject field.
Comments field:
If you would like to look for one or several document(s) based on where they
would traditionally be filed in the CERCLA Records Center's file structure, you
may enter the subsection (e.g., 1 A) in the comments field. This will limit your
search to only those documents in that subsection.
39
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APPENDIX B: CHANGING SCREEN SETTINGS
The settings at which you currently have your computer set for viewing
Windows may not be the best setting for using SDMS. Users often find that the
SDMS windows appear too large on their computer screens, and consequently
do not allow them to view all of the information that they need (especially on
hitlists). Follow these steps for changing the settings on your screen to those that
best fit the SDMS application:
1. From the Start menu, scroll to Settings and select Control Panel.
2. From Control Panel, double click on the Display icon
3. From Display Properties, click on the Settings tab.
4. Under the Settings tab, adjust the display area so that both the screen and
the desktop areas are set at 1024 x 768.
5. Restart Windows.
6. When you have finished using SDMS, you may change your computer
back to its original setting by following the above steps and selecting your
original setting in Step 5.
You might find it helpful to write down your standard
settings before you change them, so that you are able to
change the monitor back when you finish using SDMS.
40
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APPENDIX C: MOUSE ALTERNATIVES
Many functions achieved by "clicking" with the mouse also can be performed
using the keyboard.
When filling in the Retrieve form, you can move from field to field with the "up"
and "down" arrow keys or with the Tab key.
Any function accomplished by clicking on a button that has one letter in its name
underlined can also be accomplished by holding down while keying that
letter (e.g., to "Search," press and S; to "Lookup," press and L; to
"Clear," press and C; and to "Exit," press and X).
Once you have generated a hitlist, you can move the cursor up and down the list
by using the "up" and "down" arrows. To select a document, press the Enter
key.
41
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APPENDIX D: CERCLA RECORDS CENTER FILE
CIRCULATION SHEET
42
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CERCLA File Update
Site Name:
Site Type: PA/SI
EPA File User:
REMOVAL
NPL
State or DSN:
EXT:
Date:
Site Identification (Blue)
la | | Background
Ib I I Notification
Ic | | PA/SI Reports
Id | | HRS Reports
le I I Correspondence
Subsection
PFE
PFE
PFE
If I I Disposition/NPL Rank
Ig I I Base Closure Reports
Ih | | FOSTs/FOSLs
li I I Institutional Controls/
Deed Restrictions
Remedial Enforcement
Planning (red)
2a d] PRP Search Reports PFE/CBI
2b I I PRP Search General Corr PFE/CBI
2c I I Correspondence by PRP
2d I I PRP Generated Reports
2e I I Orders-Negotiations
2f I I Draft Order PFE/CBI
2g I I Signed Order
2h CZ1 Compliance Monitoring
Remedial Response
Planning (red)
Operable Unit_
3a HI] Work Plan
3b I I RI/FS Reports
Emergency Removal (orange)
6a | | Technical Documents
6b | | Operational Documents
6c| | Financial Documents
6d| | OSC Report
6e | | Photo Documentation
Removal Enforcement
Response (orange)
7aFl PRP Search Reports
7b] | PRP Search Gen Corr
7c | | Correspondence by PRP
7d | | PRP Generated Reports
7e | | Orders-Negotiations
7f| I Draft Order
7g| | Signed Order
7h|—| Work Plan
7i | | Feasibility Study
7j | | Compliance Monitoring
7k| | Correspondence
Community Involvement (yellow)
lOa | | Community Relations Plan
lOb | | Fact Sheets
PFE/CBI lOc | | Meeting Summaries
lOd | | Newspaper Articles
lOf ||FOIA
CBI
PFE
PFE
PFE
CBI
CBI
CBI
Imagery (goldenrod)
8a | | Imagery
8b | | Oversized Documents
Congressional
Correspondence (silver)
9 I I Congressional Correspondence
3c I I Health Risk/Endangerment
3d Correspondence
Cost Documents
11 Restricted Access
Legal Actions (brown)
12a d] PRN/Referral/Case Development
12b I I Correspondence
12c I I Complaint
12d I I Pleadings/Meetings/Court Decisions
12e d] Discovery Request/U.S.
12f CZ] Discovery Request/Defendant
12g I I Technical Evidence
12h CD PRP Evidence
12i I I Witnesses
12j I I Depositions
12k I I Legal Research/Notes
121 I I Settlements
12m I I Administrative Record Index
I2n I I Third-Party Complaints
12o [~n Pretrial Memorandum-US & Dfndt
Project Officer Files
13 Restricted Officer Files
PFE
PFE/CBI
PFE
I I Subsection
3e d] Work Assignments
3f I I ROD/ESD/EDD
3g | | State-Superfund Contracts
Remedial Enforcement
Implementation (red)
4a d] Neg/Stlmnts/De Min
4b HZ] Draft Consent Decree
4c CH Final Consent Decree
4d Cm Draft Unilateral Order
4e | | Final Unilateral Order
Remedial Implementation (red)
Operable Unit_
PFE/CBI
CBI
PFE
PFE
PFE
Comments/Special Filing Instructions;
Discard duplicates
Return Duplicates CH
5a IZH Remedial Design
5b I I Remedial Action
5c Cm Deletion
Operation & Maintenance
I Correspondence
5d
5e
Subsection
5f I I Work Assignments
5g | | Five Year Review
PFE/CBI
Date Updated:
Folders Updated:
Initials:
-------
APPENDIX E: SDMS FACT SHEETS
43
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DMS FACT SHEET
UPERFUND DOCUMENT MANAGEMENT SYSTEM
EPA
REGION III
MARCH 1996
HOW IMAGING WORKS
Electronic Imaging is a technique for storing,
retrieving, transmitting, processing, and
managing documents. During the imaging
process, a document changes form twice.
A document begins in the ANALOG*, or
human-readable, form. Once the document is
scanned, it is transferred into ASCII form
(American Standard Code for Information
Integration). ASCII is a binary digital-coded
representation of information. The ASCII
codes are applied to the image when it is BIT-
MAPPED. During this process the document
is divided into thousands of tiny squares.
Black squares are assigned a "1" and white
squares are assigned a "0." The digital infor-
mation is then stored temporarily in the
CACHE memory on the R3SCRIPS server.
At the end of each day, an IMAGE MOVE is
performed where images are removed from
cache and burned onto an OPTICAL DISK,
called a platter. Platters are kept in a jukebox
on the 8th floor, where they can be accessed
by file users from any SDMS workstation.
Terms in bold are defined on the next page
IMAGING
TEAM MEMBERS
Project Manager: Anna Butch
Pilot Team:
Joan Armstrong
Frank Klanchar
Pam Lazos
IMAGING PROCESS FLOW CHART
ANALOG
DOCUMENT
ASCII
BIT-MAPPED IMAGE
JUKEBOX
WORKSTATION
-------
FREQUENTLY ASKED QUESTIONS
What are the advantages to SDMS?
SDMS has many advantages. It reduces the
need to store volumes of paper on site. It
provides document integrity and security by
preventing loss, misfiling, destruction by fire
or other hazards. In addition, SDMS will
provide streamlined information access and
reporting by multiple users.
Can documents be altered once they are
scanned?
No. SDMS uses WORM (Write Once Read
Many) optical disks — so information that has
been "written" on a platter can not be
changed.
Will everyone be able to view the entire site
file?
No. The SDMS system administrator creates
user id files according to a user's access rights.
Hence, a user will not be able to access those
documents which he / she is not authorized to
view.
What happens to the documents once they
have been imaged?
An inventory of documents is taken as they
are placed into boxes. The documents are
then transferred to the Federal Records Center
(FRC) where they can be retrieved within
three to five days if necessary.
IMAGING
STATISTICS
Sites Imaged:
Centre County Kepone
• 97 Folders
• 10 Linear Feet
• 20,662 Images
40,000 Images = I Platter
50 platters are kept in our jukebox
...
NEXT SITES TO BE
IMAGED
Malvern TCE
Foote Mineral
Halby Chemical
IMAGING TERMS
ANALOG - Form of text, readable by humans.
ASCII - American Standard Code for Information
Integration; a binary digital-coded representation
of information.
BIT-MAP - Binary digital representation of
information for electronic imaging systems on
optical disks and facsimile systems.
CACHE - Temporary storage location for images.
Cache is found on the R3SCRIPS server.
HIGHVIEW Imaging software which SDMS
uses.
IMAGE MOVE Transfer of images from tempo-
rary storage in cache (R3SCRIPS) to permanent
storage on platters in the jukebox.
OPTICAL DISK - Medium that will accept and
retain information in the form of marks in a re-
cording layer that can be read with an optical
beam. SDMS uses WORM disks which stands for
Write Once Read Many.
ORACLE - Databases that store information for
SDMS.
SQL Retrieves, edits and deletes data for SDMS.
VISUAL BASIC Programming language for
SDMS.
-------
s
DMS FACT SHEET
UPERFUND DOCUMENT MANAGEMENT SYSTEM
% EPA
ni NOVEMBER 1996
EQUIPMENT
FY 96 PURCHASES
HighView/SQL for Windows (For 7-18 Users)
High View FOIA Redaction Software Module
LaserView for Windows
High View Text and OCR Index Software
High View Printer and Fax Server Software
Calera TrueScan OCR Card
Hi-Res Cornerstone 20/70 (20") Color Monitor
Optical Storage for NetWare 2.0 - 350GB
5 1/4" optical platters
Panasonic 5 1/4" Jukebox with 2 Drives
50 940-MB Platters
B&H 32 ppm/64 spm Duplex Scanner
HP 17 ppm Print Subsystem (network printer)
FY 97 PURCHASES
Panasonic 5 1/4" Jukebox
B&H 32 ppm/64 spm Duplex Scanner
2 HP 17 ppm Print Subsytems
45 Pentium PCs w/ 20" Monitors
High View Licenses (24 Users)
Oracle Server and Software
Additional Drives for SCRIPS Server
SDMS DEMONSTRATIONS
Overviews of SDMS have been provided
to users who were interested in learning
more about the system. To date, 26 EPA
staff members have participated in the
demonstrations.
IMAGING
STATISTICS
Centre County Kepone
• 10 Linear Feet
• 1,706 Records
• 20,662 Images
Malvern TCE
• 6 Linear Feet
• 570 Records
6,270 Images
Foote Mineral
4 Linear Feet
460 Records
5,060 Images
Eastern Diversified
19 Linear Feet
2,893 Records
• 31,823 Images
6 AR Special Collections
Berks Landfill
(Redactions)
• 25 Records
275 Images
TESVII
(Contract Files)
46 Linear Feet
• 6,425 Records
• 25,700 Images
TES VIII
(Contract Files)
• 31 Linear Feet
• 6,025 Records
24,100 Images
REGION III
SDMS
CONTACT
Anna M. Butch
Superfund Records Manager
Administrative Records Coordinator
841 Chestnut Building
Philadelphia, PA 19107
(215) 566-3157
BUTCH.ANNA@EPAMAIL.EPA.GOV
-------
s
DMS FACT SHEET
UPERFUND DOCUMENT MANAGEMENT SYSTEM
EPA
REGION III
AUGUST 1997
REGION III SDMS PROGRESS
Region Ill's CERCLA Records Center continues to
support client access to Superfund records with
added focus on SDMS implementation. Currently,
SDMS contains 23 NPL site files, and work per-
formed information frqm 9 contracts. These files
consist of 56,793 documents totaling over 700,000
images. Since January 1,1997, Region III scans an
average of 78,687 images per month. So far, the
images fill 27 optical platters. Backup platters are
sent to EPA's off-site storage facility.
Region III continues to look at many options to
further streamline the imaging process. Several
enhancements have been made to the system,
including the ability to create collections to track
hard-copy documents that are transferred to FRC.
In addition, Region III, with the help of Enterprise
Technology Services Division at RTF, sought out a
well-defined method for incorporating images
from other systems into SDMS.
User installations and training sessions are ongo-
ing with 33 users trained and using SDMS. RPMs,
attorneys, and civil investigators are being trained
as their sites are indexed and scanned. A user
manual detailing the specifics of the system also is
well underway.
IMAGING
STATISTICS
SITE FILES
• 23 sites scanned
• Totals 366 linear feet
ADMINISTRATIVE RECORDS
• 60 ARs scanned
• Totals 65 linear feet
WORK PERFORMED
DOCUMENTATION
• 9 contracts scanned
• Totals 86 linear feet
REGION III SDMS CONTACTS
Steve Pandza
Cost Recovery SDMS Contact
Office of the Comptroller
(215)566-5178
pandza.steven@epamail.epa.gov
EPA Region III, 841 Chestnut Building, Philadelphia, PA 19107
Anna Butch
Primary SDMS Contact
Superfund Records Manager
(215)566-3157
butch.anna@epamail.epa.gov
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FREQUENTLY ASKED
QUESTIONS
What are the advantages of SDMS?
SDMS has many advantages. It reduces the need
to store a large volume of paper on site. It pro-
vides document integrity and security by prevent-
ing loss, misfiling, and destruction by fire or other
hazards. In addition, SDMS allows streamlined
information access and reporting by multiple
users. For example: when compiling an oversight
bill for PRPs, it is necessary to produce work-
performed documentation. Using SDMS, the
information is easily accessed and printed instead
of photocopying hundreds of documents.
Can documents be altered once they are
scanned?
No. SDMS uses WORM (Write Once Read Many)
optical disks — so information that has been
"written" on a platter cannot be changed.
Will everyone be able to view all of the images
in SDMS?
No. The SDMS system administrator creates User
ID files according to a user's access rights. Hence,
a user will not be able to access those documents
which he/she is not authorized to view. For ex-
ample: a FOIA requestor would not be able to
access CBI information.
What are the selection criteria for including
documents, in SDMS?
Region III selects documents using a "need-based"
system. For example, priority is given to contracts
containing the documents that cost recovery staff
access frequently. Similarly, all active NPL sites
are indexed and scanned first. This prioritization
allows for faster and more efficient document
retrieval for files that are referenced on a regular
basis.
What happens to the documents once they have
been imaged?
An inventory of documents is taken as they are
placed into boxes. The documents then are trans-
ferred to the FRC where they can be retrieved
within three to five days.
SDMS
DEMONSTRATIONS
Good news travels fast! This summer, four
separate agencies contacted Region III
requesting information regarding SDMS.
Delaware's Department of Natural Re-
sources & Environmental Control (DNREC),
Virginia Department of Environmental
Quality (VADEQ), and the National Security
Agency all traveled to Region III for SDMS
demonstrations. The groups got a first-hand
look at Region Ill's imaging process and the
many features of SDMS, both of which will
prove helpful as they set out to make deci-
sions about their own imaging needs. Re-
gion III also is working with the Department
of Justice to discuss image compatibility for
documentation to support litigation.
Coming Soon...
Region III anxiously awaits the following
additions to their SDMS program:
Release of a new SDMS
User Manual
Installation of a second jukebox
Full Implementation of Optical
Character Recognition (OCR)
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DMS FACT SHEET
UPERFUND DOCUMENT MANAGEMENT SYSTEM
EPA
REGION III
FEBRUARY 1998
THE LATEST IN SDMS
EPA continues to make great progress in the
SDMS world. First, Region Ill's SDMS staff
compiled a user manual for the system. The
SDMS User Manual includes useful information
about searching for and managing images from
your desktop. If you are an SDMS user and
have not received a copy of the user manual,
please contact the CERCLA Records Center.
Next, system developers will release the latest
version of SDMS (SDMS 3.0) the first week in
February. SDMS 3.0 is the result of many
helpful comments from users nationwide. This
new software incorporates over 40 enhance-
ments, including:
The ability to export images from
SDMS and place them on CD-ROM
Remembering the last site for which
you retrieved images, saving you
valuable time in entering search criteria.
ft
User feedback is essential in making SDMS
work for you. If you have ideas or suggestions
for SDMS, please contact the CERCLA Records
Center at extention 3024.
IS SDMS MEASURING UP?
Wondering about
SDMS progress? The
SDMS thermometer is a
great tool for keeping
tabs on the project. The
thermometer is located
to the left of the
CERCLA Records
Center window. As
each site is prepared for
inclusion in SDMS, it is
placed on the thermom-
eter. The thermometer
includes the names of
civil investigators,
remedial project
managers, and regional
counsel assigned to
each site, any of whom
may be a good resource
for additional SDMS
information. Once
records center staff
index, scan and perform
a quality assurance
review of the imaged
site file, the images are
fully accessible to the SDMS user. You can see that
your site is completed by watching for the increase on
the thermometer. Check it out!
IS IT POSSIBLE TO PUT SDMS IMAGES ON CD-ROM?
SDMS is improving all the time. One of the most exciting enhancements SDMS has to offer is the ability to
export images from SDMS to CD-ROM. We anticipate this feature being extremely helpful to Region III
especially in the area of Administrative Records (ARs).
Currently, libraries or information repositories are required to make room for many volumes of paper to store
ARs for the public to view. On occasion, pages from the AR become damaged or are removed during their
frequent use. Placing ARs on CD-ROM alleviates both of these problems. First, CDs require significantly
less space to store. In addition, because CDs make ARs available in read-only format, the integrity of the
ARs always is ensured.
Exporting images from SDMS to CD-ROM requires some new equipment, most significantly a CD-ROM
burner. The process is fairly simple. Records Center staff will build a collection of documents in SDMS
using one of the many collection features. Then, the images within a particular collection are burned onto the
CD. This last step actually happens overnight, so that the export process does not monopolize a workstation
during the records center's hours of operation.
We anticipate images being available on CD-ROM shortly after the records center moves to EPA's new
location. If you have any questions about the image export process, or if you would like a CD made for a
particular collection of documents, please contact Anna Butch at extension 3157.
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WHAT DOES THE SDMS LAN ARCHITECTURE LOOK LIKE?
Did you know that
SDMS connects to four
different servers? The
diagram to the left details
the LAN Architecture for
SDMS in Region III. As
a result of the multiple
server connections,
SDMS may be affected
when any one of these
servers goes down. If
you encounter any
problems logging in or
working within SDMS,
please feel free to contact
the CERCLA Records
Center at \3024 for an
update on the situation.
TO SDMS
Ever wonder what it takes to image a site file?
The SDMS imaging process is broken down into
three steps: indexing and scanning the ARs;
indexing and scanning the site files; and per-
forming quality assurance/quality control (QA/
QC) reviews of the indexes. The timeline to the
right illustrates the entire imaging process for an
imaginary site called the Leaching Liquid
Landfill. We've plotted our events on the
timeline assuming that the Leaching Liquid
Landfill site has an Administrative Record
consisting of seven binders and a site file made
up of 75 folders. Read through the road signs in
descending order and you'll get a better idea of
what it takes to incorporate a site into SDMS.
IMAGING
STATISTICS
SITE FILES
• 28 sites scanned
• Totals 494 linear feet
ADMINISTRATIVE RECORDS
• 67 ARs scanned
• Totals 83 linear feet
2/24/98 - 2/27/98
QA/QC of Indexes
-------
SDMSFACTSHEET
UPERFUND DOCUMENT MANAGEMENT SYSTEM
EPA
REGION III
NOVEMBER 1998
CURRENT IMAGINGPROGRESS
The Superfund Document Managment System
Project (SDMS) continues to make considerable
progresssince the project started in 1996. A
technique for storing, retrieving, transmitting,
processing, and managing documents, SDMS
currentlycontains20 Region III site files, 73
Administrative Record Files, and cost recovery
work performed information from ten contracts.
What Documents are in SDMS?
* 20 NPL Site Files
* 73 Administrative Record Files
* 10 Cost Recovery Contract Files
Each and every document contained in these files
has been indexed and scanned by SDMS staff.
After this process has been completed, the index,
or description, of each document is stored on an
Oracle database server. The imagefilesare
temporarily stored on another server after being
scanned, and then copied with special graphics
software onto optical platters housed in a platter
jukebox.
The SDMS software appl ication matches each
index with its correspond ing images when the
SDMS user retrieves a document. The user enters
descriptive information about the document they
are looking for and SDMS
looks for a match i n the
Oracle database. Once they
locate the particulardocu-
ment and choose to view its
image, a robotic arm locates
the platter in thejukebox
which contains the appropriate images, and then
places it in a platter drive to be "played"tothe
user.
Cost Recovery
sJ Contract Files in SDMS
1) TES VII - COM Federal Programs Corp
2) TES VIII - Dynamac Corp
3) ERCS - OHM The Environmental Services Co
4) ESS - Booz-Allen & Hamilton Inc
5) ESAT - Lockheed Environmental Systems &
Technology
6) ARCS - NUS Corp
7) ARCS - Ecology & Environment Inc
8) ARCS - CH2M Hill Inc
9) ARCS - Black & Veach Waste Science &
Technology Corp
10) ARCS - Tetra Tech Inc
NPL Sites in SDMS
1) Arrowhead
2) AIW Frank
3) Avco Lycoming
4) Bally Ground Water
5) Bute Landfill
6) Bell Landfill
7) Centre County Kepone
8) Dupont Newport
9) Dover Gas Light
10) Eastern Diversified Metals
11) Foote Mineral
12) MalvemTCE
13) MW Manufacturing
14) North Perm -Area 1
15) North Perm-Area 2
16) North Perm-Area 7
17) North Perm-Area 12
18) Shriver's Corner
19) Resin Disposal
20) Revere Chemical
-------
NEW IMAGING TOOLS
Because the Region 111 Jukebox is almost full, EPA
has purchased a much largerjukebox to take its
place. Thecurrentjukeboxcanhold110optical
platters and has two separate drives. The new
jukebox will soon be installed, and can hold 238
platters with even more memory per platter.
Thenewjukeboxalso has 12 drives-- ten more
than the current machine. This means that
there wi II be more room to store images. Most
importantly, there will be faster access to images,
since many more platters can be accessed at
once.
Jukebox #1:
- Purchased in 1995
- Holds 100 platters and up
to 1.35 million images
Jukebox #2:
- J^urchased in 1996
- Holds 120 platters and up
to 1.62 million images
Jukebox #3:
- I^irchased in 1998
- Holds 240 platters and up
to 5.76 million images
Along with the additional space for storing
images, the project is being stepped up with a
new scanner which will help by processing large
reports much more quickly
than in the past. The new
machine scans documents
at twice the speed of our
older scanners.
The most welcome addition
to the new equipment is a
CD-ROM burner and
software, making is possible
to export images from
SDMS and place them on
CD. These CDs can be run
on any personal computer
with CD-ROM capability,
and users of the CDs can
search and view docu-
ments much I ike they can
in the on-l ine version of SDMS. These CDs wi II
be a great help in answering FOIA requests and
in issuing Administrative Records (ARs) to
information repositories.
SDMS FOCUS
In light of this new ability to focus on public
requests, the SDMS imaging team has turned their
indexing and scanning focus from site f i les to
Administrative Records. Although the team plans
to conti nue updati ng site f i les currently i n the
system, the SDMS staff intend to push forward
and scan all current ARs. There are many advan-
tages to having the AR in CD-ROM format. One
advantage is that many documents requested by
the publ ic can be found within the AR. With the
AR on a CD, the publ ic user is able to perform an
easy electronic search to find what they need.
Another benefit is that a CD takes up signifi-
cantly less space than several binders of informa-
tion. After all the current ARs have been indexed
and scanned,the focuswill return to the remain-
ing NPLsitefiles stored in the CERCLARecords
Center.
Do You Have
Questions
About SDMS?
Need Help:
- Retrieving documents?
- Viewing images?
- Having SDMS installed on your desktop?
- Printing documents?
Please contact:
The CERCLA Records Center at
extension 3024
or
The SDMS Project Manager,
Anna Butch, at extension 3157.
-------
s
DMS FACT SHEET#6
UPERFUND DOCUMENT MANAGEMENT SYSTEM
FEBRUARY 1999
REGION m
CURRENT IMAGINGPROGRESS
The Superfund Document Management System
Project (SDMS) continues to make considerable
progress since the project started in 1996. A
system for storing, retrieving, transmitting,
processing, and managing documents, SDMS
currently contains 24 Region III site files, 85
Administrative Record Files, and cost recovery
work performed information from ten contracts.
Did You Know...
contains over
130,000 documents
including....
* 24 NPL Site Files
* 85 Administrative Record Files
* 10 Cost Recovery Contract Files
•There are nearly 1.75 million
images in SDMS
Region HI has about 85 SDMS
users
Recently, the SDMS imaging team has turned
their indexing and scanning focus from site files
to Administrative Records. Although the team
plans to continue updating site files currently in
the system, they intend to push forward and scan
all current ARs, and expects the task to be com-
plete in June of 1999. There are many advan-
tages to having the AR in CD-ROM format. One
advantage isthata publicuser isableto perform
easy electronic searches to find what they need.
Another benefit is that CDs take up significantly
less space than several binders of information.
After a 11 the ARs have been imaged, the focus wi 11
return to the remaining NPLsite files stored inthe
CERCLA Records Center.
Cost Recovery
Contract Files in SDMS
1) TES VH - CDM Federal Programs Corp.
2) TES VIII - Dynamac Corp.
3) ERCS - OHM The Environmental Services Co.
4) ESS Booz-Allen & Hamilton Inc.
5) ESAT - Lockheed Environmental Systems &
Technology
6) ARCS - NUS Corp.
7) ARCS - Ecology & Environment Inc.
8) ARCS - CH2M Hill Inc.
9) ARCS - Black & Veach Waste Science &
Technology Corp.
10) ARCS - Tetra Tech Inc.
NPL Site Files in SDMS
1) Arrowhead
2) AIW Frank
3) Avco Lycoming
4) Bally Ground Water
5) Bush Valley Landfill
6) Butz Landfill
7) Bell Landfill
8) Centre County Kepone
9) Dupont Newport
10) Dover Gas Light
11) Eastern Diversified Metals
12) Foote Mineral
13) Malvern TCE
14) MW Manufacturing
15) North Perm - Area 1
16) North Perm Area 2
17) North Perm - Area 6
18) North Perm - Area 7
19) North Perm - Area 12
20) Resin Disposal
21) Revere Chemical
22) Saegartown Industrial Area
23) Shrivers Corner
24) Woodlawn Landfill
-------
SUPERFUND DOCUMENT
MANAGEMENT SYSTEM
Fact Sheet #7
March 1999
What's New with SDMS?
Iecently, the
SDMS imaging
team has turned their
indexing and scanning
focus to Administra-
tive Records (ARs).
We have imaged more
than half of all current
ARs at this point, and plan to finish in June of
1999. We are also in the process of imaging
the Central Chemical site file, for which we
imported index information from an already
existing database to greatly reduce our imaging
time. Central Chemical will soon be ready for
use through SDMS. O
Where is SDMS Heading in the
Near Future?
We are working to
greatly expand the
use of SDMS as a tool for
providing information to the
public. TheCERCLA
Records Center now has
the capabilities to bum
images onto CD-ROM
media. In addition to
exporting images from SDMS and placing them on
a CD, we are investigating the possibility of placing
SDMS images on the internet. After all the ARs are
imaged (June '99), we will return our focus to site
files. We are in the process of developing a strategy
for prioritizing site files for this next piece of the
SDMS project. O
Questions and Answers
How many sites are currently
accessible through SDMS?
In Region III there are 30 NPL Site Files
ready for use in SDMS.
So, how many documents are
in SDMS right now?
In Region III, SDMS contains over
130,000 documents.
How many Administrative
Records are in SDMS?
There are currently 171 ARs ready for
use in Region III.
And how many images do those
130,000 documents contain?
Region III has scanned 1.75 million
images into SDMS.
What about contract files?
There are work performed
documents from 12 Region III Cost
Recovery Contract Files in SDMS.
But how many people actually
use SDMS?
Region III has approximately 80
SDMS users.
-------
SUPERFUND DOCUMENT
MANAGEMENT SYSTEM
EPA
Region
Fact Sheet #8
July 1999
In July, SDMS Version 4.1 Was Installed In Region 3
SDMS now offers new features including: bookmarks, reference field changes,
tracking number field additions, and new search criteria.
Bookmarks: What are they? Wild Card Search:
Bookmarks are used to mark a specific page within a
document. This will enable the user to locate that
same page at a later date. The
bookmark icon is located on the
RETRIEVE screen, but the icon
is disabled until a document
image is available on the screen.
To Bookmark a Page:
• Keep the image window open
• Click on the RETRIEVE
screen
• This will enable the bookmark icon for later use
General Search Criteria:
What Has Changed?
The search criteria to locate a specific document is
more flexible in the new version of SDMS. You no
longer have to use an exact word found in the title or
subject of a document to search for it successfully.
For example, to locate a Record of Decision, enter ROD
in the TITLE/SUBJECT field. The Record of Decision will
appear in the hitlist. Some other documents will also
appear in this hitlist, including those with the following
words in the title or subject: pRODuct, pRODuce,
eRODe. When the word Record is entered in the TITLE/
SUBJECT field, the hitlist will include the RECORD of
Decision, as well as the Administrative RECORD, and
other documents which have "record" in the title or
subject.
Use the TRACKING field to
search for documents related
to specific work assignments. To search in this way,
enter the digits, which represent the work assignment
number, followed by the % sign. For example, when
searching for all work assignments starting with 123,
enter 123%. Next, click on the SEARCH button. The
hit list will return all documents related to work assign-
ments starting with the numbers 123.
Changes to the Reference
Field in the Retrieve Screen:
When searching for a document related to a specific
PRP, the REFERENCE field is used. Simply
choose a specific site in the SITE NAME field, on the
RETRIEVE screen. The REFERENCE field will search
for the PRPs related to that specific site only.
If you have any
questions or would like
a training, please call
Anna Butch @ extension
3157.
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SUPERFUND DOCUMENT
MANAGEMENT SYSTEM
EPA
Region III
Fact Sheet #9
October 1999
Public Access: In Region III, SDMS has greatly enhanced the agency's ability to
deliver information to interested parties in a variety of media.
CD-ROMs:
rxegion III has completed burning select Administrative
Records for Virginia& Maryland onto CD-ROM. Dela-
ware and West Virginia Administrative Records will be
completed before the start of the
new Millenium. Having the Adminis-
trative Records on CD-ROM will
provide more room at Site Reposito-
ries and State locations where
Administrative Record binders
currently are kept for public access.
These CDs are bundled with a user
friendly search engine to make
document retrieval fast and easy at in-house computers.
Turn of the Century Progress
2,351,419 Images in SDMS
156,350 Documents in SDMS
374 Admin Records in SDMS
107 SDMS Users
366 CD-ROMs Burned
Freedom of Information Act:
E-FOIA: To comply better with the E-FOIA Amend-
ments of 1996, we currently are burning FOIA requests
onto CD-ROM. Region III has responded to 12 FOIA
requests with CDs. If a requester has access to a
computer and CD-ROM drive, they have the option of
ordering the FOIA information to be sent to them on CD.
This allows for them to view both Administrative Records
as well as releasable site file information in the comfort of
their home or office.
Alternative FOIA Response
Options:
For concerned citizens without access to a computer
with CD-ROM capabilities, FOIA staff can create SDMS
collections from specific requests. The requester then
can visit Region III headquarters and view the information
on SDMS. Since May 14,
1999,9 visitors have come
to Region III to view FOIA
responses.
Multi-Media
Offerings:
Prior to Summer of 1999,
active Administrative Records generally were
available in either hard copy binders or microfilm
format. Now, Administrative Records are in SDMS
and have also been burned onto CD-ROM.
Administrative Record updates are included
immediately in SDMS. The ability to meet these
demands have been supported by the addition of 6
Fujitsu scanners and 2 CD-ROM replicators.
North Perm Area 6 - OU1
Administrative Record is now acces-
sible via the EPA Website
http://www.epa.gov/reg3hwmd/
super/nopenn6/arrel041.htm
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SUPERFUND RECORDS
MANAGEMENT
EPA
Region III
Fact Sheet
#10
April 2000
NATIONAL RECORDS &
INFORMATION MANAGEMENT WEEK:
April 3 - April 7
CERCLA RECORDS CENTER
The CERCLA Records Center, located in the
EPA building, houses approximately 4,500 linear
feet of records, including Superfund PA/SI,
Removal, & NPL site files,
Cost Recovery files,
Contracts, Oil site files,
Removal Enforcement site
files, and Brownfields site
files.
SDMS TRAININGS
Refresher training and advanced training courses for
SDMS now are being offered twice a month! The
refresher course reviews various searches to enhance
familiarity with the system, while the advanced course
builds on current system searches and introduces
additional features of SDMS, such as bookmarking and
building collections. ^^^
CD-ROM PROJECT
Region III has completed burning select Administrative
Records for Virginia, Maryland, Delaware, West
Virginia, and Pennsylvania. Over 386 CD collections
have been generated to complete the project! CDs
have been sent to each of the states and copies are
maintained in the
CERCLA Records Center.
In response to the E-FOIA
Amendments of 1996,
FOIA requests can now be
burned to CD-ROM as
well, allowing for faster
response and the ability to
view documents from remote PCs.
DID YOU KNOW?
Approximately 3,250 boxes of Superfund
documents are housed at the Federal
Records Center.
Currently there are 31 entire NPL sites in
SDMS.
An average of 200 site file
updates and 175 client window
transactions are performed each month.
All the Administrative Records now are
on SDMS. The Administrative Record
indexes also can be found on the
internet and on the LAN.
The largest site in the CERCLA
Records Center is Palmerton Zinc Pile,
with 775 folders (approximately 135
linear feet). It will be put into SDMS
starting this summer.
Close to 3 million images comprising
over 160,000 documents are in SDMS.
-------
SUPERFUND DOCUMENT
MANAGEMENT SYSTEM
EPA
Region
Fact Sheet
I #11
July 2000
Large Updates
Progress:
Beginning in 1998, the
CERCLA Records Center
undertook the task of
integrating large site file
updates. The project
started with over ,1,500
updates right after the
EPA's move to 1650 Arch
Street and there are only 322 updates remaining!
The largest update completed to date has been
Palmerton Zinc, which consisted of 90 boxes.
High Priority Sites in SDMS:
October 1999 marked the start of imaging the
54 selected high priority sites into SDMS. As of
June, ten of the 40 completed sites in SDMS
ready for client use, are from these selected
priority sites. As the project continues, there
are six sites in various stages of the process.
The largest site from the high priority list,
Palmerton Zinc, has already been completed.
The site file material consisted of 94 boxes!
Administrative Records:
All Administrative Records are now in SDMS. In
addition, in March 2000, all the remedial Adminis-
trative Record collections have been burned to
CD-ROM and copies were sent to all the states.
Starting in April, any Administrative Record collec-
tions which have been burned to CD-ROM and
since updated will be reburned on a quarterly
basis.
Trainings for
SDMS:
In an effort to familiarize
users with SDMS, refresher
and advanced trainings were
offered twice a month, and
28 individuals participated in
the trainings that ran from
March to June. Additional trainings are planned in
the future including one scheduled for September
21st. They will again include the refresher course,
which reviews the fundamentals of SDMS, and an
advanced course, which expands on SDMS
basics. Please sign up with Anna Butch if you are
interested @ ext. 3157
Did You Know ?
1) As of July 2000, Region 3 has more than 3.5 million images in SDMS.
2) The CERCLA Records Center assists with an average of 260 client transactions each
month.
3) In February 2000, indexing and scanning operations were moved off-site and have
been running at four times the production rate of a year ago.
4) Currently there are 124 users in SDMS.
5) In 1998 the SDMS team had 3 scanners, and since then has increased its production
team to include 7 scanners as of June 2000. Each scanner processes approximately
3,000 images a day!
-------
SUPERFUND DOCUMENT
MANAGEMENT SYSTEM
EPA
Region III
Fact Sheet #12
April 2001
NATIONAL RECORDS & INFORMATION
MANAGEMENT WEEK: April 2 - 6
New DTS
A new version of the Document Tracking System
(DTS) is now up and running! Designed using
Lotus approach, a Windows-based format, the
improved DTS is more user friendly. Instead of
using function keys, staff can now use the mouse
to point and click their way to site file information.
CERCLA Records Center personnel also can
generate new reports for clients such as historical
site file information. An orientation session to the
new DTS will be held on April 5 at 10am.
CD-ROM Project
It has been an exciting time for the CD-ROM
project as court orders mandating electronic
documents have
been issued in
several recent EPA
cases. A special
collection of cost
recovery informa-
tion was burned in
preparation for
Dover Gas Light
litigation, however
the case was
eventually settled
out of court. Also, there is a standing request to
burn a special collection of material in support of
Breslube Penn de minimis settlements and nego-
tiations. In addition to these recent requests, an
astonishing 541 CD-ROM collections have been
burned as of February 2001!
CERCLA Records Center
Update
The CERCLA Records Center continues to update
existing site file information and provide assistance
to an average of
180 clients each
month. Integrat-
ing 1500 boxes
of large site file
updates has
been a priority
since EPA's
move to 1650
Arch Street. At
present, only 72
of those original
boxes remain,
with an estimted completion date in late Spring.
EPA Intranet
Just a quick reminder that the EPA intranet
provides many valuable resources. AR indexes
for Region 3 can be accessed at http://
www.epa.gov/reg3hwmd. CERCLA Records
Center information and procedures can be found
at http://intranet.epa.gov/r3inhwmd. This site
contains a quick reference guide for submitting
updates, a copy of the file structure, an NPL
priority site list for SDMS, and a Records Center
User Manual.
-------
Administrative Records
Update
All Remedial Administrative Records and most
Removal ARs have
been burned onto CD-
ROM! Also in the works
is the possibility of
getting all AR docu-
ments onto the internet.
Currently, the North
Penn Area 6 Administra-
tive Record can be
viewed through Region 3's HSCD web site. Ide-
ally, all ARs soon will be available on-line.
SDMS: Where are we now,
and where are we going?
The 54 High Priority sites with enforcement action
will be completed in
September 2001. Added
to the 30 sites that were
already in SDMS at the
start of the project, there
will be 84 entire sites in
the system! Currently
there are 77 sites and
723 ARs in SDMS.
Next Generation SDMS
The Next Generation of SDMS currently is in the
works. A
workgroup with
representatives
from EPA Re-
gions 3, 5, 6, 9 &
10 met in San
Francisco re-
cently to begin
defining specific
requirements for Next Generation SDMS. Some of
the most promising ideas include a web enabled
interface which would allow users to access
SDMS through the internet. Another hot topic is
the ability to conduct full text searches across
sites! Although the new system may be a few
years away, the workgroup is off to a great start.
Future work with
SDMS
Recently, meetings have been held with
representatives from ORC and the Civil
Investigators, Federal Facilities, and Site
Assessment groups. These data gathering
meetings will help determine recommenda-
tions for future SDMS projects.
Did You Know?
Records Management Fun Facts:
Approximately 4,600 linear feet of site file material is housed in the CERCLA Records
Center.
Each month the records center staff complete an average of 90 regular updates, 30 large
updates, 30 oil updates, 16 cost recovery updates, and track 33 104(e) letters and responses.
In the past year, records center staff have provided assistance to 3,395 clients.
There are approximately 324,000 documents currently in SDMS, which is more than double
the number of documents in the system this time last year.
Almost 5.9 million images have been scanned into SDMS. The Palmerton Zinc Pile site file
contains the most images, with over 361,000.
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