United States
Environmental Protection
Agency
Office of Toxic
Substances
Washington, D.C. 20460
Revised January 1990
EPA 560/4-90-008
Toxic Chemical Release Inventory
Magnetic Media Submission
Instructions
Revised 1989 Version
Section 313
of the Emergency Planning and
Community Right-to-Know Act
(Title III of the Superfund Amendments
and Reauthorization Act of 1986)
Printed on Recycled Paper
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MAGNETIC MEDIA REPORT SPECIFICATIONS FOR THE
TOXIC RELEASE INVENTORY SYSTEM (TRIS)
This document provides basic specifications for the use of magnetic media
to submit EPA Form R reports required by section 313 of the Emergency Planning
and Community Right-to-Know Act (Title III of the Superfund Amendments and
Reauthorization Act of 1986), Public Law 99-499. The specifications and
requirements presented in this document supplement the reporting requirements
presented in the section 313 final rule (40 CFR Part 372). Submission of
magnetic media reports does not relieve the submitter from any of the
regulatory requirements of the section 313 final rule.
Special Note -- Availability of Commercial Software Packages.
Several independent software firms are marketing computer systems
to assist facilities in meeting their reporting requirements under
section 313. Their software products may be designed to produce
reports on magnetic media in the format specified in this document.
EPA's Office of Toxic Substances, Information Management Division will
validate magnetic media formats produced by software packages upon the
request of the vendors. Facilities should be cautious and select a
software package that will produce a valid format. To obtain up to
date information concerning the software packages which EPA recognizes
as preparing valid magnetic media formats, contact the Emergency
Planning and Community Right-to-Know Information Hotline, U.S. EPA, at
(800) 535-0202 or, in Washington D.C. and Alaska, (202) 479-2449.
A complete Form R report contains information on the release of one toxic
chemical or chemical category listed in the section 313 final rule. There is
no maximum or minimum number of reports that may be submitted on magnetic
media for each reporting facility.
While the rule allows the specific identity of chemicals to be claimed
trade secret, you may not use magnetic media for submissions in which chemical
identity is claimed trade secret. In addition, reporting of corrections to
previously submitted section 313 data may not be made through magnetic media.
For detailed instructions concerning reporting requirements, calculation
of thresholds and releases, and assembly of required data, see the Toxic
Chemical Release Inventory Reporting Form R and Instructions, document number
EPA 560/4-90-007, revised January 1990. The instruction document is also
contained in the Toxic Chemical Release Inventory Reporting Package, document
number EPA 560/4-90-001. For more information on section 313, contact the
Emergency Planning and Community Right-to-Know Information Hotline, U.S. EPA,
at (800) 535-0202 or, in Washington D.C. and Alaska, (202) 479-2449.
States are not required to accept reports submitted on magnetic media.
Reporting of section 313 information to state agencies on magnetic media must
be discussed with, and authorized by, the state involved. For more
information consult the appropriate state contact listed in an appendix of the
Toxic Chemical Release Inventory Reporting Form R and Instructions.
Note that these instructions do not apply to the Title III reporting
requirements under sections 311 and 312.
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Changes in the magnetic media format since the January 1989 version of
this document are:
Record type 02 has been modified to include the TRI Facility
Identification Number, a new data item added to the Form R report.
The TRI Facility Identification Number refers to the reporting
facility, and has been assigned by EPA to facilities reporting in
for prior calendar years. A facility's TRI Facility
Identification Number will appear on the mailing label of the
Toxic Chemical Rease Reporting Package for 1989 that was sent by
EPA. Alternatively, a facility which has reported in previous
years, may call the EPCRA hotline to obtain their TRI
Identification Number.
• Record type 07 has been modified to increase the space for the
Receiving Stream Name from 30 to 70 byte postions.
Record types 09 and 13 have been modified to allow up to 99 off-
site locations by increasing the Off-Site Code by one byte
position. Record types 08 and 12 have been similarly modified to
increase the POTW Code by one byte.
Codes identified for the Waste Treatment Efficiency Estimate
(record type 14) have been modified to reflect the codes specified
in the instructions to Form R.
• The address for submission of Form R reports, including magnetic
media, has changed. (See the checklist in Exhibit 1 of this
document, or the instructions to Form R.)
Note: This document reflects only the changes in the reporting
requirements that affect the submission of reports on magnetic media. Review
the instructions to Form R to identify additional changes in the reporting
requirements that do not directly affect the format of magnetic media
submissions (e.g., chemicals being delisted).
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1. CONTENT OF MAGNETIC MEDIA REPORTS - GENERAL SPECIFICATIONS
Reports may be made to EPA using either 9 track magnetic tape or
microcomputer diskettes formatted in DOS 2.1 or higher from an IBM PC/XT/AT or
compatible microcomputer. File format specifications are substantially
different for these two types of media. Data structures and magnetic media
must conform to the formats specified in Part 3 of this document.
EPA will make every effort to process the magnetic media received. If the
media cannot be read, the tapes or diskettes will be returned to the
submitter, who will be held responsible for providing readable media within 30
days. A facility that has not provided readable media before the July 1
deadline will be considered in non-compliance status until EPA receives either
readable media or complete Form R reports. EPA strongly encourages facilities
to read the information that is contained on the tapes or diskettes before
they are submitted to assure data accessibility and avoid non-compliance.
Non-readable media will be returned via the required return packaging and pre-
paid postage provided by the submitter. All readable media received will
become the property of EPA.
Any number of multiple reports from a single facility or reports from
multiple facilities may be included on a single tape or diskette. However,
individual reports for a facility should be completely contained on a single
tape. Diskette files should be completely contained on a single diskette.
Reporting on magnetic media does not affect the requirement to maintain a
record of all information used to complete the reports. This information must
be maintained in a form available for review by EPA or state officials for a
period of three years from the date of submission.
Exhibit 1, on the following page, is a checklist for submission of
magnetic media reports.
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— Exhibit 1. MAGNETIC MEDIA PACKAGE CHECKLIST FOR SUBMITTING MEDIA TO EPA —
A magnetic media package is complete only after you perform the following
steps. Use this checklist as an aid to preparing your magnetic media package.
I—I 1. Prepare a cover letter which includes all the required information as
well as an original signature for each facility reporting on the
magnetic media. (See Part 2.1 of this document.)
I—' 2. Prepare an additional cover page listing all facilities in the order in
which they appear on the magnetic media, if your package includes
reports from multiple facilities. (See Part 2.2 of this document.)
'—' 3. Verify that the data have been formatted and transferred to
magnetic media as specified in this document. (See Parts 3 and 4
of this document.)
'—I 4. Confirm there are no reports for a chemical whose identity is claimed
as a trade secret. No trade secret information may be submitted on
magnetic media.
'—* 5. Confirm that your reports contain all required information. (See the
Toxic Chemical Release Inventory Reporting Form R and Instructions,
available from EPA.)
I—I 6. Verify that all the reported information is correct to the best of your
knowledge.
D
7. Perform a data dump or otherwise access the data contained on the
magnetic media to confirm that the data is readable from the copy which
is to be sent to EPA.
'—I 8. Label the media properly. (See Part 5.1 of this document.)
D
D
9. Package the media safely and include return packaging and postage,
the cover letter(s), and cover page (if applicable) in the package
with the magnetic media. (See Part 5.2 of this document.) Return
packaging and postage allow EPA to return unreadable media.
10. Address the package to: EPCRA Reporting Center
P.O. Box 23779
Washington, D.C. 20026-3779
Attn: Toxic Chemical Release Inventory
Magnetic Media Submission
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PLEASE RETURN TO?
NCIC/OTS CHEMICAL LIBRARY
401 M ST., S.W., TS-793
-5- WASHINGTON, D.C. 20460
2. COVER LETTER AND CERTIFICATION
2.1 Single Facility Packages
Each facility that provides reports on magnetic media must enclose a cover
letter containing the following information:
1. Full name and address of the submitting facility;
2. Number of tapes or diskettes enclosed;
3. List of chemical (or chemical category) names and CAS numbers
covered by the report;
4. Name and phone number of a data processing contact person who is
available to provide clarification;
5. A statement that the information that you are submitting does not
contain any trade secret data.
6. Certification statement identical to the certification statement
from EPA Form R. (See example in Exhibit 1 of this document.) As
required by the regulation, this certification statement must be
signed by the owner or operator or a senior management official,
not the data processing contact. The signed name must also be
typed, followed by the official title of the signee. The date on
which the statement was signed must also be on the letter.
7. Specification of the page number of the cover letter in the
following format: "Page 1 of N Pages."
The certification provided in the cover letter is the same certification
statement contained on reporting Form R. The certification will apply to all
reports provided by the facility which are identified by chemical name in the
cover letter. The name of the owner/operator or senior management official
contained on the cover letter must match the name provided in the data field
for Section 2 of Part I of the form (Certification Name and Official Title) in
each of the facility's reports contained on the magnetic media.
Exhibit 2 is a sample cover letter that includes each of the required
elements.
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Exhibit 2. SAMPLE COVER LETTER ACCOMPANYING A MAGNETIC MEDIA PACKAGE
Page 1 of 1
Pint-Lewis, Incorporated
Battery Products Division
10545 CeriU.es Road
Albuquerque, B.M. 81103-0420
May 2, 1990
EPCRA Reporting Center
P.O. Box 23779
Washington, D.C. 20026-3779
Attn: Toxic Chemical Release Inventory
Magnetic Media Submission
To Whom It May Concern:
Enclosed please find two (2) microcomputer diskettes (numbers 1 and 2) containing
toxic chemical release reporting information for Pin-Lewis, Inc., Battery Products
Division, as required under section 313, Title III of the Superfund Amendments and
Reauthorization Act of 1986.
A total of two (2) reports are included from our facility, concerning the following
chemicals :
Report
Chemical Name Number CAS Number
Lead compounds 00001 HA
Zinc 00002 7440-66-6
Our data processing contact is Jeffrey Mills, who can be reached at (SOS) 7S2-S369.
Mr. Mills is available should any questions or problems arise in your processing of
these diskettes.
I hereby certify that I have reviewed the attached documents and that, to the best of
my knowledge and belief, the submitted information is true and complete and that the
amounts and values in this report are accurate based on reasonable estimates using data
available to the preparers of this report.
Sincerely yours,
Stanley L. Pjj
Vice
Battery Products Division
Pirx-Lewis, Incorporated
Enclosures
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2.2 Multiple Facility Packages
When multiple facilities provide reports on a single magnetic media, each
facility must prepare a separate cover letter containing each of the required
elements noted in Section 2.1 of this document. An additional cover page must
also be enclosed which lists the names of the facilities in the order in which
they appear on the media. Pages should be numbered sequentially starting with
the cover page and continuing through all of the cover letters.
A sample of a multiple facility cover page is included as Exhibit 3.
Exhibit 3. SAMPLE COVER PAGE FOR MULTIPLE FACILITIES
REPORTING IN A SINGLE MAGNETIC MEDIA PACKAGE
EPCRA Reporting Center
P.O. Box 23779
Washington, D.C. 20026-3779
Attn: Toxic Chemical Release Inventory
Magnetic Media Submission
Page 1 of 3 Pages.
American Manufacturing, Inc.
Corporate Headquarters
2625 McDowell Road
Phoenix, AZ 8S008
May 6, 1990
To Whom It May Concern:
Enclosed please find a total of two (2) 3.5 inch microcomputer diskettes containing
toxic chemical release reporting information required under section 313, Title III of
the Superfund Amendments and Reautborization Act of 1986.
Please also find attached a total of two (2) cover letters, one for each of our
subsidiaries that is reporting. The letters include certification statements from each
of these facilities and the signatures of senior management officials responsible for
reporting. The report data is arranged on the two diskettes in the following order:
1. Pine-Lewis Incorporated, Battery Products Division (2 reports)
2. Larson Plastics (1 report)
Our data processing contact is John Berg, who can be reached at (602) 258-1234.
Mr. Berg is available should any questions or problems arise in your processing of these
diskettes.
Sincerely,
'Michael J
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3. FORMAT OF MAGNETIC TAPE REPORTS
3.1 Technical Specifications and Structural Records
The following technical requirements apply for magnetic tape reports:
• Density and recording technique: 9-Track, 1600 BPI, odd parity.
• Logical record length (for all record types): 500 Bytes.
• Blocksize: 2000 Bytes.
• Record format: Fixed Blocked (FB).
• Character Type: 7 Bit ASCII.
• Label Type: No Label (NL) with no leading tape mark.
• File Name: TRIDATA.DAT.
As previously described in this document, a Form R report contains
information on releases of one chemical or chemical category. All reports for
all the facilities reporting on any one tape must be in a single data file
that is entirely contained on that tape. The data file must not span multiple
tapes. If several facilities are reporting on separate tapes which are
included in a single package, each facility's reports should be numbered
sequentially on their respective tapes, beginning with report number one.
The file itself is made up of records, some of which contain Form R
information (described in Part 3.2 of this document) and others which contain
information on the data (structural records). Each record has a fixed length
of 500 bytes, some of which are used by the current data fields and some
reserved for future use. All data are to exist as unquoted, fixed field ASCII
format, and should not include commas, control characters, or other
delimiters.
Structural records contain specific data on the number of records, reports,
and facilities contained on the tape. There are four types of structural
records required in tape reporting, as follows:
1. Header (type hh) is the first record of the data file TRIDATA.DAT.
2. Report start (type ss). which is located at beginning of each report.
3. Report end (type se). which is located at the end of each report.
4. Trailer (type tr) is the last record of the data file TRIDATA.DAT.
The field layout for these four record types is shown in Table 1. All four
record types are required for magnetic tapes, regardless of the number of
facilities reporting on the tape. All information on the tape should be in a
single file named TRIDATA.DAT.
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Table 1
STRUCTURAL RECORD SPECIFICATIONS FOR FORM R DATA REPORTS OH TAPE
Sequence
Number Field Name
Record Type
1
2
Record Type
1
2
Record Type
1
2
3
Record Type
1
2
HH (Header Record)
Record Type
BLANK
SS (Report Start)
Record Type
Report Number
SE (Report End)
Record Type
Report Number
Number of Records
TR (Trailer)
Record Type
Number of Submissions
Byte
Position
Start End
1 2
3 7
1 2
3 7
1 2
3 7
8 12
1 2
3 7
Total
Length Type Format Notes
2 Char Enter hh
5 Char Leave blank
2 Char Enter se
5 Num Sequential report number, right justified
2 Char Enter ss
5 Num Sequential report number,, right justified
5 Num Total number of type 01-14 records in report
2 Char Enter tr
5 Num Total number of submissions on tape
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3.2 Structure of Data Records for Tapes
Table 3 specifies the data structure of each of the data record types and
relates to the information requested in the individual sections and blanks of
EPA Form R. Each data element is contained in a data record of a predefined
record type (numbered 01 through 14). The record type is identified by the
first two byte positions of the record. The report number is a sequential
number assigned by the submitting facility to each report contained on the
magnetic media and is used to cross reference the records of a report. [Note:
Reports from multiple facilities on a single media must be numbered
sequentially and uniquely throughout the media. Therefore, no two reports on
the same tape will have the same report number, whether the reports originate
from the same or different facilities.]
The start byte, end byte, and total length of each data field has been
defined as shown in Table 3. Blank data fields will be represented by blank
bytes on the report media and should not be considered to be the same as data
fields filled by NA, which is used to designate data not applicable to the
submitting facility. (See the Form R instructions for further clarification.)
Table 3 also provides information on data formats including the right or
left justification and the pre-defined placement of decimal points (e.g., a
left justified 3 will be read as 300,000,000 in a 9 byte field). Percent data
should be reported to the nearest whole number. For example, 05300 will be
read as 53 percent, and although 00053 would be read as 0.53 percent, 1
percent (i.e., 00100) should be reported).
Exhibit 4 presents a sample data structure for a magnetic tape record
prepared by a facility which conforms to the data structure specified in Table
3. Exhibit 5 illustrates how the four structural records described in Part
3.1 of this document and the records which contain Form R data should be
ordered on the tape package.
-Exhibit 4. EXAMPLE DATA STRUCTURE FOR MAGNETIC TAPE REPORTS-
Bell Products is completing Record Type 10 for its first report. Bell has
two receiving streams for this report, and so will have two Type 10 records.
The following format is used for Bell's data:
Data Stream Explanation
lOOOOOlab nam 10000 Type 10 record for a release to water; 10 is
the record type; 00001 is the report number;
"a" is the alphabetical index assigned to the
receiving stream; "b" is the range code; "na"
is the estimate; "m" is the basis of estimate
code for monitoring data; 10000 corresponds to
a stormwater percentage of 100%
1000001bna00000000150o 05100 A second type 10 record, for a second receiving
stream (assigned index "b") which is estimated
to receive 150 pounds of the chemical with
stormwater percentage 51%.
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-Exhibit 5. EXAMPLE OF RECORD ORDER FOR TAPE REPORTS-
Gates Photographic Supply is reporting for two of its facilities on one
tape. Gates has two reports for its first facility and one report for its
second facility. All of this information should be contained in a single file
named "TRIDATA.DAT". Gates should structure its data stream as shown below:
Record Type Explanation
hh Header record for tape.
ss Report start record for report 1 in facility 1; this report
is assigned report number 00001.
01 to 14 Record types 01 through 14 for report 1 go here. They
contain Form R data for the first report as defined in Table
3
se Report end record for report 1. This record contains a field
which indicates the number of Form R type records in the
first report. (The number can vary, depending on the number
of multiple records in the report; see above example)
ss Report start record for report 2 in facility 1; this report
is assigned report number 00002.
01 to 14 Record types 01 through 14 for report 2.
se Report end record for report 2. This record contains a field
which indicates the number of Form R type records in the
second report.
ss Report start record for the first report from facility 2.
Because this is the third report on the tape, it is assigned
report number 00003, to avoid its confusion with the first
report from facility 1.
01 to 14 Record types 01 through 14 for this report.
se Report end record for this report.
tr Trailer record for this tape. This record has a field which
indicates the total number of submissions from all facilities
on the tape.
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4. MICROCOMPUTER DISKETTE REPORTS
4.1 Technical Specifications and Special Files
Diskettes may be either 5.25 inch or 3.5 inch in size and either double
density or high density in data capacity. They must be formatted using DOS
2.1 or higher, on an IBM PC/XT/AT or compatible, as follows:
Double density High density
360 Kbytes 1.2 Mbytes
720 Kbytes 1.4 Mbytes
All diskettes contained in a single package must be of a single type and
format, and must be properly labeled with the format used.
For diskette submissions, records of different types must be contained in
separate files. These files are named with a combination of the letters "TRI
and the record type (e.g., type 08 records will be in the file "TRIOS.").
Multiple records of the same type which are part of a single report, as well
as all records of the same type provided for all other reports in the package,
must be contained in a single file. Files containing records of a type should
be completely contained on a single floppy diskette which has been properly
labeled to identify the files it holds.
Two additional files must be created to contain information on the numbers
of records and reports provided in the diskette package. They are:
1. Report end records (type se). created to identify the number of
records in each report that is included in the diskette package.
These are placed in a data file named "TRISE.".
2. Trailer records (type tr). created to identify the total number of
submissions being provided by all facilities which are reporting on
the diskettes. These are placed in a data file named "TRITR.".
The structure for these record types is shown in Table 2 on the following
page.
It is very important that each report have a unique report number used
throughout the records pertaining to that report. Report numbers may be
assigned in any order, so long as no two reports share the same number.
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Table 2
STRUCTURAL HECOHD SPECIFICATIONS FOR FCBM R DATA REPORTS OH DISKETTE
Sequence
Number Field Name
Byte
Position
Total
Start End Length Type Format Notes
Record Type SE (Report End), contained in Diskette File TRISE.
1 Record Type
2 Report Number
3 Number of Records
122 Char Enter se
375 Hum Sequential report number, right Justified
8 12 5 Hum Total number of type 01-14 records in report
Record Type TR (Trailer), contained in Diskette File TBTTP
1 Record Type
2 Number of Facilities
122 Char Enter tr
375 Hum Total number of submissions on diskette
package
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4.2 Structure of Form R Data Records for Diskettes
Each record has a fixed length of 500 bytes, some of which are used by the
current data fields, some reserved for future use, and some reserved for a
carriage return and line feed (positions 499 and 500 respectively). All data
are to exist as unquoted, fixed field ASCII format, and should not include
commas, control characters, or other delimiters.
Table 3 specifies the data structure of each of these records and relates
the data to the individual sections and blanks of EPA Form R. Each data
element is contained in a record of a predefined record type (numbered 01
through 14). The record type is identified by the first two byte positions of
the record. The report number is a sequential number assigned by the
submitting facility to each report contained on the magnetic media and is used
to cross reference the records of a report. Multiple entries of facility data
(e.g., SIC code, NPDES permit numbers) should be contained in multiple records
of the type that is appropriate for that data. For example, a facility with
two SIC codes would have two records of type 03. [Note: Reports from all
facilities on a single media must be numbered sequentially and uniquely
throughout the media. Therefore, no two reports on the same diskette will
have the same report number, whether the reports originate from the same or
different facilities.]
The start byte, end byte, and total length of each data field has been
defined as shown in Table 3. Blank data fields will be represented by blank
bytes on the report media and should not be considered to be the same as data
fields filled by NA, which is used to designate data not applicable to the
submitting facility. (See the instructions for completing Form R for further
clarification.)
Table 3 also provides information on data formats including the right or
left justification and the pre-defined placement of decimal points (e.g., a
left justified 3 will be read as 300,000,000 in a 9 byte field). Percent data
should be reported to the nearest whole number. For example, 05300 will be
read as 53 percent, and although 00053 would be read as 0.53 percent, 1
percent (i.e., 00100) should be reported).
An example of how a company might prepare diskette files for Form R
reporting is contained in Exhibit 6.
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Exhibit 6. EXAMPLE FILE AND DATA STRUCTURE FOR DISKETTE REPORTING
American Manufacturing is preparing reports for two of its facilities and
submitting reports on diskettes. The facilities are assigned facility numbers
00001 and 00002. There are a total of three reports from the two facilities
combined. American assigns report numbers 00001 and 00002 to the two reports
from the first facility, and report number 00003 to the second facility's
report, so that each report will have a unique report number.
After consulting the Toxic Chemical Release Inventory Reporting Form R and
Instructions to assemble the information it needs, American can proceed to
Table 3 to determine how this information should be entered on the diskettes.
The first diskette contains files TRI03 and TRI07, both containing Form R
data, and files TRISE and TRITR. Facility 1 has an SIC code of 3691, and
facility 2 has an SIC code of 4567. Table 3 of this document describes the
data structure of record type 03. The record's first two byte positions
contain the record type, the next 5 byte positions contain the report number,
and the last four contain the facility SIC code. American must prepare three
records for this file, one record for each report it is completing, and store
all three in file TRIOS. File TRIOS contains the following formatted data:
03000013691
03000023691
03000034567
To prepare file TRI07 American must determine how many receiving streams
each report names. The first report names two receiving streams, and the
other two reports name one receiving stream each; American must report a total
of four receiving streams. After determining the structure of record type 07
from Table 3 of this report, American stores the following information in file
TRI07 [Note: For report number 00001, with two receiving streams named, the
first, "tijeros arroyo", is assigned alphabetical stream code "a", and the
second, "rio.grande", is assigned stream code "b". The other reports (00002
and 00003), assign stream code "a" to the only stream that they contain.]:
0700001atijeros arroyo
0700001brio grande
0700002ario grande
0700003asanta cruz river
After completing the other records for the reports, American finds a total
of 18 records for report 00001, 21 records for report 00002, and 14 records
for report 00003. [Note: The count of records includes record types 01 to 14
only. It does not include the number of records of types se or tr.] File
TRISE contains the following end of report records:
se0000100018
se0000200021
se0000300014
Record type tr contains the number of submissions in the diskette package,
therefore file TRITR contains the following formatted data:
trOOOOS
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Tabl* 3
DATA RECORD STRUCTURAL SPECIFICATIQBS FOR FCBM R n»TA
Reference to
Sequence Reporting Form R
Number Page Sect. Title/Topic
Byte
Position
Total
Start End Length Type Format Notes
Record Type 01 (Diskette file TRI01)
1 Record type
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1.
1.
1.
2
2
2
3.
3.
3.
3.
3.
3.
3.
3.
3.
3.
3.
3.
3.
3.
3.
3.
3.
4.
4.
1
2
3
1
1
1
1
1
1
1
1
2
3
3
4
4
6
6
11
11
1
2
Report number
Trade secret
Sanitized copy
Reporting year
Certification name
Certification title
Certification date
Facility name (1st part)
Facility name (2nd part)
Facility st. (1st part)
Facility st. (2nd part)
Facility city
Facility county
Facility state
Facility zip
Entire/part facility
Technical contact name
Technical contact phone
Public contact name
Public contact phone
Facility latitude
Facility longitude
1st UIC ident. number
2nd UIC ident. number
Parent company name
Parent company D&B num.
1
3
8
9
11
15
60
105
111
141
171
201
231
256
281
283
292
293
338
346
393
403
410
417
429
441
486
2
7
8
10
14
59
104
110
140
170
200
230
255
280
282
291
292
337
347
392
402
409
416
428
440
485
494
2
5
1
2
4
45
45
6
30
30
30
30
25
25
2
9
1
45
10
45
10
7
7
12
12
45
9
Char
Hum
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Enter 01
Sequential number
Enter N*
Enter HA*
Enter reporting year (e.g., 1988)
Left justified
Left Justified
Date format MMDDYYb
Left Justified0
Left Justified0
Left Justified0
Left Justified0
Left Justified
Left Justified
Left Justified
Left Justified, no dashes
Enter A (entire) or B (part)
Left Justified
Includes area coded
Left Justified
Includes area coded
Format DDDmsS*
Format DDDMCS9
Right Justified with leading zeros
Right Justified with leading zeros
Left Justified
Right Just., no dashes, leading zeros
a This is the only acceptable value for the field, because no trade secret data may be submitted on
magnetic media.
b e.g., March 17, 1989, would be entered as "031789".
0 Two fields are provided to allow ample room to report this information.
d Do not include parentheses or dashes, e.g., (202) 555-1212 would be entered as "2025551212".
8 e.g., 91 degrees, 15 minutes, 5 seconds would be entered as "0911505". North latitude and west
longitude are assumed.
-------
-17-
Table 3: DAXA BECCBD ST8OCTUHAL SFEdFICATECXS FOR FCBH R DATA (Cent*d)
Sequence
Number
Reference to
ReoortinR Form R
Page
Record Type 02
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
33
36
37
38
39
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
4
4
4
4
4
4
4
4
1
Sect.
Title/Topic
(Diskette file XRI02)
Record type
1.1
1.2
1.3
1.4
2
3.1
3.1
3.1
3.1
3.1
3.1
3.2
3.2
3.2
3.2
3.3
3.3
3.3
4
5.1
5.1
5.1
5.2
5.2
5.2
5.4
5.4
5.4
8.A
8.B
8.B
8.B
8.B
8.C
8.C
8.D
3.1
Report number
RESERVED
CAS number
Chemical/category name
Generic name
Mixture component name
M: (a) Produce
H:(b) Import
M:(c) On-site use
M:(d) Sale/diatrib.
M:(e) Byproduct
M:(f) Impurity
P: (a) Reactant
P:(b) Formulatn. comp.
P:(c) Article comp.
P:(d) Repackaging only
OU: (a) Chem. process
OU: (b) Manufact. aid
OU: (o) Ancillary/Other
f4«TMipnm amount on site
F/Air: Range code
F/Air: Release est.
F/Air: Basis of eat.
S/Air: Range code
S/Air: Release est.
S/Air: Basis of est.
UI: Range code
UI: Release estimate
UI: Baaia oi estimate
Waste min. code
Current yr. chem. qty.
Prior year chem. qty.
Percentage change
Percent change sign
Index
Index sign
Reason for action code
IRI Facility I.D. num.
Byte
Position
Start End
1
3
8
9
18
88
158
228
230
232
234
236
238
240
242
244
246
248
250
252
254
256
258
269
271
273
284
286
288
299
301
303
316
329
334
335
337
338
340
2
7
8
17
87
157
227
229
231
233
235
237
239
241
243
245
247
249
251
253
255
257
268
270
272
283
285
287
298
300
302
315
328
333
334
336
337
339
355
Total
Length Type
2
5
1
9
70
70
70
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
11
2
2
11
2
2
11
2
2
13
13
5
1
2
1
2
15
Char
Hum
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Format Motes
Enter 02
Sequential number
Leave Blank
Right justified with leading zeros", or HA
Left Justify or HA
Not applicable for non-trade secret reports
Left justify or HA
Enter Y, N, or NA
Enter Y, N, or HA
Enter Y, H, or HA
Enter Y, H, or HA
Enter Y, H, or NA
Enter Y, H. or HA
Enter Y, N, or NA
Enter Y, H, or HA
Enter Y, H, or HA
Enter Y, H, or HA
Enter Y, N, or NA
Enter Y, N, or NA
Enter Y, H, or NA
Enter amount range code (01 through 11)
Enter range code (A through O" or HA
Right justify num. (no decimal places) or HA
Basis code (M, C, E, or 0) or NA
Range code (A through C) or NA
Right justify num. (no decimal places) or HA
Basis code (M, C, E, or 0) or HA
Range code (A through O" or HA
Right justify num. (no decimal places) or HA
Basis code (H, C, E, or 0) or HA
Type of modification code (Ml through M8) or NA
Right justify num. or NA
Right justify num. or HA
Right justify percent (no decimal point) or NAC
Enter P (positive) or N (negative)
Right justify, no decimal point (99-9.9), or NA
Enter P (positive) or H (negative)
Action code (Rl through R5)
Left justified, no dashesd
a e.g., CAS number 1336-36-3 would be entered as "001336363".
° "A" should be entered for 0 pounds, "B" for 1-499 pounds, or "C" for 500-999 pounds.
0 Enter percent without a decimal point, but with two trailing zeros (e.g., 23 percent would be
entered as "02300".) Do not include fractions of a percent (i.e., report 23 rather than 23.15).
d TRI Facility Identification Number is a new data item for 1989 reports and is assigned by EPA.
-------
-IB-
Table 3: DATA RECORD STRUCTURAL SPECIFICATIONS FOR FOHM R DATA (Cont'd)
Reference to
Sequence Reporting Form R
Number Page Sect. Title/Topic
Record Type 03 (Diskette file TRIOS)
1 Record type
2 Report number
3 1 3.5 SIC code
Record Type 04 (Diskette file TRIO*)
1 Record type
2 Report number
3 1 3.7 D&B Number
Record Type OS (Diskette file TRIOS)
1 Record type
2 Report number
3 1 3.8 EPA ID Number
Record Type 06 (Diskette file TRI06)
1 Record type
2 Report number
3 1 3.9 NPDES Permit Number
Record Type 07 (Diskette file TRI07)
1 Record type
2 Report number
3 1 3.10 Receiving Stream Code
4 1 3.10 Receiving Stream Name
Record Type 08 (Diskette file TRIOS)
1
2
3
4
5
6
7
8
9
10
11
2
2
2
2
2
2
2
2
2
1
1
1
1
1
1
1
1
1
Record type
Report number
POTH Code
POTW Name (1st
POTH Name (2nd
part)
part)
POTH Street (1st part)
POTH Street (2nd part)
POTH City
POTH County
POTH State
POTH Zip
Byte
Position
Start
1
3
8
1
3
8
1
3
8
1
3
8
1
3
8
9
1
3
8
10
40
70
100
130
153
180
181
End
2
7
11
2
7
16
2
7
19
2
7
16
2
7
8
78
2
7
9
39
69
99
129
154
179
181
190
Total
Length
2
5
4
2
5
9
2
5
12
2
5
9
2
5
1
70
2
5
2
30
30
30
30
25
25
2
9
Type
Char
Hum
Char
Char
Hum
Char
Char
Hum
Char
Char
Hum
Char
Char
Hum
Char
Char
Char
Hum
Char
Char
Char
Char
Char
Char
Char
Char
Char
Format Notes
Enter 03
Sequential number
SIC code
Enter 04
Sequential number
Right justify, use leading zeros, no dashes
Enter OS
Sequential number
Right justify, use leading zeros, no dashes
Enter 06
Sequential number
Right justify with leading zeros
Enter 07
Sequential number
Sequential alphabetic character*
Left justify
Enter 08
Sequential number
Sequential numeric character*1
Left justify0
Left justify0
Left justify0
Left justify0
Left justify
Left Justify
Left justify
Left justify, no dashes
" Each distinct receiving stream must be assigned a distinct alphabetic code (a, b, c, etc.).
The code must also be entered in the corresponding location in record type 10 to allow release estimate data
to be matched to the receiving location's descriptive information.
b POTHs should be assigned distinct sequential numeric codes (1, 2, 3, etc.). The code must also be
entered in the corresponding location in record type 12 to allow release estimate data to be matched to the
POTW'a descriptive information.
Two fields are provided to allow ample room to report this information.
-------
-19-
Table 3: DATA BHOCBD STRUCTURAL SPKCIPICATIOBS FOR FCBM E DATA (CoDt'd)
Reference to
Sequence Reporting Form R
Number Page Sect. Title/Topic
Byte
Position
Total
Start End Length Type Format Notes
Record Type 09 (Diskette file TRI09)
1
2
3
4
5
6
7
8
9
10
11
12
13
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
Record type
Report number
Off Site Code
RCRA ID Number
Off Site Name (1st part)
Off Site Name (2nd part)
Off Site St. (1st part)
Off Site St. (2nd part) 112
Off Site City
Off Site County
Off Site State
Off Site Zip
Off Site Control Ind.
1
3
8
10
22
52
62
.12
.42
.67
.92
.94
!03
2
7
9
21
51
61
111
141
166
191
193
202
204
2
5
2
12
30
30
30
30
25
25
2
9
2
Char
Hum
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Enter 09
Sequential number
Sequential numeric character0
Right Justify with leading zeros
Left justify11
Left justify11
Left Justify15
Left justify1*
Left justify
Left justify
Left justify
Left justify
Enter Y, R, or HA
Record Type 10 (Diskette file TRI10)
1
2
3
4
5
6
7
3/5 5.3
3/5 5.3
3/55.3
3/5 5.3
3/5 5.3
Record type
Report number
Hater: Stream code
Hater: Range code
Hater: Release estimate
Hater: Basis of estimate
Hater: Stonntater percent 24
1
3
6
9
11
22
24
2
7
6
10
21
23
28
2
5
1
2
11
2
5
Char Enter 10
Hum Sequential number
Char Matches Record Type 07, alphabetic character0
Char Range code (A through C) or NA
Char Right justify num. (no decimal places) or NA
Char Basis code (M, C, E, or 0) or NA
Char Right justify percent (no decimal point) or NAe
* Off-site transfer points must be assigned distinct numeric codes. The code must also be entered in
the corresponding location in record type 13.
" Two fields are provided to allow ample room to report this information.
c The code entered must be an alphabetical character code that matches the code used in record type 07
for the receiving stream. Each receiving stream should have a distinct record type 10.
d "A" should be entered for 0 pounds. "B" for 1-499 pounds, or "C" for 500-999 pounds.
• Enter percent without a decimal point, but with two trailing zero* (e.g., 23 percent would be
entered as "02300"). Do not include fractions of a percent (i.e., report 23 rather than 23.15).
-------
-20-
Table 3: DATA RECORD STRUCTURAL SPBCTFICATIOBS FOB FORM R DATA (Ccnt'd)
Reference to
Seouence Retx>rtiiut Form R
Dumber
Record
1
2
3
4
5
6
7
8
9
10
11
12
13
1A
Record
1
2
3
4
5
6
Record
1
2
3
4
5
6
7
Page Sect.
Title/Topic
Byte
Position
Start
End
Total
Length
Type
Format Notes
Type 11 (Diskette file TRI11)
3/55.5
3/5 5.5
3/5 5.5
3/55.5
3/5 5.5
3/55.5
3/5 5.5
3/5 5.5
3/5 5.5
3/5 5.5
3/55.5
3/5 5.5
Record type
Report number
On-site landfill: Range
On-site landfill:Release
On-site landfill: Basis
Land treat: Range code
Land treat: Release est.
Land treat: Basis of est
Surf. Imp: Range code
Surf. Imp: Release est.
Surf. Imp: Basis of est.
Other land: Range code
Other land: Release est.
Other land: Basis of est
1
3
e
10
21
23
25
36
38
40
51
53
55
66
2
7
9
20
22
24
35
37
39
50
52
54
65
67
2
5
2
11
2
2
11
2
2
11
2
2
11
2
Char
Hum
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Char
Enter 11
Sequential number
Range code (A through C)a or HA
Right justify num. (no decimal places)
Basis code (M, C, E, or 0) or HA
Range code (A through C)a or HA
Right justify num. (no decimal places)
Basis code (M, C, E, or 0) or HA
Range code (A through C)a or HA
Right justify num. (no decimal places)
Basis code (M, C, E, or 0) or HA
Range code (A through C)a or HA
Right justify num. (no decimal places)
Basis code (M, C, E, or 0) or HA
or HA
or HA
or HA
or HA
Type 12 (Diskette file XRI12)
4/56.1
4/5 6.1
4/5 6.1
4/5 6.1
Record type
Report number
BOTH Code
POTH Range code
POTW Release estimate
POTH Basis of estimate
1
3
a
10
12
23
2
7
9
11
22
24
2
5
2
2
11
2
Char
Hum
Char
Char
Char
Char
Enter 12
Sequential number
Matches Record Type 08, numeric character"
Range code (A through C)a or HA
Right justify num. (no decimal places)
Basis code (M, C, E, or 0) or HA
or HA
Type 13 (Diskette file TRI13)
4/5 6._
4/5 6._
4/5 6._
4/5 6._
4/5 6._
Record type
Report number
Off site: Code
Off site: Range code
Off site: Release est.
Off site: Basis of est.
Off site: Treatment type
1
3
8
10
12
23
25
2
7
9
11
22
24
27
2
5
2
2
11
2
3
Char
Hum
Char
Char
Char
Char
Char
Enter 13
Sequential number
Matches Record Type 09, numeric character"
Range code (A through C)" or HA
Right justify num. (no decimal places)
Basis code (M, C, E, or 0) or HA
Offsite Treatment code
or HA
• "A" should be entered for 0 pounds, "B" for 1-499 pounds, or "C" for 500-999 pounds.
b The code entered must match the numeric code in record type 08 for the corresponding POTH or record
type 09 for the corresponding off-site transfer point. Record types 12 and 13 contain data for the amounts
of toxic chemical transferred to each POTH or off-site location; this code cross-references with other
records containing descriptive information.
-------
-21-
Table 3: DATA HKXBD SXBDCXOUO. SPECIFICATICBS FOB FOBf R DATA (Conb'd)
Secpience
Number
Reference to
Reporting Fora R
Page Seat. Title/Topic
Record Type 14 (Diskette tile TRI14)
Record type
Report number
WTME: Wastestream
MIME: Treatment
1
2
3
4
5
6
7
B
4/5 7._a
4/5 7._b
4/5 7._c
4/5 7._d
4/5 7. _e
4/5 7. _f
Byte
Position
Total
Start End Length Type Format Notes
WTME: Influent cone. rng. 12
WTME: Seq. treatment 14
WTME: Efficiency eat. 16
WTME: Baaed on data 21
2 2 Char Enter 14
7 5 Hum Sequential number
8 1 Char Wastestream code
11 3 Char Treatment code
13 2 Char Range code (1 through 5)a or HA
15 2 Char y, H, or HA
20 5 Hum Right justify percent (no decimal point) or HAb
22 2 Char y, H. or HA
"1" should be entered for > 1 percent, "2" for 0.01 percent to 1 percent, "3" for 1 ppm to 100 ppm,
"4" for 1 ppb to 1 ppm, or "5" for < 1 ppb.
" Enter percent without a decimal point but with two trailing zeroa (e.g., 23 percent would be entered
aa "02300"). Do not include fractions of a percent (i.e., report 23 rather than 23.15).
-------
-22-
5. LABELING AND PACKAGING REQUIREMENTS
5.1 Labeling Requirements
A label must be attached to each tape reel (not tape band) and diskette
(not jacket) which conforms to the following format:
A. Name of the submitting facility (or for
multiple facility packages the name of
the company which prepared the reports).
B. Date the tape or diskette was created.
C. Floppy diskette format density. Use HD
for high density or DD for double
density. (Applicable only to
diskettes.)
D. Year for which the data are reported.
E. Number of this diskette or tape.
F. Total number of diskettes or tapes in
the package.
G. Name and phone number of a facility
computer contact person.
H. File name or names on the tape or
diskette.
Labels may be typed or legibly handwritten. Any media submitted without a
proper label attached will not be processed and will be returned to the
submitter. Exhibit 7 contains a sample diskette label.
TRIS Report
(A)
Date
(B)
Report Yr. 0»
Density
Num.
Contact (G)
Files
(C)
ofW
(H)
EXHIBIT 7
TRIS Report
j>
NumJ
,I»lC.
of
TEI05 ,
At left is a sample diskette label for
American Manufacturing, which has two double
density diskettes in its package. The
package contains information on two of
American's facilities, but the labels should
only list the parent company, American
Manufacturing, and the data processing
contact at American. Diskette 1 contains the
files TRI03, TRI07, TRISE, and TRITR.
-------
-23-
5.2 Packaging and Shipping Requirements
The type of packaging and shipping used for magnetic media are left to the
discretion of the submitting facility. EPA accepts no responsibility for
packages lost or damaged during transit. It is recommended that the package
be marked with the words "Magnetic Media -- Do Not X-Ray".
All magnetic media packages must include self-addressed, postage paid
return packaging sufficient to allow EPA to return unreadable media to the
facility.
Send complete magnetic media (properly labeled) along with a cover letter
(containing an original certification signature from each submitting
facility), and cover page (if necessary) to:
EPCRA Reporting Center
P.O. Box 23779
Washington, D.C. 20026-3779
Attn: Toxic Chemical Release Inventory
Magnetic Media Submission
Reports to the appropriate State agency must be made in accordance with
the instructions for completing Form R (see page 1 of this document) . A State
contact list is provided in the instructions document. However, a State may
not have the capability to accept magnetic media as specified in this
document. In these cases, you must send copies of Form R to the State.
Alternatively, the State may have established a computer database but have
different specifications for submission of section 313 data on magnetic media,
in which case you should contact the State representative listed in the
instructions document for details.
*U.S. GOVERNMENT PRINTING OFFICE: 1990-O-719-503
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