<£D S7», a a \ s I UNITED STATES ENVIRONMENTAL PROTECTION AGENCY WASHINGTON, D.C. 20460 •1 -2010 OFFICE OF SOLID WASTE AND EMERGENCY RESPONSE OSWER Directive No. 9200.1-103 MEMORANDUM SUBJECT: FROM: TO: Purpose Inclusion of Scribe into the Role of Tracking Superfund Sampling Data James E. Woolford, Director Office of Superfund Remedial :hnology Innovation Superfund National Policy Managers, Regions 1-10 Regional Science and Technology Directors The purpose of this directive is to add Scribe as an additional sample tracking software tool for use for the Contract Laboratory Program (CLP). This directive shall be a companion document with OSWER Directive 9240.0-38 (FORMS II Lite™ Role in Tracking Superfund Sampling Data) and Directive 9240.0-2C (Tracking Superfund Non-CLP Analytical Data). In OSWER Directive 9240.0-38, FORMS II Lite™ is identified as the mandatory sample tracking system for use with CLP samples. This directive shall establish that Scribe or FORMS II Lite™ sample tracking tools can be used for both CLP and CLP Non-Routine Analytical Services (CLP-NRAS) sampiing activities. The Scribe tool provides end-users with multiple features for managing environmental data. Scribe will be phased into the Superfund CLP and CLP-NRAS sampling activities by January 1, 2011. Ultimately, FORMS II Lite™ will be phased out of those programs, OSRTI plans to disinvest from further upgrades to the FORMS II Lite1M software. The background of Scribe, suggested language and requirements for EPA contracts, Interagency Agreements, and Cooperative Agreements, status of software and training opportunities, and implementation are provided below. Background Scribe is a software tool developed by the USEPA's Environmental Response Team (KRT) to assist in the process of managing environmental data. Specifically, Scribe: Internet Address (URL) • http://wwwepa.gov Recycled/Recyclable • Primed with Vegetable Oil Based Inks on 100% Postconsumer, Process Chlorine Free Recycled Paper ------- « captures sampling, observational, and monitoring field data (e.g., field tasks which include Soil Sampling, Water Sampling, Air Sampling and Biota Sampling); * provides import capabilities for electronic data including Analytical Lab Result data (Electronic Data Deliverable) and Sampling Location data such as global positioning system coordinates; * supports handheld extensions, Scriblets, to capture and import sampling and monitoring data collected on handheld personal digital assistants (PDAs); • generates and prints documentation (e.g., bottle labels, Traffic Reports/Chain of Custody, Analytical Lab Result data reports); • supports exporting electronic data for user services such as geographic information system tools and spreadsheets so sampling data may be further analyzed and incorporated into report writing and deliverabies; and • supports the Staged Electronic Data Deliverable (SEDD) Stage I electronic analytical result data, FORMS II Lite™, and the Region 5 Rapid Assessment Tool (RAT). Attachment 1 provides a summary of Scribe software and hardware requirements. Suggested Language and Requirements for EPA Contracts, Interagency Agreements, and Cooperative Agreements Attachment 2 and OSWER Directive 9420.0-38 provide additional details and suggested language to modify EPA contracts and Interagency Agreements. Amendments to cooperative agreements with the States and Tribes may be required to address the incorporation of the Scribe requirement or to purchase equipment. Amendments to Interagency Agreements with federal facilities for EPA-lead sites may also be needed. The language is provided to establish national consistency in overseeing sampling activities. Each region needs to amend its major assessment and response contracts (e.g., Remedial Action Contracts (RACs), Superfund Technical Assessment and Response Team (START) that provide sampling services. In addition, regional modifications may be necessary to accommodate region-specific needs. Contractors shall provide the equipment and software necessary to operate Scribe and/or FORMS II Lite™. Effective January 1, 2011, the contractors performing sampling work for the CLP and CLP-NRAS shall be required to use either Scribe or FORMS II Liter to manage sample collection, documentation, and submission of all relevant reports. The samplers shall also submit electronic traffic reports/chain-of-custody to the Sample Management Office (SMO) to automate the sample tracking process. Exceptions to the January 1, 2011 requirement should be rare (our goal is 100% use of either Scribe or FORMS II Lite™ usage for the CLP) but can be waived by the Regional Sample Control Center Coordinator (RSCC) or another regional designee who is most familiar with the sampling activities. The region may also institute special procedures to handle situations when the use of Scribe or FORMS II Lite™ is not practical. Headquarters does not need to approve individual waivers or the waiver process. Examples of acceptable waivers ------- include small businesses conducting very limited sampling for one site such as at Brownfield sites, and substantial breakdown of equipment such as laptops, printers, or other related equipment. The RSCC should coordinate with the Project Officer and/or Contracting Officer if there is a trend in equipment problems or to address penalties for non-compliance, as appropriate. The region will be responsible for determining alternative tracking procedures for sites that are waived from using either Scribe or FORMS II Lite™. States and Tribes accessing the CLP or using CLP-NRAS services for analyses should comply with the implementation date as well. However, each region can use their judgment on whether certain States and/or Tribes need special accommodations or an extension of the deadline. Potentially responsible parties have the option of using either Scribe or FORMS II Lite1M, unless the samples (e.g., split samples) are being analyzed by EPA contractors. The Scribe and FORMS II Lite™ software can be downloaded at the following web sites: Scribe: http://v\ .- » _•'.>' i;y >r * ±s-_?, -'x_.'i > ne nbn FORMS II Lite™: jj^ \\ :_:_-'" -j __ ^rvifrnJ r»_..y_ns ^" : ' _ n- Status of Software and Training Scribe and FORMS II Lite1M software and training are offered at no cost to EPA personnel, EPA contractors conducting Superfund work, the States and Tribes. Scribe will continue to be upgraded to meet customer needs. However, there are no plans for further upgrades of FORMS II Lite™ Samplers in all the regions and some states have been trained by OSRTI and additional training requests will be honored based upon available funding. Training is also provided via computer-based and web-based systems, a self-help web site, and the Scribe and FORMS II Lite1M help desks. Training can be requested via the RSCCs or by directly contacting Joseph Schaefer at 732-906-6920 {Schaefcr.Joseptva.epa.gov) for Scribe and Eric Reynolds at 703-603-9928 (Reynolds. Hric>g'epa.gov) for FORMS II Lite™. Implementation Regional Contracting Officers and Project Officers must amend their assessment and response contracts to address Scribe requirements. Site project managers must also ensure that sampling contractors use either Scribe or FORMS II Lite™, RSCCs or other appropriate staff overseeing sampling activities must work closely with site managers to ensure sampling contractors comply with these requirements, OSRTI will provide quarterly updates to the regions on which samplers have been trained and are using Scribe or FORMS II Lite™ for CLP samples. As an effort in eliminating duplication and based upon funding. OSRTI will evaluate the need for both sample tracking tools with potential emphasis on whether or not to continue support of the FORMS II Lite™^ Thank you for your cooperation in deploying the Scribe tool requirement for sample tracking. Please direct any questions to Eric Reynolds of my staff at 703-603-9928 or Reynolds. Eric@epa.gov. For technical questions related to Scribe, contact Joe Schaefer at 732- 906-6920 or Schaefer.Joe@epa.gov. ------- Attachments cc: Mathy Stanislaus, OSWER Barry Breen, OSWER Lisa Feldt, OSWER Renee Wynn, OSWER/OPM Dana Tulis, OSWER/OEM Suzanne Rudzinski, ORCR , David R. Lloyd, OSWER/OBLR Reginald Cheatham, OSWER/FFRRO Carolyn Hoskinson, OSWER/OUST ' Elliott Gilberg, OECA/OSRE „ David Kling, OECA/FFEO John Michaud, OGC/SWRELO - OSRTI Managers Chloe Metz, Superfund Lead Region Coordinator, US EPA Region 2 NARPM Co-Chairs ------- ATTACHMENTl Summary of Scribe Software and Hardware Requirements Scribe Minimum System Requirements Recommended minimum configuration requirements for the user's system are as follows: • Windows XP or higher; • Microsoft Internet Explorer 6.x or higher; , « 300 MHz Pentium processor; • 128 MB RAM; • 200MB available hard disk space; • 800x600 resolution using small fonts; and « Mouse interface, printer, and remote power sources for field use. ------- ATTACHMENTS Suggested Language for EPA Contracts, Interagency Agreements, and Cooperative Agreements The contractor shall be required to use EPA's field sample tracking software tools. Field - " 'V\A Operations and Records Management System (FORMS II Lite ) or Scribe, to manage the sample collection, documentation and submission of all relevant reports for Contract Laboratory Program (CLP) and CLP Non-Routine Analytical Services (CLP-NRAS) activities by January 1, 2011. The contractor shall provide the equipment (e.g., laptops, portable printers) and software (e.g.. Internet Explorer) necessary to operate FORMS II Lite or Scribe. EPA will provide FORMS II Lite™ and Scribe software tools and training at no charge to the contractor. Exceptions to this requirement will be waived by the Regional Sample Control Center Coordinator (RSCC) or another regional designee who is most familiar with the sampling activities.1 The region may also institute special procedures to handle situations when the use of FORMS II Lite1M or Scribe is not practical. Examples of acceptable waivers include small businesses conducting very limited sampling for one site such as at Brownfield sites, emergency response situations, and substantial breakdown of equipment such as laptops, printers, or other related equipment. The contractor shall use the FORMS II Lite1M or Scribe software tools to generate and submit traffic reports (also known as a Chain-of-Custody form) in accordance with established regional guidance. For CLP services, the samplers shall also submit electronic traffic reports to the Sample Management Office to automate the sample tracking process. The extensible mark- up language (XML) electronic traffic reports can be submitted via the Internet. Exact procedures and instructions on how to submit electronic traffic reports are available on the Office of Superfund Remediation and Technology Innovations CLP web page 1 Please include an EPA point of contact and telephone number if possible in the modified contract language. Regional penalties, if instituted, would need to be stated as well. ------- |