National Human Exposure Assessment Survey (NHEXAS) Arizona Study Quality Systems and Implementation Plan for Human Exposure Assessment Standard Operating Procedure SOP-UA-D-32.1 Operation and Maintenance of Data Scanners


0 EDA United States	^u1Sm u 0fficeof
Environmental Protection Agency	Research and Development
National Human Exposure Assessment Survey
(NHEXAS)
Arizona Study
Quality Systems and Implementation Plan
for Human Exposure Assessment
The University of Arizona
Tucson, Arizona 85721
Cooperative Agreement CR 821560
Standard Operating Procedure	SOP-UA-D-32.1
Title: Operation and Maintenance of Data Scanners
Source: The University of Arizona
U.S. Environmental Protection Agency
Office of Research and Development
Human Exposure & Atmospheric Sciences Division
Human Exposure Research Branch
Notice: The U.S. Environmental Protection Agency (EPA), through its Office of Research and Development (ORD), partially funded
and collaborated in the research described here. This protocol is part of the Quality Systems Implementation Plan (QSIP)
that was reviewed by the EPA and approved for use in this demonstration/scoping study. Mention of trade names or
commercial products does not constitute endorsement or recommendation by EPA for use.

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SOP# UA-D-32.1
Revision #1
June 1997
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Operation and Maintenance of Data Scanners
1.0 Purpose and Applicability
This procedure defines the steps needed to operate the data scanners that will be used in
the University of Arizona component of the NHEXAS Project, the Border Study, and
other Health and Environment projects.
2.0	Definitions
2.1	BORDER STUDY: An alias for "Total Human Exposure Arizona: A Comparison of the
Border Communities and the State" conducted in Arizona by the University of
Arizona/Battelle/Illinois Institute of Technology consortium.
2.2	Form ID Box: Unique id box used by Teleform to classify each form and page. They
are located at the bottom right of each page of every form.
2.3	HEALTH AND ENVIRONMENT PROJECTS (or H&E): An umbrella title for all
projects funded to M.D. Lebowitz and/or M.K. O'Rourke (or their designees) which
examine purported or real relationships among environmental factors and any aspect of
human health.
2.4	HRP SITE: The Health Related Professions building, located at 1435 North Fremont
Avenue; Tucson, AZ 85719. This is an annex of the Arizona Prevention Center and
the primary site of NHEXAS Arizona, the Border Study, and other Health and
Environment projects.
2.5	LED: Light Emitting Diode
2.6	NHEXAS Arizona: Acronym for National Human EXposure Assessment Survey, a
research project conducted in Arizona by the University of Arizona/Battelle/Illinois
Institute of Technology Consortium.
3.0	References
3.1	"Pentax Technologies: Installation & User's Guide" Pentax Technologies Corporation.
Co. 1995
3.2
"TeleForm Standard: User Guide Version 5" Cardiff Software. Co. 1991-1996

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3.3 "Windows 95 User's Guide" Microsoft Corporation Co. 1995
4.0 Discussion
Data scanners are now a cost effective method of entering data. Bubble fields are entered
with virtually 100% accuracy. Technology to recognize constrained written numeric
fields are available with near 100% accuracy. Use of this technology for the entry of
data is quick and accurate. Scanable forms will be used in the field, lab, sample tracking
and data entry portions of the project whenever possible.
NHEXAS AZ, Border Study, and other Health and Environment project forms were
developed using the Teleform program package and following procedures outlined in
SOP # UA-D-30.X. This package has a dictionary feature and a feature that prints out
the characteristics of each created form.
5.0 Responsibilities
The Project Data Coordinator is responsible for creating the forms, defining the
database(s) and making sure all data on the forms is accurately scanned into defined
databases. This responsibility may be delegated.
6.0 Materials and Reagents
Pentax Document Scanner Model Number DS10
7.0	Operation and Maintenance of Data Scanners
7.1	Operation
a.	Turn on PC and Scanner. Power to the scanner can be assured by observing that
the orange LED light is lit at the front of the scanner. All scanners are plugged
into the same power strip as the computer so turning on the PC always powers up
the attached scanner. Start the scanning process by clicking on the Teleform
Reader icon on the Win95 desktop.
b.	The Pentax scanner is automatically selected by the Teleform Reader.
c.	Always place forms face down on the form feeder platform with form id box at the
bottom of the page. With forms having information on both sides of a page, only
one form can be scanned at a time. Once the form feeder has scanned all of the
odd pages the user flips the form over, remembering to keep the form id box at

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SOP# UA-D-32.1
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June 1997
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bottom of the feeder, and Teleform automatically starts to scan in all even pages.
Repeat step C for each form.
d. If there is a paper jam press the release button, see pg.60 of Pentax User Guide,
and pull out the jammed paper.
7.2 Maintenance
a.	Static electricity can be very harmful to the scanner. Therefore, discharge any
static electricity you may have built up in your body by grounding yourself. This
can be done by touching a large metal object.
b.	Regularly clean the window glass. This will ensure that dirt or smudges will not
reduce the quality of your scanned images. Common household Windex and a soft
cloth are all that is necessary to properly clean the glass. Scheduled cleanings of
the scanner glass are done at the beginning of each month.
c.	To replace the lamp see page 52 in the Pentax user guide. Lamps should be
changed at the first sign that clarity of the scanned in images is declining. The
clarity can be checked during the verification process of Teleform covered in UA-
D-34.X.
d.	The scanners are in use Mon.-Fri. 9:00am to 5:00pm. With such heavy use service
for the scanners are performed by Open Technologies in Phoenix, 5869 S. Kyrene
Suite #2. All service orders and results are kept by the Data Manager within the
Pentax folder.
8.0 Records
Any maintenance performed on the scanners is subject to documentation as described in
UA-D-l.X. Records are kept in a binder labeled "Computer Maintenance Logs" at the
HRP site, University of Arizona, Tucson, AZ

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