Toxic Release Inventory (TRI)

Magnetic Media File Formats for RY2000-
Final

February 1, 2001

Prepared for:

/tDSr\

U32J

Work Assignment Number: E2001-1
Contract Number: 68-W-98-045

Environmental Protection Agency
Office of Environmental Information
Project Officer: Annette Marion

Prepared by:

Titan Systems Corporation
CBSI Division

4600 North Fairfax Drive, Suite 300
Arlington, Virginia 22203

T1TAKJ SYSTEMS CORPORATION

CBSI DIVISION

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TRI Magnetic Media File Formats for RY2000

Table of Contents

1.0 Introduction	1-1

1.1	Note to Software Vendors 	 1-2

1.2	UTIL, the State Utility Software	 1-3

2.0 Changes for RY2000 	 2-1

2.1	Changes to the TRI01 File Format	2-1

2.2	Changes to the TRI05 File Format	2-1

2.3	Changes to the TRI08 File Format	2-1

2.4	Changes to the TRI14 File Format	2-1

2.5	New File TRI 17	2-2

3.0 Questions and Answers for TRI Software Vendors 	3-1

4.0 Submitting Reports on Diskette	4-1

4.1	Labeling the Diskette	4-1

4.2	States That Accept Electronic Submissions 	4-2

4.3	Preparing the Cover Letter 	4-2

4.4	Preparing the Form A	4-4

5.0 Magnetic Media ASCII Transfer File Formats	5-1

Attachment A - Blank Form R	A-l

Attachment B - Blank Form A	B-l

February 1, 2001

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TRI Magnetic Media File Formats for RY2000

1.0 Introduction

This document presents the magnetic media ASCII transfer file formats for RY2000. Changes

were made to these file formats as required by the RY2000 TRI reporting software to support:

~	Addition of Part II Section 1.4 of the Form R for reporting of Persistent, Bioaccumulative,
and Toxic (PBT) Chemicals, including dioxin and dioxin-like compounds. (Note: Form A
cannot be used to report PBT chemicals, including dioxin and dioxin-like compounds.)

~	For a facility reporting a mailing address outside the US (both the Form R and Form A,
Part I, Section 4.1) addition of a country field and inclusion of a Non-US State/Province
and Postal Code field in the Mailing Address section.

~	For a facility reporting an off-site outside the US (Form R, Part II, Section 6.2) addition
of a country field and inclusion of a Non-US State/Province and Postal Code field.

~	Addition in Part I, Section 4, 4.2 for both the Form R and Form A: box for GOCO; "d.
GOCO."

~	Addition in Part II, Section 3, 3.2 for the Form R: box for impurity that reads "e. as an
impurity."

~	Increase in NPDES field from 9 to 10 characters. NPDES numbers are typically 9
characters in length, but may be up to 10 characters.

~	Increase in field size of Technical Contact and Public Contact Telephone Numbers to
enable entry for international phone numbers (submitter must include Oil).

~	Increase in field size of Production Ratio in Part II, Section 8.9 of the Form R.

The following changes have been made to ATRS for Reporting Year 2000 and are provided for

information even though they did not require changing the file formats:

~	The state cover letter address can now be entered into a maintenance list that will be
referenced at the time the state cover letter is printed. The state address list can contain as
many state addresses as the submitter wishes to enter.

~	After an initial ATRS2000 database has been built, the reload function can be used to add
automated files from diskette to the ATRS2000 database. This feature allows several users
to develop ATRS records that can later be merged into a single database. The corollary to
this capability is that the database can now contain duplicate records that will have to be
controlled manually by the user.

~	Each screen can be navigated by using the Tab key.

~	During data entry, the cursor will stay on the same submission when data entry for that
record is completed.

~	Waste stream sequences can now be duplicated.

~	TRI Facility Ids (TRIFIDs) are typically 15 characters in length (either alpha or numeric).
TRIFIDs of less than 15 characters can now be accommodated. TRIS will accept all
TRIFIDs that have been assigned by the EPCRA RC. (Only the EPCRA RC can assign
TRIFIDs). The algorithm used to assign TRIFIDs is as follows:

positions 1-5 (numbers only);

positions 6-10 (letters, numbers, and spaces);

positions 11-15 (letters, numbers, and spaces).

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TRI Magnetic Media File Formats for RY2000

Facilities that do not have a TRIFID already assigned for their use will enter
"NEW FACILITY", "NEW FACILITY02", etc. in the TRIFID field.

~	The Printing Tab now has the full range of sort features common to the other Tabs.

~	As of June 15, 2000, Phosphoric Acid was de-listed from the list of reportable TRI
chemicals for RY1999. It can still be reported and revised for prior reporting years
(RY1987-RY1998).

~	Range codes cannot be used for reporting PBTs, including dioxin and dioxin-like
compounds. PBT chemicals, including dioxin and dioxin-like compounds may be reported
using decimals. PBT chemicals are reported in pounds. Dioxin and dioxin-like compounds
are reported in grams.

1.1 Note to Software Vendors

We are distributing this document to enable you to update your company's software for
Reporting Year 2000 (RY2000). For more information about ATRS, visit our website at
www.epa.gov/atrs. It is recommended that you make a practice of visiting this site weekly
throughout the year, since in many cases this will be the earliest source of information about a
change in ATRS.

Please note the following:

~	As you create software that generates paper and electronic TRI reporting forms for
Reporting Year 2000 submissions to EPA, we suggest that you support the Form A
(formerly called the Certification Statement) as well as the Form R. See Appendix A for a
sample Form R and Appendix B for a sample Form A. Please note that the Form A field
(record #83 in TRI01) indicates whether the submitter has selected the Form A option.

~	Your software must comply with the general instructions for completing the Form R. If
you support the Form A, your software must comply with the general instructions for
completing the Form A. The instructions for preparing the Form R electronically do not
supersede the instructions for completing a hard copy form. For instance, electronic
submissions, like paper, must report "NA" where there is no other information to report.
This document reflects only the changes in the reporting requirements that affect the
submission of reports on magnetic media. Review the Toxic Chemical Release Inventory
Reporting Forms and Instructions for 2000 to identify additional changes in the reporting
requirements (for example, chemicals being added or delisted, etc.) that do not directly
affect the format of magnetic media submissions.

~	Any questions about these file formats may be answered by referring to EPA's Automated
TRI Reporting Software (ATRS) application data entry function that demonstrates a full
ensemble of edit checks together with all tables (chemicals, SIC codes, etc.) needed for
data entry. In a side-by-side comparison, your software should produce the same output
files as the ATRS application.

February 1, 2001

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	TRI Magnetic Media File Formats for RY2000	

1.2 UTIL, the State Utility Software

All changes to the TRI Magnetic Media File Formats also affect the State Utility (UTIL)
software.

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TRI Magnetic Media File Formats for RY2000

2.0	Changes for RY2000

Changes were made to the TRI01, TRI05, TRI08, TRI14, file formats and a new file format
TRIO 17 has been added for dioxin and dioxin-like compounds.

2.1	Changes to the TRI01 File Format

The phone numbers for the Technical Contact and Public Contact were increased in size from 10
to 20 characters to accommodate international telephone numbers. For international telephone
numbers the submitter must include 011 as the prefix. A new field has been added to the file
format at Record # 30 for the new check box on the Form R at Part I, Section 3.2 e. as an
impurity. The Production Ratio field at Record #80 (Form R, Part II, Section 8.9) has been
increased in size from 6 characters (4 integer and 2 decimal) to 9 characters (7 integer and 2
decimal).

2.2	Changes to the TRI05 File Format

The field forNPDES has been increased in size from 9 to 10 characters. NPDES numbers are
typically 9 characters in length, but may be up to 10 characters.

2.3	Changes to the TRI08 File Format

A new two character field named OFF COUNTRY has been added to the end of the file format
to reflect the addition of the check box on the Form R screen in ATRS. (Note: The check box in
not on the hardcopy Form R.) This check box indicates whether the Off-site transfer location is
outside the United States and its territories. A new twenty-five character field named
OFF PROVINCE has been added to store the name of the Non-US State or Province in which
the Non-US Off-Site Facility is located. Off-site Zip Code (OFF ZIP) has been increased in size
to 14 characters to accommodate Non-US Postal Codes.

2.4	Changes to the TRI14 File Format

A new two character field named MAIL COUNTRY has been added to the end of the file format
to reflect the addition of the check box on the Form R and Form A to indicate whether the
Mailing Address of the facility is outside the United States and its territories. A new twenty-five
character field named MAIL PROVINCE has been added to store the name of the Non-US State
or Province. Mailing Address Zip Code (MAIL ZIP) has been increased in size to 14 characters
to accommodate Non-US Postal Codes.

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	TRI Magnetic Media File Formats for RY2000	

2.5 New File TRI17

A new file has been added for recording the percentages of the 17 dioxin and dioxin-like
compounds that constitute chemical compound N150 that will be reported in Part II, Section 1.4
of the Form R.

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TRI Magnetic Media File Formats for RY2000

3.0 Questions and Answers for TRI Software Vendors

The following questions and answers are based on compatibility problems found when uploading
submissions created with vendor software to the TRI database. To ensure your software creates
valid submissions, please verify that the output files comply with the logic and business notes
described in this document. Please also specify an identifier for your software and company in the
TRITR file as indicated in the file format table also in this document.

Ql: What should be printed on Form R continuation pages for page 3 under Section
6.1.A.1, Total Transfers to POTW?

Al: This field may be left blank on continuation pages since it duplicates information already
printed.

Q2: How many decimal places may a submitter report up to for PBT chemicals, including
dioxin and dioxin-like compounds?

A2: EPA's reporting software and data management systems support release values up to 11
characters (for Sections 5 and 6 of the Form R) and 13 characters (for Section 8 of the
Form R) where the decimal point counts as a character. This means the largest release
value that may be reported in Sections 5 and 6 is 99,000,000,000 (99 billion), or in the
case of Section 8 9,000,000,000,000 (9 trillion). The smallest release value that may be
reported in all three sections is 0.0000001 (one ten-millionth). In the case of PBTs,
including dioxin and dioxin-like compounds, EPA's reporting software supports release
values up to 7 digits to the right of the decimal. If all 7 decimal places are used, the
maximum release value to the left of the decimal point is 999 (i.e. the character string
999.1234567 is 11 characters long and 99999.1234567 is 13 characters long). If a facility
has a release value exceeding 999 and its data calculations support the use of 7 or more
digits to the right of the decimal point, the facility should enter the full character string for
the integer value to the left of the decimal point and as many decimal characters as
possible until the 11 or 13 character limit is reached.

Q3: How many decimal places may a submitter report for the 17 dioxin and dioxin-like
compounds that will be recorded as percentages in Section 1.4 in Part II of the Form
R?

A3: A submitter may report up to two places to the right of the decimal point. The decimal

point is already programmed into Section 1.4 in ATRS and is not a part of the 5 characters
field size.

Q4: Must the total of the percentages for the 17 dioxin and dioxin-like compounds that will
be recorded in Section 1.4 in Part II of the Form R add up to 100% ?

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TRI Magnetic Media File Formats for RY2000

A4: Yes, except in those cases when a facility does not have speciation data available. In those
cases, a facility should indicate NA.

Q5: Must TRI02, 03, 04, and 05 data be duplicated for each chemical for each facility?
A5: Yes.

Q6: Can more than one page 5 ever be printed for a Form R?

A6: Yes. ATRS2000 now permits unlimited entries of data in Part II, Section 8.10, Source
Reduction Activities.

Q7: Can trade secret chemicals be put on magnetic media?

A7: No. Trade secret reports may not be submitted on magnetic media.

Q8: How should the characters for the CAS Number (Section 1.1) and Toxic Chemical
Name or Category Code (Section 1.2) fields be justified?

A8: The CAS number is right-justified with leading zeros (no hyphens allowed). The chemical
category code is left-justified with trailing spaces. Do not add trailing zeros.

Q9: In Form R Section 7A, how do we handle more than eight Waste Treatment Method
codes for a single General Waste Stream code on page 4 and in magnetic media?

A9: To enter more than eight Waste Treatment Method codes, enter "NA" into column C of
the first row and leave columns D and E blank on all but the final row. The General
Waste Stream code (column A) is left blank on all continuation rows. The final row will
contain valid values in columns C, D, and E.

Valid Range of Influent Concentration codes are 1 - 5 or "NA" (for continuation).

Shown below are the complete contents of TRI13 for one test Form R submission that
shows a continuation in the first waste stream that spans three records:

13 0 0 0 01A AO1AO 2AO 3A0 4AO 5A0 6A0 7 B11NA
1300001 B21B31B99C01C02C0 9C11C21NA
1300001 C31C41C42C43C44C4 5NA 0110000Y
1300001W C46C99F01F11F19F31F41F420200500ON
1300001L F51F61F71F81F82F83F99G0103002500Y
1300001S G0 9G11G21G99P01P0 9P11P12 04 0 012 50N

Q10: How do we handle the use of NAs in A TRS for both the Form R and Form A ?

A10: Additional language regarding the use of NA, particularly the use of NA versus a numeric
value (e.g. zero) has been added to the Toxic Chemical Release Inventory Reporting
Forms and Instructions for 2000. For ATRS purposes, please use the table below which
clarifies the use of NA and where NAs are required in ATRS.

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TRI Magnetic Media File Formats for RY2000

Use of NA in ATRS
for RY 2000

Where is NA used?

ATRS





Part I,
Section 4.5

NA removed from drop down list; terminating NA
not required.

Part I,

Sections 4.7-4.10

NA required only if not applicable (enter in box "a"
for each section); terminating NA not required.

Part I,

Section 5.1 & 5.2

Must indicate NA or fill in the Form.

Part II,
Section 1.4

For dioxin and dioxin-like compounds only: NA is
used when speciation data is not available.

Part II

Section 5.1, 5.2

Must indicate NA or fill in with a value.

Part II,

Section 5.3.1-5.3.3

NA provided in drop down list. Must choose NA or
fill in to validate. Terminating NA not required.

Part II,

Section 5.4.1-5.5.4

Must indicate NA or fill in with a value.

Part II,

Section 6.1.A.1

NA or value required.

Part II,
Section 6.2

Terminating NA required. Terminating NA records
are only required in the Transfers to Offsite ASCII
file (TRI12) if the number of transfers are not
divisible by 4.

Also, for off-site RCRA ID: NA is an acceptable
entry for both an off-site in the U.S. and outside the
U.S.

Part II,
Section 7A

NA or value required in 7A.la required.

Part II,

Section 7A.lb, 7A.2b, etc.

Terminating NA required.

Part II,
Section 7B

ATRS will require consistent use between NA and
some numerical quantity (including 0) between
Section 7B/8.2 & 7C/8.4.

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TRI Magnetic Media File Formats for RY2000

Where is NA used?

ATRS

Part II,
Section 7C

NA or method code required. Terminating NA not
required.

Part II,
Section 8

Terminating NA required for Section 8.10.
Terminating NA records are only required in the
Source Reduction Activities ASCII file (TRI 15) if
the number of activities are not divisible by 4.
ATRS will require consistent use between NA and
some numerical quantity (including 0) between
Section 7B/8.2 & 7C/8.4.

l-'onn A



Part I,
Section 4.5

NA removed from drop down list; terminating NA
not required.

Part I,

Sections 4.7-4.10

NA required only if not applicable (enter in box "a"
for each section); terminating NA not required.

Part I,

Section 5.1 & 5.2

Must indicate NA or fill in the Form.

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TRI Magnetic Media File Formats for RY2000

4.0	Submitting Reports on Diskette

After data entry is completed, using either ATRS2000 or vendor software, the Form R and Form
A transfer files are copied to diskette for submission to EPA. Diskettes submitted to EPA should
be 3.5-inch and high-density (for example, 1.44 MB). They must be formatted using DOS 2.10 or
higher on an IBM PC or compatible microcomputer. Submitters may not use low-density (360
KB or 720 KB) or extra-high-density (2.88 MB) diskettes. We also suggest that you tell
submitters to use new diskettes, because older media (for example, "recycled" diskettes) have
caused upload problems in the past. Do not submit Form R or Form A printouts if you are
reporting those chemicals electronically.

Please note that the diskette must contain only files pertaining to TRI submission. Any other files
sent with the diskette may cause the entire diskette to be rejected during the upload process by
ATRS Copy into the Toxic Chemical Release Inventory (TRI) database System.(TRIS).

Similarly, please inform submitters to check for viruses before sending their diskettes to the EPA
for processing.

4.1	Labeling the Diskette

A label must be attached to each diskette. The label may be typed or legibly handwritten. An
example of the format and content of this label is shown below.

TRI Report

COMPANY

NAME

Date: 06/09/2001

Density: HD

Report Year: 2 0 0 0

Number: 1 of 1

Contact: TECHNICAL CONTACT NAME

(505) 555-5369

Packaging and shipping for magnetic media are left to the discretion of the submitting facility.
Submitters should be warned, however, to use a label indicating that their packages contain a
diskette that is fragile and cannot be shipped with magnetized materials. Your instructions should
tell users to send completed magnetic media, along with a cover letter from each submitting
facility, containing an original certification signature, to:

EPCRA Reporting Center

P.O. Box 3348

Merrifield, VA 22116-3348

Attn: TRI Magnetic Media Submission

Certified mail, overnight mail, and hand-delivered submissions only should be addressed to:

EPCRA Reporting Center

c/o Computer Based Systems, Inc.

Suite 300

4600 N. Fairfax Drive
Arlington, VA 22203
(703) 816-4445

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TRI Magnetic Media File Formats for RY2000

NOTE: Submitters must also send a copy of each Form R and Form A to the appropriate state
agency which should be contacted for the correct mailing address and to determine whether they
will accept magnetic media or only hardcopy submissions.

4.2 States That Accept Electronic Submissions

The following states have indicated that they will accept TRI submissions on magnetic media. If
your state is not listed, it is recommended that you contact the responsible state environmental
office to determine their plans for accepting magnetic media submissions in the future. ATRS2000
has been enhanced to enable entry of an address in a State Address table that can be printed on
the cover letter for the state. The state address can be updated anytime a change is identified.

NOTE: ATRS2000 enables all facilities to submit electronically. However, submitters in those
states that have indicated to EPA by the time ATRS2000 is finalized that they do not accept
electronic submissions, will receive a message to check with their state regarding the status of
paper versus electronic submissions. In past years some states began to accept electronic
submissions after ATRS was finalized for that particular reporting year and, as a result, some
submitters were prevented from being able to report to their state electronically.

STATE ABBREVIATIONS

AK

AZ

CA

CO

DC

DE

FL

GA

HI

IA

ID

IL

IN

KS

LA

MD

ME

MI

MN

MO

MT

NC

ND

NH

NJ

NM

NV

NY

OH

OK

OR

PA

SC

SD

TX

UT

VA

VI

VT

WA

WI

WV

WY





4.3 Preparing the Cover Letter

If you are submitting reports on magnetic diskette to EPA, then you must enclose a certifying
cover letter for each separate facility signed by the official listed in Part I, Section 3 of the Form R
or Form A (name and official title of operator, senior management official, or owner). The
following page is a sample of the format and content of the cover letter.

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TRI Magnetic Media File Formats for RY2000







TRI Fac. ID : 


EPCRA Reporting Center
P.O. Box 3348
Merrifield, VA 22116-3348
Attn: Toxic Chemical Release Inventory
Magnetic Media Submission

To Whom It May Concern:

Enclosed please find one (1) microcomputer diskette containing toxic chemical release reporting information for:



This information is submitted as required under section 313 of the Emergency Planning and Community Right-to-Know
Act of 1986 and the Pollution Prevention Act of 1990.

We are submitting a total of two 2 Chemical Report(s) for our facility.
These 2 chemical report(s) are described below:

Chemical Name Report Year	CAS Number	Report Type

 		


Our technical point of contact is:

,	Phone Number: ,

and is available if 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,

Owner Signature