Toxics Release Inventory (TRI)

Magnetic Media File Formats for RY2003 and 2004

February 13, 2004



.SB,

Environmental Protection Agency
Office of Environmental Information
Office of Information Analysis and Access
TRI Program Division

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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 RY2003 	 2-1

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

Appendix A: Links to Blank Form R and Blank Form A	 A-l

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TRI Magnetic Media File Formats for RY2003

1.0	Introduction

1.1	Options for Submitting TRI Data.

For TRI Reporting Year (RY) 2003 (forms due July 1, 2004), TRI regulated facilities have nine
options for submitting their TRI forms:

Electronic submission over the Internet using TRI-ME and EPA's Central Data
Exchange (CDX). This electronic submission process is entirely paperless. It is the
preferred option for submitting to the U.S. EPA, although it is not available for state
submissions for RY2003. This method is the most cost effective, fastest and least error
prone. Data that are submitted using TRI-ME and CDX will be entered into the TRI Data
Processing System immediately with resulting Facility Data Profiles being posted on the
FDP website shortly after. The files that are sent to EPA must exactly match the Magnetic
Media File Formats for RY2003 as set forth in this document. Facilities have two ways of
preparing their electronic submissions:

1.	Facilities may use TRI-ME from the beginning to understand and complete their TRI
forms, and then proceed through TRI-MEs submission module to submit electronically
over the Internet using CDX.

2.	Facilities may prepare their TRI forms using another (third party) software product. If
this third party software product produces electronic output files consistent with the
Magnetic Media File Formats for RY2003 then facilities may load this data into TRI-
ME and then proceed through TRl-MEs submission module to submit electronically
over the Internet using CDX.

Diskette. Facilities may submit using a 3.5 inch high density floppy diskette to EPA and to
most States. A signed certification letter must accompany the diskette when it is mailed to
EPA and the States. The files that are put on the diskette are sent to EPA pursuant to the
Magnetic Media File Formats for RY2003 as set forth in this document. Facilities have
three ways of preparing their diskettes:

3.	Facilities may use TRI-ME from the beginning to understand and complete their TRI
forms, and then proceed through TRI-MEs submission module to create diskettes.

4.	Facilities may prepare their TRI forms using another (third party) software product. If
this third party software product produces electronic output files consistent with the
Magnetic Media File Formats for RY2003 then facilities may load this data into TRI-
ME and use TRI-MEs submission module to prepare a diskette.

5.	Facilities may prepare their TRI forms using another (third party) software product. If
this third party software product produces electronic output files consistent with the

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TRI Magnetic Media File Formats for RY2003

Magnetic Media File Formats for RY2003 then facilities may copy this data onto a
diskette.

Paper Forms. Facilities may submit their forms to EPA and almost all States on paper.

This is the least preferred way as it is most costly to process and is most error prone.
Facilities have four ways of preparing the paper forms:

6.	Facilities may use TRI-ME from the beginning to understand and complete their TRI
forms, and then proceed through TRI-MEs submission module to create paper forms.

7.	Facilities may prepare their TRI forms using another (third party) software product. If
this third party software product produces paper forms completely consistent with the
official paper forms, these may be submitted.

8.	Facilities may complete the traditional paper form contained in the Toxic Chemical
Release Inventory Reporting Forms and Instructions, Revised 2003 Version. This
method of submission is the most likely to produce errors and EPA does not encourage
this method.

9.	Facilities may prepare their TRI forms using another (third party) software product. If
this third party software product produces electronic output files consistent with the
Magnetic Media File Formats for RY2003 then facilities may load this data into
TRI-ME and use TRI-ME's submission module to print paper forms.

1.1 Instructions for Software Vendors

This document explains and sets forth the TRI Magnetic Media File Formats for RY2003.
We are distributing this document to enable you to update your company's software for TRI
Reporting Year 2003 (RY2003).

The TRI Magnetic Media ASCII transfer file format (sometimes called the TRI Flat Files)
that TRI-ME or third party software should produce is a denormalized version of the Form R
report and Form A certification statement. These Flat Files contain all the data a user would
enter into traditional paper Form R report and Form A certification statements.

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TRI Magnetic Media File Formats for RY2003

There are 2 major changes to the Form R
that will result in 22 field changes in the
Flat File formats from the prior (RY2002)

TRI Reporting Year (see section 2.0
below). Details describing the
appropriate output file format, with
changes highlighted in red, for
processing in EPA's TRI database can be
found in Section 5.0 of this document.

Third-party software vendors may wish to
encourage their customers to load their
data into TRI-ME and use TRI-ME s
submission module to actually prepare the
internet, diskette or paper submission.

This is because TRI-MEs submission
module contains a validation process that
checks for various errors. Facilities that
use TRI-MEs submission module and correct the errors identified are much less likely to
receive subsequent formal error notices from U.S. EPA. Statistics have shown that only
2% of data validated and submitted using TRI-ME contain errors that will result in

If you have specific questions regarding these Flat File formats please contact John Cooper
at (202) 566-0731 or via email at "cooper.john@epa.gov".

For more information about Toxics Release Inventory Made Easy (TRI-MET) 2003 or prior
year(s) TRI reporting software, visit our web sites at

http://www.epa.gov/tri/report/trime/index.htm and at http://www.epa.gov/tri/. 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 to TRI
reporting software.

General information for creating your application:

~	As you create software that generates paper and electronic TRI reporting forms
for Reporting Year 2003 submissions to EPA, we suggest that you support the
Form A as well as the Form R. See Appendix A links for a sample of a Forms R
and A. Please note that the output field CERT LTR (record #84 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

What are the TRI Flat Files?

If you look at the contents of a submission
diskette created by EPA's TRI Reporting
software (TRI-ME), you'll notice 18 text
files with the names "TRITR" and "TRI01"
through "TRI17" (note that the text files do
not have ".txt" file extensions). Each text
file contains a different set of information
extracted from your Forms (e.g., TRI 14
contains Part I information about your
facility). The Flat Files contain all the data
elements in the traditional paper Form R and
A, but they do not look like the traditional
paper forms.

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TRI Magnetic Media File Formats for RY2003

form. For instance, electronic submissions, like paper, must report "NA" where
there is no other information to report. Review the Toxic Chemical Release
Inventory Reporting Forms and Instructions Revised 2003 Version 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
TRI-ME reporting software application. The data entry function in the
application 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 TRI-ME software
application.

~	For RY2003 the Office of Management and Budget (OMB) has approved new
versions of EPA '.s Form R report and Form A certification statement. Third-
party software facsimiles of the Form R report and Form A certification
statement must reflect these new changes to the forms. Be sure to also include
the new OMB expiration date in the header and the form revision date in the
footer.

1.2 UTIL, the State Utility Software

PLEASE NOTE: UTIL is not submission software.

The State Utility software - UTIL - is a separate program designed to enable states and other
users the ability to export TRI data into a relational format. The functionality of UTIL for
the 2003 reporting year will provide states with all of the data entry functionality formerly
found in ATRS plus the export options previously found in UTIL. The program will allow
importing of diskettes from multiple facilities plus the ability to manually enter submissions.
The estimated release date is early spring of 2004. UTIL is not intended for use by
submitters.

Contact the TRI program division directly at  for additional information
on this enhancement.

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TRI Magnetic Media File Formats for RY2003

2.0 Changes for RY2003

Flat Files

New and Modified records, for RY 2003, appear in Red text and have an asterisk (*) in
front of their Record# in the files layouts that appear in section 5.0 Magnetic Media ASCII
Transfer File Formats (TRIFlat Files).

Two changes occurred to the TRI Form R for Reporting Year 2003. First, in Part II,
Section 5.5.3, Surface Impoundments has been divided into two rows of data. Those being
5.3.3A - RCRA Subtitle C Surface Impoundment and 5.5.3B - Other Surface
Impoundments. This change will result in the following changes to the Magnetic Media file
formats:

~	Record #45, Field #45 SRF REL, File TRI01 - This field NOW represents the
Part II, Section 5.5.3 A. A, amount of RCRA Subtitle C Surface Impoundment
Releases. Formerly, it represented 5.5.3.A Surface Impoundments Releases.

~	Record #46, Field #46 SRF BAS, File TRI01 - This field NOW represents the
Part II, Section 5.5.3A.B, RCRA Subtitle C Surface Impoundments Basis of
Estimate. Formerly, this field represented 5.5.3.B Surface Impoundment Basis
of Estimate.

~	Addition of Record #91, Field #91 OTHSRF REL, File TRI01 - This is a new
field that has been added in RY 2003. It represents Part II, Section 5.5.3B.A,
amount of Other Surface Impoundment Releases.

~	Addition of Record #92, Field #92 OTHSRF BAS, File TRI01 - This is a new
field that has been added in RY 2003. It represents Part II, Section 5.5.3B.B,
Other Surface Impoundments Basis of Estimate.

The second change to the Form R in RY 2003 occurred in Part II, Section 8.1. This row

has been divided into four rows of data. The four new rows are as follows:

8.1a- Total On-site Disposal to Underground Injection Class I Wells, RCRA Subtitle C

Landfills and other landfills.

8. lb - Total Other On-site Disposal or other releases

8.1c- Total Off-site Disposal to Underground Injection Class I Wells, RCRA Subtitle C
Landfills and other landfills.

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TRI Magnetic Media File Formats for RY2003

8. Id - Total other Off-site Disposal or other releases

These changes will result in the following changes to the Magnetic Media file formats:

~	Record #51, Field #51 QRELSCOLA, File TRI01 - This field NOW represents
the Part II, Section 8. la. A, (Column A) the Prior Year amount of Total On-site
Disposal to Underground Injection Class I Wells, RCRA Subtitle C Landfills and
other landfills. Formerly, it represented 8.1. A, Prior Year (Column A) Quantity
Released.

~	Record #52, Field #52 QRELS COLB, File TRI01 - This field NOW represents
the Part II, Section 8.1a.B, (Column B) the Current Year amount of Total On-site
Disposal to Underground Injection Class I Wells, RCRA Subtitle C Landfills and
other landfills. Formerly, it represented 8.1.B, Current Year (Column B)
Quantity Released.

~	Record #53, Field #53 QRELS COLC, File TRI01 - This field NOW represents
the Part II, Section 8.1a.C, (Column C) the Following Year amount of Total On-
site Disposal to Underground Injection Class I Wells, RCRA Subtitle C Landfills
and other landfills. Formerly, it represented 8.1.C, Following Year (Column C)
Quantity Released.

~	Record #54, Field #54 QRELS COLD, File TRI01 - This field NOW represents
the Part II, Section 8.1a.D, (Column D) the Second Following Year amount of
Total On-site Disposal to Underground Injection Class I Wells, RCRA Subtitle C
Landfills and other landfills. Formerly, it represented 8.1.D, the Second
Following Year (Column D) Quantity Released.

~	Addition of Record #93, Field #93 QRON COLA, File TRI01 - This is a new
field that has been added in RY2003. It represents Part II, Section 8. lb. A,
(Column A) the Prior Year Total Other On-site Disposal or other releases.

~	Addition of Record #94, Field #94 QRON COLB, File TRI01 - This is a new
field that has been added in RY2003. It represents Part II, Section 8. lb.B ,
(Column B) the Current Year Total Other On-site Disposal or other releases.

~	Addition of Record #95, Field #95 QRON COLC, File TRI01 - This is a new
field that has been added in RY2003. It represents Part II, Section 8. lb.C ,
(Column C) the Following Year Total Other On-site Disposal or other releases.

~	Addition of Record #96, Field #96 QRON COLD, File TRI01 - This is a new
field that has been added in RY2003. It represents Part II, Section 8. lb.D ,

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TRI Magnetic Media File Formats for RY2003

(Column D) the Second Following Year Total Other On-site Disposal or other
releases.

~	Addition of Record #97, Field #97 QDOFFCOLA, File TRI01 - This is a new
field that has been added in RY2003. It represents Part II, Section 8.1c.A ,
(Column A) the Prior Year Total Off-site Disposal to Underground Injection
Class I Wells, RCRA Subtitle C Landfills and other landfills.

~	Addition of Record #98, Field #98 QDOFF COLB, File TRI01 - This is a new
field that has been added in RY2003. It represents Part II, Section 8.1c.B ,
(Column B) the Current Year Total Off-site Disposal to Underground Injection
Class I Wells, RCRA Subtitle C Landfills and other landfills.

~	Addition of Record #99, Field #99 QDOFF COLC, File TRI01 - This is a new
field that has been added in RY2003. It represents Part II, Section 8.1c.C ,
(Column C) the Following Year Total Off-site Disposal to Underground
Injection Class I Wells, RCRA Subtitle C Landfills and other landfills.

~	Addition of Record #100, Field #100 QDOFF COLD, File TRI01 - This is a
new field that has been added in RY2003. It represents Part II, Section 8.1c.D ,
(Column D) the Second Following Year Total Off-site Disposal to Underground
Injection Class I Wells, RCRA Subtitle C Landfills and other landfills.

~	Addition of Record #101, Field #101 QROFF COLA, File TRI01 - This is a new
field that has been added in RY2003. It represents Part II, Section 8. Id.A,
(Column A) the Prior Year Total Other Off-site Disposal or other releases.

~	Addition of Record #102, Field #102 QROFF COLB, File TRI01 - This is a new
field that has been added in RY2003. It represents Part II, Section 8. ld.B ,
(Column B) the Current Year Total Other Off-site Disposal or other releases.

~	Addition of Record #103, Field #103 QROFF COLC, File TRI01 - This is a new
field that has been added in RY2003. It represents Part II, Section 8. ld.C ,
(Column C) the Following Year Total Other Off-site Disposal or other releases.

~	Addition of Record #104, Field #104 QROFF COLD, File TRI01 - This is a new
field that has been added in RY2003. It represents Part II, Section 8. ld.D ,
(Column D) the Prior Year Total Other Off-site Disposal or other releases.

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TRI Magnetic Media File Formats for RY2003

Other changes for RY2003

The M codes used in Column C of Section 6.2 of the Form R have been updated. M63
(Surface Impoundment) was deleted and replaced by M codes M66 (RCRA Subtitle C
Surface Impoundment) and M67 (Other Surface Impoundments). M71 (Underground
Injection) was deleted and replaced by M codes M81 (Underground Injection to Class I
Wells) and M82 (Underground Injection to Class II-V Wells).

The U codes used in Section 7B of the Form R have been updated. Code U09—Other
Energy Recovery Methods, has been deleted. This code is not applicable since the only
energy recovery methods are combustion in a kiln, boiler or industrial furnace. Combustion
units other than kilns, boilers and industrial furnaces are used for treatment of the toxic
chemical (except for metal and metal compounds).

In RY 2002, facilities began using the TRI Facility Siting Tool to determine their latitude
and longitude coordinates. This tool can be found on the TRI home page. For RY 2003
this tool has been enhanced. In RY 2002, users could locate their facility latitude and
longitude coordinates by entering in a ZIP code or a City/State combination. They then
used maps to navigate to the location of their facility and find their coordinates.

In RY 2003, two new options were added to this tool. First, users can now locate their
facility by entering their Street address in addition to their ZIP or City/State. By doing so,
the siting tool can usually locate their facility in the center of the first map displayed. By
utilizing this option, the user won't have to do any navigation or only a slight amount to
actually pinpoint their facility centroid.

Likewise, the second new option, allows the user to enter their facility name or facility TRI
Facility Id into the tool. This also will cause the tool to locate the facility in the center of
the first map display. This method should also save the user from doing major navigation
to locate their facility. These two new options should save the user time and steps in finding
their facility.

For more information about the siting tool see Appendix E of the Toxic Chemical Release
Inventory Reporting Forms and Instructions Revised 2003 Version.

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TRI Magnetic Media File Formats for RY2003

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: Does the EPA test and/or certify 3rdparty software?

Al: No. EPA provides no support or testing services for vendors developing software
similar to the EPA's TRI-ME. Developers are encouraged to use this document
along with TRI-ME RY2003 to answer design questions.

Q2:	What should be printed on Form R continuation pages for page 3 under

Section 6.1.A.1, Total Transfers to POTW?

A2:	This field may be left blank on continuation pages since it duplicates information

already printed.

Q3:	How many decimal places may a submitter report up to for PBT chemicals,

including dioxin and dioxin-like compounds?

A3: 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
99,999,999,999 (more than 99 billion), or in the case of Section 8,
9,999,999,999,999 (more than 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.

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TRI Magnetic Media File Formats for RY2003

Q4:	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?

A4:	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 TR1-ME and is not a
part of the 5 characters field size.

Q5:	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% ?

A5:	Yes, except in those cases when a facility does not have speciation data

available. In those cases, a facility should indicate NA.

Q6: Must TRI02, 03, 04, and 05 data be duplicatedfor each chemical for each
facility?

A6: Yes.

Q 7:	Can more than one page 5 ever be printed for a Form R?

A7:	Yes. Reporting software can allow unlimited entries of data in Part II, Section

8.10, Source Reduction Activities.

Q8:	Can trade secret chemicals be put on magnetic media?

A8: No. Trade secret reports may not be submitted on magnetic media.

Q9: How should the characters for the CAS Number (Section 1.1) and Toxic
Chemical Name or Category Code (Section 1.2) fields be justified?

A9:	The CAS NO field is right-justified with no hyphens. Do not add leading zeros.

The CHEM_NAME field is left-justified.

Q10: 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?

A10: To enter more than eight Waste Treatment Method codes, enter "NA" into

column C of the first row and leave column's 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 Ranges of Influent Concentration codes are 1 - 5 or "NA" (for continuation).

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TRI Magnetic Media File Formats for RY2003

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 C46C99F01F11F19F31F41F42020050ON
1300001L F51F61F71F81F82F83F99G010300250Y
1300001S G0 9G11G21G99P01P0 9P11P12 04 0 012 5N

Qll: Does this document represent the file format for TRI-ME?

All: Yes, but the file structure described in this document is only the output file
format for TRI-ME RY2003.

Q12: Do I need to submit a printed and signed certification letter with my
submission if I used CDX?

A12: No. If you use TRI-ME to submit reports electronically over the Internet via
EPA's Central Data Exchange (CDX) you should not submit a signed
certification letter. Beginning with RY2003, the TRI Program is implementing
the use of an electronic signature. This will eliminate the need for facilities to
mail a separate hardcopy certification letter when submitting via the Internet.
However, if a facility chooses to submit by diskette, at the current time and per
the EPCRA Statute, a signed certification letter is required by a senior
management official per EPCRA Section 313(g)(1)(B).

Q13: Will there be separate documentation for the state utility, UTIL?

A13: Yes, UTIL will have its own documentation.

Q14: How do we handle the use of NAs for both the Form R and Form A ?

A14: Additional language regarding the use of NA, particularly the use of NA versus a
numeric value (e.g. zero) is contained in the Toxic Chemical Release Inventory
Reporting Forms and Instructions Revised 2003 Version. Please use the table
below which clarifies the use of NA and where NAs are required.

Use of NA for RY 2003

Where is NA used?

Notes





Part I,
Section 4.5

Terminating NA not required.

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TRI Magnetic Media File Formats for RY2003

Where is NA used?

Notes

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.x

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 (TRI 12) if the number of
transfers is 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.

Part II,

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

Terminating NA required.

Part II,
Section 7B

Consistent use between NA and some numerical
quantity (including 0) between Section 7B and
8.2 Column B is required.

NA or method code required. Terminating NA
not required.

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TRI Magnetic Media File Formats for RY2003

Where is NA used?

Notes

Part II,
Section 7C

Consistent use between NA and some numerical
quantity (including 0) between Section 7C and
8.4 Column B is required.

NA or method code required. Terminating NA
not required.

Part II,
Section 8.10

Terminating NA required for Section 8.10 Source
Reduction Activity Codes (File TRI15, Record
#189, Field SRCE_REDUC). 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. Terminating NA
is not required for Section 8.10 Source Reduction
Method Codes (File TRI15, Records #190-192,
Field MTHDS ID1, MTHDS ID2, and
MTHDSID3).

Consistent use between NA and some numerical
quantity (including 0) between Section 7B/8.2 &
7C/8.4 is required.

I'orin 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 RY2003

4.0	Submitting Reports on Diskette

After data entry is completed using vendor software, the data in the Flat File format are copied
to a diskette for submission to EPA. Alternatively, the output files may be loaded into TRI-
ME, and then run through TR1-ME s submission module. TRI-ME's submission module will
check the data for common errors and then enable you to submit electronically over the
internet using EPA's Central Data Exchange. And your electronic submission can be
electronically signed, eliminating the need to send any paper to the U.S. 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 on paper if you are reporting those chemicals
electronically.

Please note that the diskette must contain only files pertaining to TRI submissions. Any other
files sent with the diskette may cause the entire diskette to be rejected during the upload
process. 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: 06/09/2004

Density: HD

Report Year: 2 0 03

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:

TRI Data Processing Center
P.O. Box 1513
Lanham, MD 20703-1513

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

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TRI Magnetic Media File Formats for RY2003

TRI Data Processing Center
c/o Computer Sciences Corporation
Suite 300

8400 Corporate Drive
Landover, MD 20785-2294
Phone number: 301-429-5005

NOTE: Submitters must also send a copy of each Form R and Form A to the appropriate state
agency. Information on state addresses may be found within TRI-ME and the Toxic Chemical
Release Inventory Reporting Forms and Instructions, Revised 2003 Version or on the Toxics
Release Inventory web site at "www.epa.gov/tri".

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TRI Magnetic Media File Formats for RY2003

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. TRI-ME RY2003 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.

While TRI-ME enables all facilities to submit electronically, not all states accept electronic
submissions. It is suggested that vendor software remind users to check with their state agency
before mailing state diskette(s). Below is a list of states accepting submissions on magnetic
media as of October 1, 2003.

States Accepting Diskette Submissions
as of 10/1/2003

AK

GA

LA

NH

OR

VT

AL

HI

MD

NJ

PA

WA

AZ1

IA

MI

NM

SC2

WI

CA

ID

MN

NV

SD

WV

CO

IL

MO

NY

TX

WY

DE

IN

MT

OH

UT



FL

KS

ND

OK

VA



i)

Arizona Emergency Response Commission accepts diskette submissions while the Arizona
Dept. of Environmental Quality accepts only paper submissions. Submissions must be sent to
both agencies.

South Carolina accepts only diskette submissions.

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TRI Magnetic Media File Formats for RY2003

4.3 Preparing the Cover Letter

If you are submitting reports on a 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 an operator, senior management official, or owner). The
following page is a sample of the format and content of the cover letter.

PLEASE NOTE: The address "New Carrollton, MD" on the sample certification letter is for
submissions being sent by certified mail or Courier (Fed Ex, UPS, etc...) only.

Send certification letters by regular mail to:

TRI Data Processing Center
P.O. Box 1513
Lanham, MD 20703-1513
Attn: Toxic Chemical Release Inventory
Magnetic Media Submission

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TRI Magnetic Media File Formats for RY2003









TRI Fac. ID : 



TRI Data Processing Center

c/o Computer Sciences Corporation

Suite 300

8400 Corporate Drive

Landover, MD 20785-2294

(301)429-5005

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 x Chemical Report(s) for our facility.

These x chemical report(s) are described below:

Chemical Name Report Year	CAS Number	Report Type

 		


Our technical point of contact is:

< TECH_NAME>





and is available if any questions or problems arise in your processing of these diskettes.

If the enclosed diskette contains one or more Form R chemicals, then I hereby certify that I have reviewed the enclosed
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(s) are accurate based on reasonable estimates using data available to the preparers
of this report(s).

If the enclosed diskette contains one or more Form A chemicals, then I hereby certify that to the best of my knowledge
and belief, for each toxic chemical listed in the Form A statement, the annual reportable amount as defined in 40 CFR
372.27(a) did not exceed 500 pounds for this reporting year and that the chemical was manufactured, processed or
otherwise used in an amount not exceeding 1 million pounds during the reporting year.

Sincerely,

Owner Signature