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Electronic Data Input (EDI) File
Specifications
This page contains the order and specifications of fields
contained in the EDI
comma delimited file. Combined, these fields create a unique set of information
for each sample. The EDI file structure is the format for submitting
electronic water quality data to the
Division. The fields are numbered sequentially in the table below and the
same order (1 through 20) is used to generate a comma delimited file which can
then be
transferred electronically for processing and incorporation into the APPX database.
The field order, name and technical specifications are provided below.
Check with your laboratory to see if they are capable of
providing your water quality data in an electronic format. If they are
willing to output the data in the EDI format, then the difficult part is done
and you would then upload this EDI file and process it.
Click on any field name below to get field
specific information.
- *Note
- Date fields data
yield dates in the comma delimited file as a character field in the long
international format (MM/DD/YYYY) with the "/" included in the field
so that the date fields in the comma delimited files appear as, "MM/DD/YYYY".
In the EDI file, the
fields are horizontal across the page. Click here
for an example of an Excel file with a descriptive header for each field and one
row of data. NOTE: The EDI files used for data
submission do not contain header information.
Return to Main EDI page
Below is a detailed explanation for each data entry field.
- MINE ID
- The MINE_ID is a 3 character numeric field used to determine the mine in
the database.
-
-
SITE ID
- The SITE_ID is a 3 character numeric field used to identify the sample site
for a given mine.
-
- LAB CODE
- The Lab Code is a three character field that is used to identify the lab.
- Notes - When laboratory analysis is performed on a given sample, use the
appropriate lab code for all parameters in that sample, including any field
parameters that were measured.
 | If the data is for field measurements only and no laboratory
analysis was performed, then the lab code should be set to FLD
(Field Readings Only). |
| If the site was inaccessible, then the lab code should be set to
NOA (No Access) as there would be no other data reported for
the site. |
| If the site was accessible but there was no flow, then the lab
code should be set to NOF (No Flow) as no further analytical data
would be reported. |
LAB ID
The LAB_ID is usually the laboratory sheet identification number that was
assigned to the sample by the lab. For some labs, this is referred to on the
lab sheet as the 'Analysis Report Number'. The LAB_ID is a unique
identification for the lab analkysis results and is used as part of a unique key
to identify each sample in the database.
NOTE - When no identifying number can be found on the lab sheet or in
cases where there is no lab sheet (If field data only was collected), or there
is NO FLOW or NO ACCESS which would also eliminate having a lab data
sheet, enter the date that the sample was taken as the LAB_ID in the
MMDDYYYY format, i.e. June 3, 1999 would be 06031999.
To keep the field unique, the system will add an additional number to the
date, such as "0603199901" just so that the field can be used as a unique
key in identifying records in the database.
PARAMETER NUMBER
The Sample Parameter is a numeric value assigned to each parameter. This
field is selected from a table of known parameters that are listed in the
database.
EQUALITY INDICATOR
The Equality Indicator is used to show whether the analytical value is
actually 'equal to', 'greater than', or 'less than' the number specified in the
analytical value. If a given sample parameter has an analytical values less
than the method detection limit (MDL), a '<' symbol should be entered into
this field and the analytical value should be the same as the method
detection limit (MDL) value. When a true value is reported above the MDL,
this field should be left blank which represents: equal to (=).
PARAMETER VALUE
The Analytical Value is the numeric value of the analytical results for the
sample parameter.
Notes: When the analyte was analyzed but not detected at the MDL, the
Analytical value should be entered as the MDL and the Equality Indicator
should be entered as: '<'.
If the analyte concentration was detected at a value between the MDL and
the PQL (Practical Quantitation Limit), enter the value reported and set the
Equality indicator to '='.
-
UNIT OF MEASURE
The Units field identifies the acceptable units associated with a particular
parameter. In some cases, more than one unit may be allowed, such as feet
or meters for depth. In other cases, there may only be one unit allowable
for a given parameter.
If the laboratory analysis reports the parameter in mg/l and the Units field
will only allow ug/l, the analytical value should be converted to the units that
are requested in the Units field.
Notes - It is possible that a different unit may be reported by a lab. In this
case the new unit will be added to that parameter. The database system
checks and verifies that the information reported is in the proper units.
METHOD DETECTION LIMIT
The Method Detection Limit, is the minimum value that is detectable for a
particular parameter and laboratory method. This value is reported by the
lab for each parameter. The MDL may vary over time depending on the
analytical method being used, the analyst's skills, and the differences
between solution batches used in the analytical procedure.
Notes - One of the most confounding and confusing parts of water analysis
deals with the range and accuracy of sample analysis under varying
methods. As values approach the lower (or upper) thresholds of the
detection range of the methods, the accuracy or reliability of the reported
values can vary considerably. Notation on the laboratory analysis may
include other methods or qualifiers that are used to help evaluate the values
reported by the lab, such as PQL and others.
ANALYTICAL METHOD
The Analytical Method is the specified lab procedure that was performed on a
given parameter to obtain its value. Naming conventions for these various
methods are similar but do vary from lab to lab. The APPX database has
incorporated method names which appear to be the most commonly used for
each parameter.
Notes - Because of the variety of names used for the same method, a single
name may appear rather than all the different names used by labs for the
same method. For example, the lab may have the method listed as M200.7
ICP while the database may only show EPA200.7 as a method. These
methods would be identical. If an analytical method appears which is
included in the database tables, the new method and description can be
added for that particular parameter.
- ANALYTICAL DATE
- Enter the date (MM/DD/YYYY) that the laboratory performed the analysis for
that particular parameter.
-
- ANALYTICAL TIME
- Enter the time the analysis was performed as HHMM Military time,
i.e. 2:30pm would be entered as 1430, 5:30 PM would be 1730, etc.
-
- ANALYST'S NAME
- Enter the initials of the lab analyst.
-
- DATE RECEIVED
- Enter the date (MM/DD/YYYY) the the sample was received by the
laboratory.
-
- LAB DATE REPORTED
- Enter the Date (MM/DD/YYYY) of the laboratory report.
-
- DATE SAMPLED
- Enter the date that the sample was collected in the MMDDYYYY format.
-
- TIME SAMPLED
- Enter the time the sample was collected. Enter the time as HHMM Military
time, i.e. 2:30pm would be entered as 1430, 5:30 PM would be 1730, etc.
-
- SAMPLE TYPE
- The Sample Type is a two character numeric field which determines the type
of sample collected. In most cases, the Sample Type will be a Grab Sample.
Only use No Flow or No Access sample types when no sample is collected.
Field Reading is selected ONLY when field data is collected and there is no
accompanying laboratory analysis.
- NOTE:When field readings are taken in conjunction with a
sample sent for laboratory analysis, the sample type should be
set to Grab Sample and NOT to Field Readings(only).
- The codes for each Sample Type are as follows:
| Grab Sample 04 |
| No Flow 10 |
| No Access 11 |
| Field Reading 20 |
SAMPLER'S NAME
Enter the name of the person who collected the sample.
COMMENTS
Each Parameter has a Comment line to enter any additional information that
may be useful in evaluating the data for that parameter. As mentioned
earlier, if an Analytical Method or other data does not seem to conform to
the database format, please include it in the Comment Line.
Notes - If a comment applies to the entire sample and not just to a particular
parameter then enter that information by selecting Parameter Number 999
(End of File Comment) and supply that information on the comment line for
the sample.
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