Ohio File Specification Guide Version 1

1 State of ohio Environmental Protection Agency Division of Environmental Response & Revitalization ohio Hazardous Waste Report File Specification Guide Version September 2019 Mike DeWine, Governor, State of ohio Laurie Stevenson, Director Table of Contents INTRODUCTION .. 1 Overview of Document .. 1 Intended Audience .. 1 Hazardous Waste Report Forms .. 3 Data 4 Questions/Comments .. 4 DIFFERENCES BETWEEN ohio AND EPA REPORTING FORMS .. 5 CHANGES FROM PREVIOUS REPORTING CYCLES .. 6 2019 Cycle .. 6 2017 Cycle - OI Form Content and Field Lengths.

2 6 DATA SUBMISSION OVERVIEW .. 6 Data Requirements .. 7 User Access and 7 Flat File 7 Amount of Data in a Single Submission .. 8 Page and Sub-page Numbering .. 8 Data Quality .. 8 Write Translated Data to Flat Files .. 8 TECHNICAL 9 Include Information in National Report Flags .. 9 Rules and Format Conventions Required for Data Flat Files .. 9 Alphanumeric Fields .. 9 Integer Fields .. 9 Fixed Decimal Fields .. 10 Sequence Number Fields .. 10 Negative Numbers .. 10 Record Termination .. 11 Empty Fields .. 11 Trade Secret Claims .. 11 SUBMISSION INSTRUCTIONS.

3 11 Uploading the .ZIP File .. 11 Error Messages .. 11 Completing the Other Required 11 Validation .. 12 Version Control .. 12 Report Deletions .. 12 Submission to ohio EPA .. 12 APPENDIX A - Flat File Specifications and Data Edits .. 13 Key for Flat File Tables .. 14 Flat File Naming Convention .. 14 Flat File Specifications and Data Edits .. 18 FLAT FILE ID# - GM1 .. 18 GM1 Flat File Edit Specifications .. 20 FLAT FILE ID# - GM2 .. 21 GM2 Flat File Edit Specifications .. 21 FLAT FILE ID# - GM4 .. 22 GM4 Flat File Edit Specifications .. 23 FLAT FILE ID# - GM5.

4 24 GM5 Flat File Edit Specifications .. 24 FLAT FILE ID# - GM6 .. 25 GM6 Flat File Edit Specifications .. 25 FLAT FILE ID# - GM6A .. 26 GM6A Flat File Edit Specifications .. 27 FLAT FILE ID# - WR1 .. 28 WR1 Flat File Edit Specifications .. 29 FLAT FILE ID# - WR2 .. 30 WR2 Flat File Edit Specifications .. 30 FLAT FILE ID# - OI1 .. 31 OI1 Flat File Edit 32 APPENDIX B Country & Foreign State Code Lists .. 33 1 INTRODUCTION The material in this Guide covers submissions by regulated facilities to ohio EPA s Division of Environmental Response & Revitalization (DERR) via the import feature of the eBusiness Center s Hazardous Waste Report Service, also known as eDRUMS.

5 This document describes the file specifications to be used to create the import files, which are based on EPA s rcrainfo File Specification Guide : Hazardous Waste Report Submissions (June 2019) available on rcrainfo Web. This document is designed to be used in conjunction with ohio EPA s Hazardous Waste Report instructions and forms that are referenced throughout this document. You should have a complete copy of the instructions and forms in your possession while using this Guide . Adobe Acrobat versions of the instructions and forms are available at Overview of Document The ohio EPA File Specification Guide for Hazardous Waste Report Submissions is divided into five sections with two appendices.

6 The appendices provide background material as well as detailed technical information necessary to properly prepare file submissions. Section 1 (Introduction) defines the intended audience for this Guide , offers a brief description of the forms contained in the Hazardous Waste Report, and describes the general purpose and outline of this document. Section 2 (Changes from Previous Cycles) outlines the major changes to the Hazardous Waste Report from previous report cycles. Section 3 (Data Submission Overview) describes the overall characteristics for a data submission.

7 Section 4 (Technical Specifications) discusses the technical details of the data files and programs necessary for data submission. Section 5 (Submission and Status Report Instructions) will provide detailed instructions on how to submit Report flat files to ohio EPA via the eBusiness Center Hazardous Waste Report Service. Appendix A Flat File Specifications and Data Edits Appendix B Country & Foreign State Code Lists Intended Audience The intended audience for this Guide is any hazardous waste facility that is using its own software and procedures to extract hazardous waste data from a system for submission to ohio EPA for the Hazardous Waste Report, or any commercial software vendor who is creating software for use/purchase by facilities for preparation of ohio s Hazardous Waste Report.

8 This document was written assuming the reader is familiar with the Hazardous Waste 3 Report instructions and forms and understands basic computer concepts and terminology. Hazardous Waste Report Forms The Hazardous Waste Biennial Report captures information on the following forms: RCRA Subtitle C Site Identification Form The Site Identification (Site ID) Form (EPA 9029) collects information on the site completing the Hazardous Waste Report forms package. Because ohio EPA s Version of the Site ID Form is slightly different from EPA s in content and field lengths, DERR decided not to adopt use of the federal SI files.

9 After the import of the GM and/or WR + OI records is complete, eBusiness Center users will enter the Site ID Form directly using the screens provided. GM Form The Generation and Management (GM) Form (EPA 9028) is used for reporting on-site hazardous waste generation, management, and off -site shipment. The GM Form is divided into four sections that document 1) the source, characteristics, and quantity of hazardous waste generated; 2) the quantity of hazardous waste managed on-site along with the management method used; 3) the quantity of hazardous waste shipped off -site for treatment, disposal, or recycling along with the off -site management method; and 4) the quantity of hazardous waste remaining on-site in permitted storage units or inactive disposal units.

10 The latter is not on the federal forms. Facilities submit GM Form information via the GM1, GM2, GM4, GM5, GM6, and GM6A flat files. ohio does not have state-specific waste codes and therefore file GM3 should not be submitted. WR Form The Waste Received from Off-site (WR) Form (EPA 9026) identifies hazardous wastes that were received from other hazardous waste sites and the method(s) used to manage them. The WR Form is divided into two parts, with the off -site generator s identification information at the top and identical repeating sections below for reporting the quantities and characteristics of each hazardous waste received from that generator during the reporting year.