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Selecting or developing an appropriate EQuIS Format is one of the first and most important steps in successful data management. EarthSoft publishes and distributes several different EQuIS Formats that include variations in terms of target-specific data. In many cases, existing, published EQuIS Formats meet the data criteria required. If so, choosing an existing format can considerably reduce the start-up time necessary to report and load data. In other cases, it may be necessary to select an existing format and modify it to reflect specific data needs. Consider the following:

•The selected Format(s) should meet the scope of the data to load. Some workflows may be well suited to using one EQuIS Format, whereas others may require more than one EQuIS Format to load different types of data.

•The Format(s) should be capable of importing both laboratory and field data as appropriate.

•EQuIS Formats range in complexity. In some cases simplistic EQuIS Formats, such as the single section EZEDD Format, can be used if it meets all the required needs. In other cases, formats such as EFWEDD or EQEDD may be appropriate for loading more varieties of data.

•Refrain from selecting EDDs that offer unnecessary complexity.

 

EQuIS Formats – Quick Reference

 

EarthSoft provides several standard EQuIS formats for importing data. The formats range from simple single section EDDs to more complex multi-section EDDs. The format selected is dependent on the type of data entered.

 

If the standard, unaltered EQuIS formats do not meet specific company needs, EarthSoft can create a custom format, built to exact needs. This requires additional development, and an additional fee. Other proprietary formats are also available, such as one of the EPA Region formats. For more information about customizing a format or for obtaining and registering a proprietary format, please email support@earthsoft.com.

 

This article is a quick guide for the standard EQuIS formats and includes a brief description of each. To obtain a blank copy of the EDD or to get the format descriptions, please read EDD Display, Description, and Blank EDD.

 

 

Standard EQuIS Formats

 

 

 

 

 

Data Generator or Data Receiver Considerations

 

Consider EQuIS format selection from the perspective of a data provider or a data receiver:

•A data provider typically acquires data through field observation, populates the EDD, and prepares the data for submission.

•A data receiver generally receives the data, loads it into a database, and uses the data for reporting.

 

Consultants often act as the data provider. Industrial users can be both providers and receivers of data. Regulatory agencies are usually receivers of data, although they can also be data providers. The distinction between provider and receiver is not a clear-cut separation. To choose an format, consider the requirements from both perspectives.

 

Data Providers

 

Consider the following when selecting a format:

•Project or Client Requirements

•QA/QC Requirements

•Regulatory Requirements (EPA, State Agency, Local Agency)

•Laboratory Capability

•Risk-based Corrective Action (RBCA) or statistical cleanup?

 

Data Receivers

 

Consider the following when selecting a format:

•Existing Data

•What type of data is currently being collected (soil, water, air, etc.)?

•Is field data being collected (lithology, water levels, sample parameters, purge data, well construction, etc)?

•Is analytical data collected? If so, how much QC is collected?

•Field Data Requirements

•Analytical/Monitoring Data Required

•Long-term Objectives

•Ability of Community to Produce EDD

 

An essential issue for data receivers, such as a regulatory agency, is the ability of the regulated community to produce the EDD. If the staff cannot or do not use the EDD, the technical requirements are irrelevant. The tools that are provided should make the EDD easy to use. It should include:

•Clear documentation with the EDD formats.

•The use of tools such as the EDP to check data, and make sure it conforms to requirements before submitting it.

•Organized public forums to educate users and address concerns.

 

 

Comprehensive vs. Simple Formats

 

While single formats can meet all data requirements, a single format may not promote EDD usability.

 

Generally it is possible to input simple data into a comprehensive format. However, if only a few formats are used in a comprehensive EDD or a few fields in a large format, a simpler format is often more efficient.

 

Often, a comprehensive format is used for current data, whereas a simple format is used for historical data where there is little or no control over what data are available.

 

The ordering of the formats in either a comprehensive or simple EDD is arbitrary. Consider ordering by the most important or commonly used format first, followed by others in order of importance.

 

 

Required Fields

 

Required fields are generally designated in EarthSoft EDDs with header information in red. These fields are required by the database and cannot be changed. However, in developing an EDD you may want to consider requiring additional fields. For example, in the Location format, only SYS_LOC_CODE is required by the database. Technically, it is possible to successfully load a data set that includes nothing more than location codes. However, for any type of analysis or modeling, more information is required than just the location code. For use in any type of GIS, the X and Y coordinates are needed at minimum. If the users intend to use GIS or any other modeling tools, it may be necessary to require additional fields such as X and Y in your EDD.

 

 

Custom Fields

 

Several of the major tables in the EQuIS database include custom fields. While these fields may be used essentially to accommodate any information, their use should be coordinated among all users within the organization. This is particularly important in regards to the EDD.

 

Custom fields are intended to be used for storing data for which there is no other field. However, without proper consideration, any use of the data once loaded into the database will be difficult at best. If different users put different types of data into Custom Field 1, for example, it becomes a hodgepodge of unusable data because it cannot be queried or reported. However, if it is determined beforehand that Custom Field 1 will be used for atmospheric conditions at the time of surveying (for example) — and the EDD is modified to reflect this rather than a generic CUSTOM_FIELD_1 — then this data becomes usable. Reports will consistently be able to draw the expected information from this field.

 

The use of custom fields should be consistent not only within a single database project, but also across all projects. This issue becomes even more critical for users who may eventually use EQuIS Enterprise where data from many projects are uploaded into a single Enterprise database.

 

 

Format Variations

 

As EQuIS formats change over time, it is recommended that the various formats include a version number. For example, if a format is developed for location data and is named Location, it is recommended that the format be introduced with the name Location_01. As the format evolves, a new version may be called "Location_02". Avoid eliminating one format when a new one is introduced. Thus, data populated with the old format can still be loaded, and new data can be loaded with the new format.