REVISIONS TO THE Chemical ANALYSIS REPORT FORMS

01/15/2006 
 

The Drinking Water Branch (DWB) is currently implementing changes in its data management system.  The outdated data system has been replaced with a new database system known as SDWIS/STATE.  This system has been developed and provided by EPA to assist states in meeting increasing demands for data reliability and the mandated reporting of Public Water Supply data to EPA’s SDWIS/ODS database.  The new database system provides a common data structure that is currently in use in more than thirty states. 
 

To effectively implement the new system, certain changes in the DWB’s data management practices have been required.  In November 2004, DWB developed a new data entry application to accommodate entry of bacteriological sampling results into the new data system.  As of November 2005, DWB has completed development of additional data entry applications and revised the forms used for reporting analytical results of Chemical sampling data.  DWB data-entry staff will be entering Chemical data into the system from these new forms.  The forms currently in use for the reporting of Chemical sampling data do not capture all the required data elements necessary for efficient utilization of the new system nor does the current data entry application provide for sufficient validation and edit checking to insure reliability and accuracy of data.  The revised forms have been designed to be compatible with the new data system and are expected to dramatically increase the performance and efficiency of DWB data processing. 
 

DWB has created 18 new forms to be used by water systems and laboratories for the reporting of Chemical results (see page titled “Description of Chemical Analysis Reporting Forms”).  The new forms have been designed to maintain as much consistency in format and appearance as possible.  We have added space on most of the forms to identify the specific plant (e.g. A, B, C) from which the sample was collected, as well as a new space for the laboratory assigned “Lab Sample Number” and the columns “Analysis Time” and “Decimal” have been eliminated entirely.  Numbers with decimals can now be reported as numbers with up to 9 decimal places.  The forms are divided into several categories for purposes of this discussion: 
 

Entry Point Sampling.  These forms are to be used for reporting analytical results for samples that are required to be collected at an Entry Point to the Distribution System.  An entry point sample represents the finished water (after all treatment) and at or before reaching the first customer.  Entry point samples are typically collected at the finished water plant tap  All forms for entry point sampling include the element PLANT ID. 
 

Distribution Sampling.  These forms are to be used for samples that are required to be collected at designated locations within the distribution system.  TTHM, HAA5, Chlorite, and Lead/Copper Tap samples, for example, are all to be collected from designated sites in the distribution system.  The element PLANT ID does not appear on distribution sampling forms. 
 

Entry Point or Distribution.  Some water systems may be required to sample for certain analytes at both the Entry Point and at locations within the distribution system.  Asbestos and Water Quality Parameter Monitoring are in this category.  Also, sampling locations for Secondary Contaminants can be any free flowing tap in the water system.  A check box to indicate  the sample has been collected in the distribution system is provided on these forms. 
 

Disinfection Byproduct Precursors (TOC).  This form is in a category by itself because it requires paired samples of both the plant combined filter effluent and of a raw water source. 
 

DESCRIPTION OF DATA ELEMENTS

PWS ID  

Public Water System ID.  Uniquely identifies a water system.  This is a required data element for all sampling reports.  Sampling reports received without a valid PWS ID cannot be processed for compliance purposes.  Each form can report sample results from only one PWS.

PWS NAME

The name of the public water system must be included on the reporting form and must correspond to the PWS ID.

PLANT ID

This one letter code identifies the specific treatment plant within a PWS.  This element appears on all of the report forms that pertain to sampling at an Entry Point .  Nitrate, IOC, VOC, SOC, and Radionuclide samples, for example, are all to be collected at each entry point to the distribution system (usually the finished water tap at the plant).  For most systems with a single active plant, the PLANT ID will be A.  For systems with more than one plant, plants are designated as A, B, or C.

PLANT NAME

Entry point sampling and the Disinfection By-Product Precursor forms (TOC) require both the PLANT ID and the name of the plant to insure proper identification of the sample.

LOCATION CODE  (SAMPLING POINT)

This is the 3-digit code referencing the address or physical location where a sample was collected within a PWS.  Each Sampling Point is associated with a water system facility (Treatment Plant, Raw Water Intake, Distribution System, etc.) and designates a specific location within that facility.  For example, the finished water tap at Plant A is usually designated by the location code TPA and the finished water tap at Plant B is TPB.  Location codes for bacterial or disinfection by-product sampling are associated with a distribution system and would thus be inappropriate for entry point sampling.  Approved location codes for each PWS are stored in the Kentucky Drinking Water Database (SDWIS/STATE) and are derived from Sample Siting Plans submitted by each PWS.  Location Code is a required element on all sampling reports.

LOCATION NAME

This is the address or physical location of the sampling location.  It can be a street address or a descriptor such as “Plant Tap”,  “Kitchen”, “Break Room”, or “Main Office”, etc., but can not be a P.O. Box.

SAMPLE DATE (mmddyyyy)

This is the date a sample was collected.  Each form can contain analytical results for only one sampling event. 
 

SAMPLE TIME (hhmm)

This is the time a sample was collected.  Use 24 hour time format.

SAMPLE TYPE

Coded value that represents the purpose of the sample collected.  There are only two acceptable values for this code.  Routine (RT) samples are those collected for the purpose of compliance with the Kentucky Drinking Water Rules and are collected on a recurring basis.  Special (SP) samples are collected in response to conditions or situations specific to the PWS such as suspected contamination, new source studies, or investigative studies.  Special samples are NOT to be used for determinations of compliance and cannot substitute for any failure to collect the Routine Samples.

On previous versions of report forms Sample Type included the codes C, D, P, R,  and S.  Note that on the new version of the forms that Sample Type has been redefined as an indicator of purpose of the sample in terms of compliance.  The codes for Sample Type (C, D, P, R, S) are obsolete and should not be used.

LAB ID

This is the 5-digit code assigned by Kentucky to each laboratory certified to conduct Chemical analyses of drinking water.  Uniquely identifies the laboratory that performs the analysis of the sample.

LAB SAMPLE NUMBER

This number provides a unique identifier for each sample analyzed by a particular laboratory within a given year.  LAB SAMPLE NUMBER is required for all samples.  Although the new forms only contain enough space for 8 characters, the database will accept up to 20 characters.  Laboratories developing their own formats may use up to 20 alpha-numeric characters.(no dots, dashes, or special characters).

ANALYTE CODE

The 4-digit code for each analyte has been pre-printed on the report forms.

ANALYSIS METHOD CODE

Coded value that represents the analysis method used for each of the analytes listed on the sampling sheet. (See revised list of Analysis Method Codes). 
 

LESS THAN INDICATOR (<)

Used to indicate that an analytical result is less than the laboratory minimum reporting limit (MRL) or minimum detection limit (MDL).  When the concentration of an analyte is not detectable, the MRL or MDL is recorded in the RESULT column.

RESULT

The measurement of the concentration of the analyte in the sample.  The unit of measurement is specified on the report form.  Generally the unit of measurement is mg/l, however there are a few exceptions.  Asbestos is to be reported as millions of fibers per liter (MFL);  dioxin is reported as nanograms per liter (ng/l).  Radiologic contaminants are reported as picocuries per liter (pCi/l). 
 

ANALYSIS DATE (mmddyyyy)

This is the date the sample parameter was analyzed by the laboratory.

DESCRIPTION OF Chemical ANALYSIS REPORT FORMS

ENTRY POINT SAMPLING FORMS

Nitrate and Nitrite  

Use this form for reporting required Nitrate and Nitrite analyses. 
 

Inorganic Chemicals (IOC)

Use this form for the 12 regulated IOCs. 
 

Volatile Organic Chemicals (VOC)

This form is for 21 regulated VOCs.  Three contaminants (m-xylene, o-xylene, p-xylene) have been eliminated from the form. Only total xylenes is required. 
 

Synthetic Organic Chemicals (SOC)

This form is for 32 regulated SOCs.  Arochlors and PCB 1262 have been eliminated from the list.  Reporting of analytical results of individual arochlors is not required.  PCB analysis should be reported with analyte code 2383 (PCB as decachlorobiphenyl). 
 

Dioxin

Although dioxin is actually part of the SOC group, some PWSs have waivers from the requirement to monitor for dioxin, therefore, dioxin is not included on the SOC form.  Dioxin has its own form. 
 

Radionuclides (RAD)

Certain public water supplies will be required to monitor for radiologic contaminants in accordance with the new Radionuclides Rule.  The new rule stipulates that monitoring will occur at each Entry Point within community systems.  The new report form contains additional radiologic contaminants that did not appear on previous versions of the form. 
 

Sodium

Monitoring for sodium by community water systems is typically conducted twice annually at the Entry Point. 
 

Bromate

Monitoring for bromate is required only for systems that use ozone for disinfection.  In Kentucky, this requirement currently applies only to water bottling operations.

Generic Forms (Chemical and Radiological)

The generic form is useful when there is a need to report only a single analyte or a partial list of analytes.  It can also be used by labs to combine analytes normally presented on different forms on a single form providing the samples are collected at the same location and time.  A lab may, for example, place the analytical results for Nitrate, IOCs, and Sodium on the same form when the analyses were all derived from the same sample (i.e. same Entry Point, same sampling event).  Similarly, dioxin may be included with the SOCs.  The Generic Radiological form can be used when additional radiological analyses are needed.  The only difference between the two forms is in the units of measurement used.

DISTRIBUTION SAMPLING FORMS

HAA5 and TTHM

This form has changed significantly from previous versions.  In the past, TTHM and HAA5 were reported on separate forms.  Now, TTHM and/or HAA5 can be reported on the same form.  Results of THM and HAA sampling at Entry Points or Raw Water Sources should be reported as Specials (Sample Type = SP).  Routine samples collected for compliance purposes (RT) must be collected at approved locations within the distribution system.  Systems should ensure that appropriate TTHM and HAA5 sampling locations are identified in their sample siting plans. 
 

Chlorite

Chlorite monitoring in the distribution system is a requirement for systems using chlorine dioxide in a treatment process.  Samples must be collected at designated locations in the distribution system.  Systems should ensure that appropriate chlorite sampling locations are identified in their sample siting plans.

Lead and Copper Sampling

Lead/Copper tap samples are collected persuant to the Lead and Copper Rule.  Appropriate sampling locations in the distribution system must be identified in the system’s sample siting plan and approved by DWB.  Note that on the new version of the forms that Sample Type has been redefined as an indicator of purpose of the sample in terms of compliance.  The codes for Sample Type (C,D,P,R,S) are obsolete and should never be used.  There are only two acceptable values for this code, Routine (RT) and Special (SP). 
 

ENTRY POINT AND/OR DISTRIBUTION SAMPLING FORMS

Asbestos

This form can be used for asbestos samples collected at an Entry Point and/or in the distribution system.  If the sample is collected at an Entry Point, enter the applicable PLANT ID and a LOCATION CODE that is associated with that plant.  If the sample is collected at a location in the distribution system, check the box indicating a distribution sample and provide a LOCATION CODE associated with the distribution system.  Enter “Distribution” on the line for Plant Name. 
 

Water Quality Parameters (WQPS)

This form can be used for WQPS samples collected at an Entry Point or in the distribution system.

If the sample is collected at an Entry Point, enter the applicable PLANT ID and a LOCATION CODE that is associated with that plant.  If the sample is collected at a location in the distribution system, check the box indicating a distribution sample and provide a LOCATION CODE associated with the distribution system.  Enter “Distribution” on the line for Plant Name.

Secondary Contaminants

This form can be used for secondary contaminant samples collected at an Entry Point or in the distribution system.  If the sample is collected at an Entry Point, enter the applicable PLANT ID and a LOCATION CODE that is associated with that plant.  If the sample is collected at a location in the distribution system, check the box indicating a distribution sample and provide a LOCATION CODE associated with the distribution system.  Enter “Distribution” on the line for Plant Name.

DISINFECTION BY-PRODUCT PRECURSORS

Disinfection By-Product Precursors (TOC)

This form differs significantly from all others because of the need to include results of sampling at two locations (paired samples).  Alkalinity and Raw TOC are to be sampled at a raw water sampling point that represents water prior to any treatment.  Raw water samples can be collected at the source (lake or river) near the intake or at a raw water tap at the plant.  Finished water TOC samples are to be collected at the combined filter effluent (CFE) in the plant prior to any post-filtration treatment. 
 

It is important that the paired samples correspond to the same plant.  The raw water samples must be paired with the finished water at the plant to which the raw water is delivered.  It is extremely important to include the PLANT ID on the form.  The report form should include finished TOC samples from only one plant.  LOCATION CODES for combined filter effluent are typically designated as CF1 at plant A and CF2 for plant B.  Raw water LOCATION CODES are typically designated as R01 for raw water delivered to plant A, and R02 for raw water delivered to plant B.

Bromide

Sampling for bromide is only required for systems which use ozone as a disinfectant and that wish to reduce monitoring for bromate.  Bromide samples must be collected from source water prior to any treatment.

DISCONTINUED FORMS